What's a Good Way to Keep Track of Keys Handed to Tenants and Visitors?
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What's a Good Way to Keep Track of Keys Handed to Tenants and Visitors?
A good way is to log every key handover and return in a short form with the property, the person, the date, and the signature, so you always know who holds which key. On Jestor, this runs through Forms and a keys table linked to properties.
Keys are small but critical. A missing key can mean a change of locks, a delayed viewing, or a security risk, and without a record, nobody can say where it went.
What untracked keys cost
- Lost keys with no way to know who held them last
- Locks changed unnecessarily
- Viewings delayed because the key is not found
- Disputes between agents, owners, and tenants
How key tracking works
- Each key set is a record linked to its property
- A form records handover and return with date and person
- The current holder is always visible
- Keys not returned by a due date trigger a reminder
Why Jestor fits this use case
- A clear record shows the last person to hold each key
- Reminders reduce keys that stay out for too long
- Fewer delays occur at viewings and move-ins
- This scales from a small agency to a large portfolio
| Keys in a drawer, no log | Logged key handovers |
|---|---|
| Lost, disputed | Holder and dates always known |
Frequently Asked Questions
Can staff log handovers from a phone? Yes, a mobile form works. More at jestor.com.
Can a signature be captured? Yes, through a form or the DocSign integration.
Can I see all keys currently out? Yes, a filter shows keys with an open handover.
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