Keys Out Report
When a key is requested out of the handytrac system, the information about that key request will show on your Keys Out Report.
The Keys Out Report will always show the current state of the system as of the last system update. HandyTrac systems update every time they are used in addition to specific intervals if there is no system activity.
The Keys Out Report is a real-time report only. For historical transaction data, use the Transactions Report or any of the criteria specific reports.
This report is available on HandyTrac Touch systems to those with Master Access.
Keys Requested but Not Scanned
The Keys Requested but Not Scanned section of the Keys Out Report will show transactions where a key was requested in the system, but was not scanned out.
Scanning a key out after it is requested is an important step in the key pull process as it verifies the key was in the system on the right hook, and that the employee took the correct key with them.
When following correct system usage, this section of the report should not be populated. If keys are routinely displayed in this part of the report, corrective action must be taken.
Employees are not scanning keys out after a request
Employees need to be retrained on correct key pull procedure. Emphasize the importance of the key verification not only for the system, but for themselves. If they happened to grab the wrong key, they can lose a lot of time going across the property and back because they have the wrong unit key.
Keys are missing
If an employee requests a key but it is not on the hook, they would be unable to scan it out. You should do some investigation to determine if the key is actually missing and replace it with a new key if needed.
Incorrect key tag on a key
Sometimes a keytag may be replaced physically in the system, but it is not replaced correctly in the database. Staff may not have known how to do this process, or they may not have had access to do so. This can cause a situation where an employee requests a key out, scans it, the system gives an error that the scanned key tag was incorrect, but the employee takes the key anyway as they know from past experience the physical key is correct for the unit. This is treated the same a key tag that needs replacement, where the previously lost tag is replaced with what you physically have.
Entries on the Requested but Not Scanned report are removed after 31 days.
When a key is scanned back in to the system, any entries for that key on the Requested but Not Scanned section will be removed.
Key Receipts
Keys Receipts allow additional vendor information to be appended to your standard key transactions. A Key Receipt can be created for any key that is currently on your Keys Out Report. This information will be added to the existing key transaction.
Once signed on to handytrac.com with your login credentials, click the “New Key Receipt” button on the Keys Out report on your dashboard or on the Keys Out Report in the reports section.
Select the vendor and unit. “Vendor’s Representative” and “ID Number” are optional but recommended fields. New vendors can be added by clicking the word “Vendor” and entering vendor names in the fields on the next page. Multiple units can be selected for each Key Receipt.
Key Receipts can either be saved or saved and viewed for printing and vendor signature. Saved receipts are always available in the transaction history on the website.
Saving and Printing
The Keys Out Report can be saved as an Excel .xlsx file for local reporting or printed for physical record keeping.