KeyWhere - Getting Started

Overview

KeyWhere tracks every key your office holds — which hook it lives on, who has it, and when it is due back. This article covers:

• Setting up your key cabinet
• Registering keys against properties
• Checking keys out and in
• Following up overdue keys

Set up your key cabinet

1. Log in to KeyWhere and navigate to Settings › Cabinets.
2. Select + Add cabinet and give it a name, for example "Front office cabinet".
3. Enter the number of hooks the cabinet holds. Each hook gets a number, which becomes the key's home location.
4. Print the hook labels if you want scannable barcodes on the physical cabinet.

Register keys against properties

1. Navigate to Keys and select + Add key.
2. Search for the property the key belongs to. Properties sync from Reapit Lettings automatically.
3. Record what the key set contains — front door, garage, mailbox — and assign it to a hook.
4. Attach the printed key tag with its barcode to the physical key set.
5. Select Save. Repeat for each key set; most offices register two or three sets per property.

Tip: Audit your physical cabinet against KeyWhere when first setting up. Untracked keys discovered later are the most common source of "missing" keys.

Check keys out and in

1. From the KeyWhere dashboard, select Check out and scan the key tag, or search for the property.
2. Record who is taking the key — a staff member, a tradesperson, or a prospective tenant — and their mobile number for non-staff.
3. Set the expected return time. For tradespeople this is typically end of day.
4. When the key comes back, select Check in and scan the tag. The key's status returns to its hook.

Note: Keys taken by non-staff require a mobile number so automatic return reminders can be sent by SMS.

Follow up overdue keys

1. The Overdue panel on the dashboard lists every key past its expected return time, with the holder's details.
2. Holders receive an automatic SMS reminder when a key becomes overdue, and again the next morning.
3. Select a key to see its full movement history — every check-out and check-in with timestamps — which is also useful for audit and dispute purposes.