Key Management

Digital key management

Q: What happens if a key goes missing somewhere?

The loss is recorded with a risk rating and a cost estimate. The report names the affected cylinders. Whether a cylinder is replaced, you decide in the loss case, and the exchange is booked once it is done. The loss history later shows all cases in context.

Q: Can I always see right away who has which key?

Yes. Who holds which key can be called up at any time, including the handout date. The access view of the locking matrix also shows who currently holds a matching key for a particular door.

Q: What happens to the keys when someone leaves?

The return is enforced on departure. The departure can only be completed once all keys are back. The return request also shows whether anything is still open in the timesheet or in the fleet.

Q: Can a whole locking system be mapped?

Yes. Locking systems, key rings and single keys are managed, and every cylinder is linked to the keys that open it. The levels range from master key through main and group keys all the way to the single key.

Q: Can employees submit a key request themselves?

Yes. The request goes to key management, which approves it or rejects it with a reason. After approval, a free copy is ready at the handout desk, otherwise the request waits until one is free.

Q: Can transponders and cards be managed too?

Yes. Besides mechanical keys you manage transponders, cards, chips and badges, with the same handout, return and history.

Q: How does a stocktake work?

You start a stocktake for an area and count the copies by camera, by click or by number. At the end the difference report shows what is missing and what is unknown.

Q: Can we take over an already existing locking plan?

Yes. Locking plan, list of people and handover list can be imported. Before the takeover, the check shows duplicates and errors per row, and an import can be rolled back.

Q: What exactly is printed on a key's tag?

A QR code. Whoever finds the key sees after the scan where to hand it in. The door the key belongs to is not shown there. The tags are printed as labels directly from the key inventory in the system.

Always know who holds which key. Manages locking systems, key rings and individual keys. Every handout and every return is booked with person and time, and each loss is recorded with a risk level and a cost.

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Keys & Access Sample Business Ltd Overview The keys I hold Lock technology Stock Handout Loss Records Management

Overview Keys & Access

Total 41 Key copies Available 19 at the handout desk Issued 13 with receipt Lost 2 Check cylinder

Needs your attention now 1 case Kevin Sommer is leaving, 2 keys have not been returned yet To the recovery

Recently issued keys today GHS-01 General master key · Peter Schmitt Receipt created 08:12 KFZ-07 Key for a vehicle · Jonas Weber Return tomorrow 09:40 EINZ-SR-2 Server room key · Erika Mustermann Receipt created 11:05

Process

How a key handout is carried out

Every key has its own file. From the request to the return on leaving, every step is recorded with person, time and receipt.

Set it up

You create locking systems, cylinders and key types, or take over an existing locking plan, a list of people and a handover list by import. Before the takeover, the system checks every row for duplicates and errors.

Identifying

Request

Issue

Reminding

Withdraw

What key management can do

You book a handout or a return in one step, and the receipt is created as a PDF. Every copy keeps its own history. Behind it sits the locking matrix. In it, every cylinder is linked to the keys that open it.

Included

Issue with receipt, return on record
Manage locking systems and key rings
Loss with a risk and a cost estimate
Who is holding which key, available at any time
Return enforced on offboarding

More detail

What key management covers, point by point

Locking matrix

Which key opens which of your doors

The matrix shows per property which key type opens which cylinder. Sensitive cylinders are marked, and the access view names who currently holds a matching key.

Locking plan

From the grand master key to the single key

You model the levels of the locking system as they appear in the locking plan. Besides mechanical keys, you also manage transponders, cards, chips and badges.

Stock

Copies, key rings and storage

Every copy has a status, from stock through handout to retirement. Keys can be grouped into key rings and stored in storage locations.

Storage

Keys at fixed locations

Storage is where keys are kept, such as a key cabinet in the main stockroom. Tags can be printed filtered by storage and locking system.

People

All keys held by one person

The person view shows, for each employee or external, which keys are currently out and which deadlines are running. From there you take back all of a person's keys in one step.

