Tap an Activity Code. Choosing an appropriate Activity makes your audit trail more accurate.
Tap the unit from the list. You can use the Search box to find units. If you have buildings programmed, you can filter with the “All buildings” drop-down.
The system will automatically pop open the door and tell you where to find the unit key you requested. Scan the key out to verify it is the correct tag.
If you need multiple keys, continue to select units from the list.
Once you are finished requesting keys, close the cabinet door and tap Log Out.
Notes on Pulling Keys
If the Apartment/Unit# you are looking for is “grayed-out”, it has already been requested out, or it is restricted. Tapping the unit will provide additional information.
If you are requesting multiple keys for different purposes, you can change the activity code by tapping the current activity code drop down box at the top of the screen.
If you scan a keytag that is not assigned to a unit, it will be rejected. Do not place the keytag back in the cabinet as it does not belong in the system. The “Search Key Tag Report” on the website can help with unknown key tag identification.
Close the door before logging out of the system. The cabinet door will only open one time per session. You will be automatically timed out after 60 seconds with no action. These security measures prevent employees from taking action under the login of a different employee.
Work Order Key Pull
Work order numbers can be typed in directly instead of selecting an Activity.
Log in to the HandyTrac system.
Tap the “Work Order” icon.
Type the work order number and tap OK.
Continue the key pull process as detailed previously. (page 18)
Yardi Work Orders
Touch Premium and Platinum Only
Work orders can be entered via Yardi and automatically populated on the HandyTrac system for quick key requests. Contact HandyTrac Service with questions about the Yardi Work Order interface.
If work orders have been assigned to an employee, the work orders will be listed when an employee selects the Work Order icon.
Selecting the work order will provide details of the work order and automatically request the unit key.
Building Pull (Key Groups)
Log in to the Handytrac system and select the Building Pull icon.
Select the Activity that will be performed for the Building Pull.
Select a building from the list. The cabinet door will open and direct you to the first available key in the building.
Remove the key for the unit and scan the key out.
Once a key is scanned, the system will automatically provide the next key in the building. Continue pulling and scanning each unit until the building pull is complete.
Notes on Building Pull (Key Groups)
If a key is not in the cabinet, tap “Cancel” to skip the unit and continue the Building Pull.
If a key is already out or if it is restricted, the unit will be skipped.
Buildings must be programmed in the system to use Building Pull.
If your system does not currently have buildings programmed, please contact HandyTrac service at service@handytrac.com for quote to reprogram your system to add buildings.
When a key is returned to the system, it will be assigned to a random empty hook. Because of key rotation, printed key maps become inaccurate and should not be referenced once the system is used. This is a security measure to prevent memorization of key locations.
The Key Map on the website is always updated with the new key locations and it is available at any time to authorized users once signed in.
Occupied Hooks
When a key is scanned in to the system, it will be assigned to a random empty hook. If there is already a key on the hook, then that key is on the wrong hook.
Do the following to correct this error:
Remove the key that is on the hook.
Place the originally scanned key on the hook.
Scan in the incorrectly placed key as a new key return.
Place on assigned hook.
Repeat until all keys are returned to empty hooks.