Store property key details & enter viewing/access arrangements

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

The keys screen allows more than one set of keys to be added per property* and more than one key to be added per set - an image of the keys can also be uploaded - it allows the keys to be checked out to external contacts or companies as well as internally

The option to log the keys as returned to the vendor/landlord or to an external contact or company is also available - all key movements logged are automatically recorded

Reporting can also be done on keys via a property Power Report and adding Keys as a Linked Record

*Or estate, when using Reapit for Block Management

This guide covers (click link to skip to that section):

How to access the keys screen

From property:

Click Viewings & Keys button (top of screen)
The Viewings and Keys screen is displayed - each section of the screen is covered below

The screens shown above is what is shown on a sales/lettings property, the same screen (with a green title bar) is shown when using Reapit for Block Management - while there are a few variations between the screens, the general functionality is the same

Log viewing arrangements/access & if property is vacant

Use the Viewing/Access Arrangements section to store extra information of use to your colleagues for property viewings (for sales/lettings) or access to the estate (for block management):

The arrangements field is a free-text field, allowing any text to be entered
If the property is vacant, tick Vacant
Vacant properties can be reported on via a property Power Report

This section should not be used for storing alarm codes

View forthcoming appointments or appointments to follow up

Previous viewings on the property that are still to be followed up, plus forthcoming appointment are displayed
To view appointment detail, click on appointment to view the appointment screen
Click New Appointment to create a new viewing (or other appointment) for the property

Add keys

1. Add set of keys

From Keys panel (bottom left):

Click on right

From the Add Key screen:

Key Number: input the desired key number
Where configured - while being entered, the number is checked against numbers in use in the office to ensure a duplicate number is not used (the office that is checked is the one shown beside Keys in)
Key Type: select from Lettings, Management or Sales (or select the required block) - this is optional
Keys in: select the office name who is holding the keys
See following sections for how to log keys in/out and return keys
Click Accept to save the set of keys - or see next step to enter detail of each key in the set

To assist in identification, a picture of the set of keys can be added
From the panel on right, click to add then select the picture from your device

2. Add individual key detail in set

Each key within the set can be identified

From the Keys in set panel (bottom left):

Click
Enter a description of the key, then click the tick icon to the right to save it
Continue for each key in the set
Once saved, individual keys can be edited by clicking on the key again, or deleted by clicking the red cross to the right

3. Edit/delete set of keys

After saving a set of keys, it can be edited or deleted - however, a set of keys can only be deleted if they have had no key movements logged against them

From Keys panel:

Click set of keys for options to Edit key details or Delete key

Check keys out/in

1. Check keys out

Once saved, keys can be checked out:

Click the Key link
Select Check key out to
If checking out to a colleague, select Negotiator or, if external, click Contact/Company
then select required name from list
Dependent on configuration, you may be prompted to set a key return due date
Click here for more information: Set key return date - configuration option
When a key is checked out, details are displayed on screen

2. Check keys in

When a key is checked out - to check it back in:

Click the Key link and select Check key in

Return keys to owner

When keys need to be returned to their owner:

Click the Key link and select Return key to
- For sales/lettings/rentals, the vendor/landlord name is offered
- For block management, the freeholder, management company and other related contacts are offered
- Other contacts/companies can also be selected
When a key has been returned, details are displayed on screen

View key movements

The key movements screen provides a non-editable log of the movements for the selected set of keys

Click the Key link and select View movements
All movements for the key are displayed in a list

When using Reapit for Block Management, key movements are also shown in the Activity Feed panel for the property/estate

Report on keys

1. Build keys report

Power Reports can be run for keys via a property report for sales or lettings

From main menu:

Click Reports and select Power Reports
Leave report type set to Property Report and select Sales or Lettings, as required
To filter the properties returned, add any property report criteria, such as Office
Click Show More and, from Linked Records, select Keys
Key criteria can now be chosen to filter the properties with keys that are returned
A further Linked Record can be chosen which allows Key Movements to be reported on
For example, the criteria below will return sales properties for the Bedford office where the property has keys that have the key type of sales and the key has movement records logged against it

2. Use Power Reports library

A keys report is available in the Power Reports library, click here: Power Reports library
The Power Reports library allows you to download a predefined report file which you can then import into Reapit
From the Power Reports library, access the Property reports section for the Key management report
Once downloaded to Reapit, the predefined report allows you to manage keys and track their movements - note that it doesn’t have any specific key criteria selected - this will allow you to choose what is relevant to you for your report