Stocktake

Counting with the camera

During a stocktake, you hold a tag's QR code up to the camera or enter the number. The difference report shows what is missing, and you book missing keys as stock loss.

Loss

Loss case with affected cylinders

For a loss you record the circumstances, risk and estimated costs. The case names the affected cylinders, and you book the exchange once it is done.

Requests

Applying for and approving keys

Employees request a key type or a whole key ring. The administration decides with a reason, and the requester sees the decision under “The keys I hold”.

Deadlines

Returns with a date

Keys handed out can carry a return deadline, and externals have their own. The deadline list shows what is due today, tomorrow or already overdue, and names the risk.

Data privacy

People shown as an ID

Whoever does not need to see all names sees people as an ID instead of in plain text. That way it stays traceable what happened to a key without everyone knowing who holds it.

Found-key tag

Found keys find their way back

Whoever finds a key scans the tag and sees where to hand it in. Which door the key belongs to is deliberately not shown there, for security reasons.

Records

Key register, cylinder register and audit report

Reports also show the overdue ones, the loss history and the sensitive cylinders. The journal records every movement, and exports are available as CSV, XLSX and PDF.

Journal

Every movement with a time

The journal separates cases, master data, reminders, requests and loss cases. That way you can trace for each copy who had it when and who handed it out.

For Whom

Who key management is intended for

Caretakers and facility staff

They hand out keys, take them back and can see at any time who holds which key and when it must come back. The system creates the receipt for every case itself.

Councils with many buildings

You model properties, buildings and rooms in the company structure. The matrix shows per property who has access where.

Human resources

When a person leaves, a list shows which keys are still missing before the departure is completed. The same list shows whether anything is still open in the timesheet or in the fleet.

Employees and externals

Employees see under “The keys I hold” what they have and request new keys themselves. Externals such as tradespeople receive keys with their own return deadline.

Businesses with their own lock system

Whether a few keys or a large system: every copy has its serial number, status and history, and the matrix shows which door it opens. You take over the existing locking plan by import.

Legal basis

What applies if a key goes missing

No statute

There is no dedicated statute on key management

A complete list of all handouts and returns helps when a key goes missing. It shows who had it last and is the basis for deciding whether a locking system has to be replaced.

§ 619a BGB

Liability only if responsible

If you demand compensation from employees for a lost key, they are liable only if they are responsible for the loss. In a dispute, you have to prove that. [1]

Departure

Have the return confirmed

When a person leaves, make sure they confirm the return of all their keys.

Pricing

10 € per employee and per month excl. VAT with monthly billing

Each module can be enabled on its own and cancelled on its own again. What you do not use costs you nothing. With monthly billing, all modules together cost at most 30 € per employee and per month excl. VAT. Special price until 31 March 2027, then 40 € per employee.

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Questions

What companies ask us first

How is the issuing of a key documented?

Every handout and return is booked with person and time. Each case produces a numbered receipt as a PDF, and every key copy has its own history. You hand out several keys in one case, and a total overview lists all keys held by a person.

What happens if a key goes missing somewhere?

Can I always see right away who has which key?

What happens to the keys when someone leaves?

Can a whole locking system be mapped?

Can employees submit a key request themselves?

Can transponders and cards be managed too?

How does a stocktake work?

Can we take over an already existing locking plan?

What exactly is printed on a key's tag?

Zentrana info@zentrana.de

Write to us at this address. We answer it ourselves, usually within one working day.

The modules

One process runs across several modules

Time Tracking Recording working time has been mandatory since the 2022 Federal Labour Court ruling Fleet Management Deadlines you cannot afford to miss Invoicing Once it is finalised, nobody changes it again Boards Who does what by when is on the board Projects Project status is calculated from clocked hours, not from estimates

Your next step

Which modules do you need?

Set up the access for your company yourself and choose only the modules that you need.

How sign-up works for you

01 You enter your email and password, accept the general terms and conditions and read the privacy statement.
02 We send you a link to confirm your registration by email.
03 Your access is ready at once, the contract applies from then.

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