"Where are the keys for 47 Park Lane?"
You're in the middle of something. A colleague needs keys for an urgent viewing. You walk over to the key cabinet, scan the hooks, and... they're not there.
"Who has them?"
Blank looks. Maybe Dave? He did a viewing last week. Or was it Sarah for the inventory? Someone might have them, but nobody's certain.
This scene plays out in letting agencies every single day. Keys go out. Keys (hopefully) come back. But tracking who has what, and when—that's where things get messy.
This week, we significantly enhanced LetAdmin's key management. Checked-out keys now appear first. Custom badge colours make your key cabinet scannable at a glance. Mobile check-in/out means you can log keys from anywhere. Here's what changed and why it matters.
The Problem: Key Chaos
Keys are small, high-value, and constantly moving. The average letting agency has hundreds of keys, and on any given day, dozens might be checked out.
Common key tracking methods:
- Paper sign-out book: "Borrowed: 47 Park Lane, Dave, 14th Nov." If you can read Dave's handwriting.
- Spreadsheet: Works until someone forgets to update it (which is always).
- Mental tracking: "I think the maintenance guy has those." Famous last words.
- Tags on the keys themselves: Great until the tag falls off or gets swapped.
What goes wrong:
- Keys get lost (or appear to be lost)
- Same keys get assigned to two people
- Viewings delayed because nobody knows where keys are
- Landlords frustrated when contractors can't access their property
- Staff blame each other instead of fixing the system
The actual problem isn't forgetful staff. It's that manual tracking systems create friction. When logging a key checkout takes 30 seconds of finding the book and writing carefully, people skip it. When it takes 2 seconds, they do it.
What We Improved: Key Management That Works
LetAdmin already had key tracking. This week we made it significantly better:
1. Checked-Out Keys Appear First
The old way: Keys sorted alphabetically by property. If you wanted to see which keys were currently checked out, you'd scroll through the entire list, eyes scanning for the "Checked Out" badge.
The new way: By default, keys are sorted by status with checked-out keys at the top.
Why this matters: When you open the keys page, you immediately see what's in circulation. "There are 14 keys checked out right now." No scrolling required. The information you need most urgently is visible first.
2. Custom Badge Colours Per Agency
The old way: Every key badge was the same colour. Scanning a large key board was like reading a wall of yellow stickers.
The new way: Agencies can choose their key badge colour: yellow, blue, green, purple, pink, orange, teal, or indigo.
Why this matters:
- Colour coding by key type: Main entrance keys in blue, communal area keys in green, meter cupboard keys in orange.
- Match your agency branding: Your agency colour is purple? Key badges can be purple.
- Visual scanning: When keys are colour-coded, finding the right one is faster.
The setting is agency-wide, so all your staff see consistent colours. Change it once in settings, and it updates everywhere.
3. Mobile Check-In/Check-Out
The old way: Key management only really worked at a desktop computer. Checking keys in or out on mobile was technically possible but fiddly.
The new way: The keys page is fully mobile-optimized with large touch targets. Check-in and check-out buttons are in the action menu, easily tappable.
Why this matters: Keys get checked out everywhere—in the office, in the car park, at the key cabinet. If logging the checkout requires walking to a computer, people won't do it. If it takes 3 taps on your phone, they will.
4. Better Search: Find Keys by Who Has Them
The old way: You could search for keys by property address or key identifier.
The new way: You can now also search by who has the key checked out.
Type "Dave" and see every key currently checked out to Dave. No more scrolling through the list looking for his name.
Why this matters: "Does Dave still have those keys from last week?" Type "Dave", see his checked-out keys, answer the question in 2 seconds.
5. Highlighted Checkout Information
The old way: Checkout details were shown, but not prominently.
The new way: When a key is checked out, a yellow highlighted box shows:
- Who has it (name)
- When it was checked out (date)
- Contact information (phone/email)
Why this matters: At a glance, you can see not just that a key is out, but who has it and how to reach them. No clicking into details—the essential information is right there on the card.
Real-World Scenario: The Missing Keys
2:15pm. Viewing booked for 2:30pm.
Agent checks key cabinet. Keys for 23 Oak Street aren't there.
Old workflow:
- Check the paper sign-out book (Dave took them... when was that?)
