Key management screen - configuration option

Owned by Fiona Hardy, created
Last updated: Oct 28, 2024
6 min read

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

1. Launch key management screen

From main menu:

  • Click Property and select Key Management

Key Management main screen.png

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

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

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

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

  • The report is opened in Microsoft Excel

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)

  • 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

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

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