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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, type status, details of keys in set, property office, property key contact and property status - plus, for lettings: tenant details, 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

1. Launch key management screen

From main menu:

  • Click Property and select Key Management

Key Management main screen.png

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

    Search fields.png

View key information

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

  • Sales properties
    Key number, key type (i.e. 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

    Sales radio button.png

  • Lettings properties
    As above, plus tenancy reference code, tenant name, tenancy key contact (manager) and tenancy status

    Lettings radio button.png

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
    Attempting to access key detail may prompt for the keys password, see note below

    Key management - view key detail.png

You may be requested to enter a keys password to access key detail

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

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

    Key management - key movement panel and print.png

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

      Checked out keys - ticked.png

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

5. Available key number report

The available keys report lists available key numbers for one or more offices for both sales and lettings and is displayed in Microsoft Excel - available key numbers are those which have been previously logged on the system, where the key has been returned to the owner and is not assigned to another property in the same office

From key management screen:

  • Click Available keys (top left)

  • A pop-up message is displayed:

    • To display available key numbers for just your office, click Yes

    • To display available key numbers for other offices, click No
      A screen will be displayed to allow the required office(s) to be selected

Available keys option.png

  • The report is opened in Microsoft Excel

    Available keys report.png

The report shows available keys for both sales and lettings - Excel functions can be used to sort/filter the information

6. 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)

    Key management - filter menu on grid.png

  • 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

    Right-click menu on grid.png

The Export to option allows the grid to be exported to Microsoft Excel

7. 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

Overdue keys.png

Need more assistance? No problem! Just log a ticket on the Reapit Service Desk Portal at https://reapitsupport.refined.site/ and a member of our Support Team will be happy to help

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