For property managers
Every set accounted for, across every property
Contractors, maintenance visits, office-held spares — property teams move dozens of keys a week. KeyDocket keeps one shared register so nobody has to ask “who has the keys to Unit 12?” again.
The problem
A contractor is due on site at 9am, and the key is somewhere between the last job and the office. A tenancy ends and the keys come back — eventually. An emergency call-out needs the spare set, and the paper log's last entry is three days old. The keys aren't lost; the record is.
How KeyDocket helps
- Contractor access: check a set out to the contractor with a purpose and a due-back date. The register shows exactly who holds it and when it's due.
- Maintenance visits: every set carries its property and storage location, so anyone in the office can find the right keys without calling around.
- Office-held sets: sets that live in the office stay marked available between visits, with a full history of every take-out.
- Overdue returns: overdue sets are flagged in the register, so chasing is a glance, not a hunt.
A working day with KeyDocket
A plumber arrives; the office manager checks out KR-118 (Maple Court) with a due-back of 4pm. At 3 the plumber hands the keys to the cleaner finishing next door — a handover request, accepted by the cleaner on their phone. At 5 the keys are back in the office drawer and the return is logged. Tomorrow, nobody guesses where they are; they look.
This is fictional sample data.
Questions property teams ask
Can we hand keys directly between staff in the field?
Yes. The current holder requests a handover to a named colleague; they remain the recorded holder until the recipient accepts, so responsibility never falls between two people.
Do contractors need accounts?
Only people recording activity need a workspace account. Occasional contractors can be added as staff, or an office manager can record check-outs on their behalf.
Does it track where the keys physically are?
No. KeyDocket records custody — who is responsible for each set, since when, and when it's due back. It's a shared register, not GPS tracking.
A typical week, recorded
Fictional example.
- Monday: a contractor collects KR-042 for a boiler inspection, due back 5pm.
- Midday: they hand it to a second engineer on site; the record changes only when that engineer accepts.
- Friday: a five-minute check of anything still out against the register.
Useful templates and guides
More on the real estate and maintenance & cleaning pages, or browse the resources.