Managing Keys on a Client's Account

Modified on Wed, 5 Aug at 1:50 PM

Each Client Profile has a "Keys & Lockboxes" page for key management. Clients can have as many keys attached to their profile as needed, such as duplicate keys, or both front and back door keys. Keys can also be assigned to specific staff, tracked and returned using the Key Management Report.

TABLE OF CONTENTS

How Do I Know if a Client Has a Key or Lockbox?
How Do I Add a Client Key?
How Do I Edit a Key?
How Do I Delete a Key?

How Do I Know if a Client Has a Key or Lockbox?

If a Client's property has a LockBox/Key Safe, this can also be added to the Client Profile. You can edit the name, reference and description on any Key or Lockbox record and delete them when they are no longer needed.

When a client has a Key and/or Lockbox on record, it displays on the Schedules indicating to Staff that a Key is required or a Lockbox is present.

In the Schedules, Keys are colour coded:

Note: In the Schedules, Keys are colour coded:
red key indicates the scheduled staff for the service has not been assigned the key.
green key indicates the scheduled staff for the service has already been assigned the key
black key indicates the key is in the office or the visit is in the past.
indicates a lockbox is available at the Client's property

Note: The Key Management system supports key reference numbers for key tracking and security, should a key be lost, which is often an insurance policy requirement. "Key Reference" is searchable, so you can assign keys the same reference code used for labeling.

How Do I Add a Client Key?

Navigation: Clients > access a client's account > Client Admin > Keys and Lockboxes

Step 1

Select "Key" from the Key or Lockbox drop down menu, or..
Click "+ New" to add an additional key.
Enter the "Name" - used to describe what type of key, e.g. front door, back door, gate.
Enter "Reference" - used if you label your client keys with numbers, letters or coloured fobs.
Enter a "Description" - this can be used for any special instructions.
Add a photo of the key
Click "Create"

Add a Client key to your dog walking software

Step 2

A pop-up confirms the key was added.
The key details are displayed and you can choose to assign a Key Holder under the "Assigned Staff" drop down menu, or choose to leave it as "not set" if the key is frequently used by multiple staff, or it is returned to office after each use.
Click "Update."

Add a client key to your dog walker software

How Do I Edit a Key?

To Edit a Key, select the key.
Edit the details.
Click "Update."

Edit a key in your dog walking software

How Do I Delete a Key?

Select the key.
Click "Delete."
A confirm appears. Click "Delete" to confirm, or "Cancel."

Important: Make absolutely sure you have selected the right key before clicking Delete, it cannot be undone.

Tip: The Key Management Report lists all clients with keys. The report contains client name, key and key assignment and allows you to reassign keys.

Delete a key from your dog walker software