Key management screen - configuration option

This guide has been reviewed against our global client base and classed as relevant to all regions

Available from version 12.187

Configurable option for Enterprise customers
To request this option to be enabled on your system, click here to contact Reapit Support

Details of keys stored on the system can be viewed in a single screen

This update greatly enhances key functionality by allowing all key management to be carried out from one place, providing the ability to:

view details of all keys - filtered by sales or lettings properties
search by key number, property address/reference or office (where the key is held)
just view keys that are currently checked
view and print key movement information
view key number, status, details of keys in set, plus property office, property key contact and property status - plus, for lettings, tenant, tenancy status and tenancy key contact details
- grid functions can be used to sort and filter all the above information

This screen is an enhancement to the overall management of keys across the system - details of keys should continue to be entered as usual

For information on entering key details for a property, click here: Store property key details & enter viewing/access arrangements

Accessing key information is usually password protected

If you are prompted for a password to access key information and you do not know this password, contact your inhouse Reapit key contact

1. Launch key management screen

From main menu:

Click Property and select Key Management

Each time the screen is launched, on initial view, it will automatically display key details for sales or lettings properties depending on the mode last used

However, when switching the mode from sales to lettings (or vice versa) in the key management screen, in order to view a list of key details, the Search button needs to be clicked after selecting the mode (and/or entering search filters on left) - for more on searching, see next step

2. Search & view key information

Search key information

The screen is automatically filtered by office
Use the search options on left to ensure the required key information is shown
After selecting the required options, click Search

View key information

The grid displays the following information - select the required mode top left:

Sales properties
Key number, key type (sales, lettings, management - as configured on your system), key status, keys in set, property address, property reference code, property office, property key contact (manager) and property status
Lettings properties
As above, plus tenancy reference code, tenant name, tenancy key contact (manager) and tenancy status

View key detail

From the key management grid (shown above):

Double-click to access the Viewings and Keys screen for the selected property
This screen is accessible from all property records and is usually where key information is logged when marketing the property
Key details are shown bottom left - click a set of keys for available options

More information on using this screen to enter key details is available here:
Store property key details & enter viewing/access arrangements

3. Key movements

Key movements are displayed on screen and can be printed

From key management screen:

Select required key detail
The panel on right shows key movement information for the selected property
This information is non-editable
Click Print (top right) to preview and print key movement information for the selected property

4. Checked out keys filter option

The key management screen can be filtered so that only checked out keys are displayed

From key management screen:

Tick Checked out keys (top left)
A pop-up message is displayed:
- To display keys for just your office, click Yes
- To display keys for other offices, click No
  A screen will be displayed to allow the required offices to be selected

To clear the Checked out keys filter, untick the box and click Search again to display all keys again

5. Grid sort/filter options

Grid functions can be used to sort or filter the list of keys:

To sort the list, click the column heading
Click to the right of the column heading to view filter icon where the column can be searched, filtered or grouped (dependent on column content)
Columns can be removed from the grid - right-click over the column headings and select Pick columns - columns can also be moved by clicking and dragging them to a new position
After making changes to the grid layout, right-click over the column headings again and click Save grid layout
For a regularly used filter, the right-click menu can be used to Set filter as default
e.g. to always see key details where you are the property/tenancy key contact, filter by Manager then right-click and select Set filter as default

An option to export the grid to Microsoft Excel will be available in a future release

6. Additional configuration

Your system may be set-up with additional key functionality which requires a return date to be entered when checking a key out, as outlined here: Set key return date - configuration option

When this configuration is in use:

An additional filter option is available to filter the key information by Overdue keys
This filter displays details of keys that are past the return date and still checked out
An additional column is displayed in the grid showing the Last due date
This column displays the latest due date for a key that is currently checked out with a return date set

Key management screen - configuration option

Related articles