- Ask colleagues if anyone knows where they are
- Try to call Dave (he's in a meeting)
- Apologise to the viewing client, reschedule
- Keys turn up in Dave's drawer the next day
New workflow:
- Open LetAdmin keys page on phone
- Type "23 Oak Street" in search
- See: "Checked out to: Dave Smith, 19th Nov, dave@agency.com"
- Tap phone number to call Dave
- Dave: "Oh, they're in my glove box—I'll drop them back now"
- Keys returned, viewing goes ahead
Time saved: 15 minutes. Viewing saved. Client happy.
How Key Tracking Actually Works
For those setting up key management for the first time, here's the workflow:
Adding Keys
Each property can have multiple keys:
- Main entrance
- Back door
- Garage
- Meter cupboard
- Communal area
Add them with identifiers (key numbers, fob numbers, access codes) and notes ("blue fob, scratched").
Checking Out
When someone takes keys:
- Find the key (search by property or key number)
- Tap "Check Out"
- Select who's taking them (staff member, contractor, tenant, etc.)
- Add optional notes ("For Thursday viewing")
- Done
The key shows as checked out. A log entry is created.
Checking In
When keys return:
- Find the key (or search by who had it checked out)
- Tap "Check In"
- Key shows as available again
- Log entry created with return time
Key Log History
Every key has a complete history:
- Who checked it out, when
- Who checked it back in, when
- How long it was out
- Any notes
Perfect for when someone says "I never had those keys." The log says otherwise.
Filter and Sort Options
The enhanced keys page includes:
Status Filters:
- All Keys
- Checked In (available)
- Checked Out (in circulation)
- Overdue (out too long)
- Missing (flagged as missing)
Sort Options:
- Property (A-Z)
- Key ID
- Status (checked out first)
- Checked Out To (alphabetical by borrower)
Combine filters: "Show me all overdue keys, sorted by who has them." Instant view of problem keys.
Overdue and Missing Keys
Sometimes keys don't come back when they should.
Overdue keys: If a key has been checked out for too long (configurable), it shows as "Overdue." Yellow becomes red. Hard to ignore.
Missing keys: If a key is genuinely lost, mark it as "Missing." This triggers workflows: notify landlord, arrange replacement, update access records.
Why tracking this matters: A missing key isn't just inconvenient—it's a security risk. Properties need rekeying. The sooner you identify the problem, the sooner you can fix it.
The Key Log: Accountability Without Blame
Every checkout and check-in is logged with:
- Date and time
- Who performed the action
- Duration (for checkouts)
- Notes
This creates accountability without requiring confrontation. "The log shows these keys were checked out to Dave on the 14th and not returned until the 19th." No argument, just data.
It also protects staff. When a landlord says "You lost my keys!", you can show the complete history: "Actually, they were checked out to your contractor on the 12th and returned on the 15th."
Agency Branding: Small Detail, Big Impact
The custom key badge colours might seem like a minor feature, but it matters:
In the office: A colour-coded key cabinet is easier to scan. "Blue badges are main entrance keys."
On reports: If you print key inventories for landlords, consistent branding looks professional.
Psychologically: When software lets you customise it, it feels like yours. It becomes "our key system" rather than "that software we use."
What's Coming Next
Key management enhancements are ongoing. Next up:
Key reminders: Automatic alerts when keys have been out for X days.
Contractor key tracking: Special workflow for contractor checkouts with expected return dates.
Key inventory reports: PDF reports showing all keys, their status, and checkout history—perfect for landlord updates.
Access code management: Track digital access codes alongside physical keys. Same accountability, different format.
The Bottom Line: Know Where Every Key Is
Before enhancements:
- "I think Dave has those"
- Scroll through entire list to find checked-out keys
- Mobile key tracking too fiddly to use
- Yellow badges everywhere, hard to scan
After enhancements:
- "Dave has them, checked out Tuesday—I'll call him"
- Checked-out keys appear first
- Check in/out from phone in 3 taps
- Colour-coded badges, easy to scan
How much time do you waste tracking down keys? If it's more than a few minutes per week, better key management will pay for itself.
We'd Love Your Feedback
How do you currently track keys? Paper book? Spreadsheet? Key management software?
What's your biggest key-related frustration? Missing keys? Staff not logging checkouts? No visibility of what's in circulation?
What would make key tracking easier for your agency? Automatic reminders? Better reports? Mobile app features?
Get in touch: paul@letadmin.com
LetAdmin is in active development, built by letting agents for letting agents. This key management system tracks 200+ key sets at Phillip James, with checkouts logged multiple times daily. If you're tired of key chaos, we'd love to show you how it works.