I buy new locks sometimes to replace the old faded ones. I master the new locks and replace the old ones. I sometimes switch locks with other vacant. Mastering locks isn't hard once you get the hang of it. We use schlage locks. Kwickset locks are easier to master. We keep all of our tenant keys in for key boxes, they don't have the addresses on them. They have a specific number code. You have to look in the key binder, look at the building number and apartment number and they code number its next to it so then you go get that key from the key box. Pretty simple

Don't worry about issuing keys again! A KEYper is so smart, it will send your manager a text message should a maintenance tech keep a key out of the cabinet longer than a duration you can prescribe. It will even alert you should someone pull a key they didn't request or if they pull a key beyond a prescribed key limit.

www.keypersystems.com

We use a system call KeyTrak and it works great. We keep all of our keys in this locked box and the only way for a key to be removed is by fingerprint. Reports can be ran at any time to see who took or has keys currently taken out. We can also run reports at the end of the day to show what keys are missing from the inventory.

www.keytrak.com/

I hope this helps!

Maintaining only one Key Box is optimal as it cuts down on the issue of who has access. Of course, keeping a key box in the maintenance shop area means the On-Call tech can easily get a pass key for the unit; it also means whoever is making keys has to remember to update both boxes, etc. I think this can be confusing and the potential for mismatched keys could occur per box (one box contains correct key; the other does not.) That will frustrate your Leasing Team to no end. It doesn't sound like your company would like to invest in a systemized tracking system, but there are a couple of good ones out there (expensive!) Add that to your Wish List for next year's budget! As to after-hours calls, educate your residents to understand if they call in for emergency maintenance, they must provide their contact information as well as remain HOME until the On-Call Tech arrives to assess the situation. If the emergency requires entry into another unit, then the tech will only have to deal with going to get one key.

Thank you!

Julia wrote:

Mindy - My remaining question is in handling service requests without a master key. Do you just keep a spare for each apartment, that maintenance takes when they go to do the request?

We have two copies of every key. One copy goes on the maintenance hook board down in their workshop. THe other goes on the office hook board, which we use during occupied showings. That way everyone has a copy to use if needed.