6 ways to stay in control of keys when working at distance

Most of us are in an extraordinary situation right now, as we try suppress the COVID-19 coronavirus. As we distance ourselves from others, we’re all mindful that we still need to look after our clients, and that still means issuing and tracking keys.

We’ve already helped a number of you adapt to ensure your key processes still operate safely and securely when the office is unattended or on a skeleton staff.

I hope the below list is a helpful reminder of the ways you can use Keyzapp to manage keys and access to buildings/rooms whilst maintaining social distance.

1. Call us if you need anything!

All of us at Keyzapp are here for you as usual, so please do reach out if we can be of any assistance. We’re working mostly from home (so if you call us, please forgive any background child or pet noises!). Do call us anytime if you need help, on +44 (0)3300 88 55 01. Don’t forget the support portal is there if you need it.

The below tips utilise some features that are only available on our professional subscription and above. During the period of the Coronavirus, we are offering these features free to everybody, so if you can’t see the feature you need, please give us a call.

2. Make sure everyone can log in from home or mobile phone

You can make Keyzapp accessible to anyone from anywhere by giving them a username and password. It will work just as it does in the office.

  • Existing users just need to go to https://www.keyzapp.com/login and enter their username and password to gain access.
  • This works just as well from a mobile as from a laptop or tablet

Once logged in it’s a good idea save a shortcut to your phone’s home screen or desktop, so you can get back quickly.

Useful links:
Add new users | Create a Desktop Shortcut

3. Find, issue and check what’s going on with your keys, wherever you’re working

Once you’re logged in, it’s easy to see what’s going on and help others take keys and return keys- even if you’re not there to help them in person.

  • You can use Keyzapp’s search from any location to see which keys are available right now (or if they’re not in the office, who has them)
  • You can tell people by phone which keys they need to get and can remotely sign the keys in and out to them without having to physically scan the key.
  • Keep an eye on the activity within the office even if you’re not there in person

Useful links:
Search | Sign Keys In and Out | View Reports

4. Use reservations when you know a key is going to be needed

Keyzapp allows you to add a reservation note against a key if you know someone is going to need it. This not only helps stop others taking the key when someone is on their way to get it, but the reservations are recorded, so you can see who was supposed to get a key at a certain time, and check if they did.

Useful links:
Reserve Keys

5. Give your trusted contractors an account to look up keys themselves

You might want your more trusted contractors to have a degree of self-sufficiency during these difficult times, so that they are not directly reliant on you. You can choose to give them some limited access to Keyzapp to find and sign out their own keys. Here are two options:

Option 1: Key Holder

The Key Holder account is very limited, giving people access only to the keys that they are currently holding. They can sign the keys out by scanning the tag on their mobile phone, but cannot sign them back in again – this needs confirmation from you. They also cannot search for keys, so they’ll need to be told exactly which key number to collect.

Option 2: Key Holder Plus (Recommended)

This type of user account is great for trusted contractors, as they can search for properties to find the keys they need, then sign them in and out themselves. It doesn’t provide any personal data beyond the name of the person who holds a key (so is GDPR compliant), nor will let let them see the activity history or download reports of your properties.

6. Set up any computer in the office as a self-service kiosk

With more people working outside of the office, you may have a free computer you can use as a dedicated terminal for looking up keys. It’s secure, and is as easy to use as a Supermarket Self-Service checkout. Here’s how it works:

  1. Give everyone an ID fob (if you don’t have any to hand, give us a call and we’ll sort you out!)
  2. When a user scans their ID on the designated computer, they are instantly logged in (no need for a password as the physical tag provides the security)
  3. They can search and sign out keys according to their permissions
  4. When finished, the Kiosk goes back to a blank screen, ready for the next user.

Check out Phillip’s introduction here:

To set up a kiosk, you’ll need to create a special “Kiosk” user and log it in, on the computer you choose. There are a few other things we can do to really optimise the experience for you, so give us a call and we’ll gladly talk you through it

Useful links:
In this Case Study, Amthal Fire & Security are using a computer in kiosk mode

Please take care of yourselves and contact us if we can help

Here’s our number again, and as always we’re glad to help you out wherever we can.

  • Call on +44(0) 3300 88 55 01
  • Email us at support@keyzapp.com

Keyzapp Quick Facts: Beyond Barcodes

What does Keyzapp bring over and above the traditional barcode system?

Barcodes were all the rage in the late ‘90s. Some enterprising agents and software makers began using barcodes to track keys and some of those systems are still around today. Barcodes were just the first step- they make some things easier, but key-based headaches have continued in many places that use them.

Keyzapp represents a major step forward. Here’s why:

You’re not tied to a single computer

Most barcode systems require special equipment & software, meaning you can only use it one or two computers. Keyzapp works on all computers, (scanners are optional) and almost every phone or tablet on the market today*

This is far more convenient- staff can look up keys at their desk and sign them out when they get to the cabinet.

Track every key movement

Most of us transfer keys in more than one way Sometimes, they are passed between people when outside of the office. Because Keyzapp works anywhere, these events can be audited and captured as well.

Absolute scanning simplicity

With barcodes you often have to open up your software click inside a particular box for a key scan – this is fiddly and hard to learn. With Keyzapp, simply tap the fob on the reader or phone and you’ll be taken to the right place without even touching the keyboard!**

Lower administration

Many barcode systems require you to print your own barcodes. This passes the cost and a time-consuming process to your team; they have to open the software, manage a stock of labels, print the barcode (then unload the labels) and then attach it to keys. Keyzapp’s fobs and stickers come pre printed and coded, you simply attach them to your keys and start scanning.

Lower cost hardware

Our NFC readers for PCs and Mac, are typically half the cost of the cheapest barcode scanner. With Keyzapp, your smart phone can scan fobs at no extra cost.

In summary…

Upgrading from barcodes to Keyzapp gives you:

  • Far greater convenience and flexibility
  • No admin headaches
  • Ability to track more activities
  • A faster, more user friendly experience
  • Bang for your buck

What really makes Keyzapp work is the way it enables your people to follow your key process consistently every single time, so you have complete peace of mind. Book a demo today to see how it can help you.

Public Sector Organizations: Keyzapp is now available on G Cloud

We’re delighted to announce that Keyzapp has been approved for purchase by UK Public Sector organisations using the Government’s Digital Marketplace, or G Cloud.  If you work in the public sector and need  a low cost solution for tracking keys and other small assets, you can now purchase Keyzapp more quickly and easily than ever before at a standard low rate, using a pre-agreed contract framework.  This should make your procurement team very happy.

We’re delighted to have been accepted into the marketplace, and hope that this puts Keyzapp within reach of more of our country’s institutions, such as schools. local authorities, healthcare providers and their contractors.

You can find us on the digital marketplace here

If you have any questions about Keyzapp and how to purchase through G Cloud please get in touch!