Here's everything you need to know about managing keys in the office — from tagging them correctly, signing them in and out, to looking them up in HubSpot. Follow these simple steps to keep things secure, organised, and professional.
Managing keys effectively within the PropertyLoop office is essential for maintaining security, accountability, and efficiency. When receiving keys from landlords or sellers, the first step is to assign a unique key code. Before doing this, it’s important to check in both the system and the physical key cupboard to ensure the chosen code is available. Typically, codes range from PL200 downward, as the cupboard accommodates up to 200 keys.
To streamline this process, team members should use the “Keys” view in HubSpot’s property section. This tailored view filters properties currently on the market and highlights those with associated key codes. Occasionally, keys for off-market properties may remain until they are returned to landlords.
Once a key is received, it must be logged with the following details: the assigned key code, number of sets, key status (e.g., “in cupboard”), a clear image of the key sets, and a detailed description. Access arrangement notes provided by the lister should also be recorded, as they often contain key information such as the key code and access instructions.
When keys are signed out, the system automatically logs the user and timestamp. On return, selecting “Yes” to confirm the keys are back clears the active status, marking them as returned. This system ensures real-time tracking of key movement and accountability for all users.
It’s crucial not to remove any key from the cupboard without signing it out on the system. Similarly, upon return, the key must be placed back in the cupboard and the return must be logged.
Lastly, once a property is no longer being marketed or has been handed over, all keys must be returned to the landlord promptly to avoid unnecessary storage or confusion.