Managing Users in KeyWhere with Reapit Connect

Overview

KeyWhere uses Reapit Connect for login, so user access is managed centrally rather than inside KeyWhere itself. This article covers:

• How KeyWhere access works with Reapit Connect
• Granting a user access to KeyWhere
• Setting KeyWhere roles
• Removing access

How access works

Users sign in to KeyWhere with the same Reapit Connect account they use for Reapit Lettings. Access is granted per product: a user can exist in Reapit Connect without seeing KeyWhere until an administrator assigns it to them. Roles inside KeyWhere then control what they can do.

Grant a user access to KeyWhere

1. Log in to the Reapit Connect admin portal — you need the Organisation Admin role.
2. Navigate to Users and open the user, or select + Invite user for someone new to your organisation.
3. In the Products section, tick KeyWhere and choose the office (or offices) they belong to.
4. Select Save. Existing users see KeyWhere in their product switcher on next login; new users receive an invitation email to set up their account first.

Note: If a user reports that KeyWhere is missing from their product switcher, they should log out and back in — product assignments are refreshed at login.

Set KeyWhere roles

1. Open KeyWhere › Settings › Users. Everyone granted access via Reapit Connect appears here automatically.
2. Assign each user a role:
   • Standard — can check keys out and in, and view key history
   • Administrator — can additionally manage cabinets, delete keys and run audit reports
3. Select Save. Role changes take effect immediately.

Tip: Keep Administrator to one or two people per office. Key deletion is permanent, and a small admin group keeps the audit trail meaningful.

Remove access

1. To remove KeyWhere only, untick KeyWhere in the user's Products section in Reapit Connect. Their Reapit Lettings access is unaffected.
2. To remove a departing staff member entirely, select Deactivate on their Reapit Connect user record — this revokes every product at once.
3. Before removing access, check the KeyWhere dashboard for keys checked out to that user and have them returned and checked in.