Key movement

The steps below outline the process of keeping a track on the movement of keys against your properties. 

  1. Click Property on the main homebar
  2. Search for the relevant property in the Find bar and click Go. Click View on the relevant record
    1. Alternatively, find and click the relevant property from within the Last Viewed section
  3. Click the Viewings tab
  4. Scroll down to the Key Management section. This shows all the keys that have been entered against the property, including their current status

This article includes: 

Adding a new key set 

  1. Click Add Key Set
  2. Select who the Key Custodian is to be, Office, Property Landlord or Tenant
  3. If the custodian is set as Office, you'll be able to record the set name or number in the Key Set Name field
  4. Add any additional Key Notes
  5. Click Save

Checking keys in and out

Keys should be checked out and checked back in every time they are taken out of the office. To record keys going out of the office:

  1. Click Check Out Keys next to the key set in question
  2. Record who the keys are being checked out by, Negotiator, 3rd Party Contact or Applicant/Tenant 
    1. If you choose Negotiator, click the correct negotiator from the dropdown menu
    2. If you select 3rd Party contact or Applicant/Tenant, type their name in the Search box which appears. Select the correct person from the list
  3. Enter the date the keys are Due To Be Checked In On. This will prompt them to be overdue once the date passes on the Key List Report
  4. Click Save

As soon as the keys are returned, click Check In Keys next to the key set in question.

The key sets also have an Actions option which when clicked, for lettings, allow you to:

  • Edit Key - Allows you to edit the key notes. If the Office is the Key Custodian, you can also change the key set name
  • Return Key To Vendor / Landlord - Removes the Office as the Key Custodian and marks the keys as having been returned to the vendor or landlord
  • Give key to Tenant – Give keys to tenant moving in
  • Delete - Delete the key set

 Note

A record of all key changes made is recorded in Jupix. You can access this if you click Key Set Change Log in the Key Management section of the property

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