BLOG

HandyTrac Premium Touch – The Key Features

ht-touch-angled-product-shot-cropIntegrating secure and reliable biometric technology with an easy-to-use touch screen, the HandyTrac Premium Touch streamlines the key control process for both staff and managers alike. With the HandyTrac Premium Touch, key control will never feel the same.

Key features include:

– Biometric technology and a large display in one unit to offer the highest level of security,
reporting, and flexibility.

– Instant reports showing keys out, reasons, and other transactions completed by staff.

– Ability to review individual work orders with one touch.

– Visual codes that eliminate typing errors, while streamlining the entire process.

– Integration of Android’s One Touch Building Pull.

         – Lists units for each building, allowing for quick and easy access when pulling multiple keys.

– Easy to use and doesn’t require additional desktop or wall space.

– Ability to use bar code employee badges if desired.

– Built-in WiFi connection available.

For more information about the HandyTrac Premium Touch, click here.

For a quote, contact us today.


About HandyTrac

For over 20 years HandyTrac has been the low-cost leader in multifamily and military housing key control; managing keys for more than 3,000,000 apartment homes throughout the country. Our cloud based systems offer instant access to archived reporting and provide the ability to manage your communities with a single login through your computer or smartphone.

Key Control – Is it Necessary?

key-to-lockTwenty years ago, the term ‘key control’ brought to mind a key cabinet with labeled keys and a master key. Only a handful of companies—among them Archon, Camden Property Trust and JPI—had started using computerized key control systems.

Today, most large companies and some smaller operators in the apartment industry have installed computerized systems, which code, secure and organize duplicate unit keys used by management for maintenance, pest control and lockouts. Online systems enhance operational efficiency.

Key control systems may reduce liability by preventing apartment keys from falling into the wrong hands. Significant monetary judgments have been awarded against owners and management companies based on premises liability—where there was an “unforced entry” by a perpetrator who used a key to gain entry for criminal purposes.

Laurie Baker, Regional Vice President, Camden Property Trust, said Camden made the decision to purchase an internet based key control system for the security it provides, ease of use and “the ability to have vital information at our fingertips, at properties and at other locations, like my office.”


For apartment owners and managers who are considering purchasing a key control system, here are things to consider:

Ease of use: Is the system being considered easy to use and easy to train on, including maintenance and security, in the case of dealing with being locked out at night? How quickly can a key be requested and pulled?

Security: Is access granted to only authorized employees with badge and PIN number, password or biometric screening?

Internet-Based: Is the system tied into the Internet so a property manager can get a community’s key control status and management reports online? Does the system send automatic alerts when exceptions occur, such as keys not being returned in a timely manner? Can reports be accumulated and analyzed on a portfolio basis?

Audit Trail: Does the system automatically provide key status and usage reports and back them up so audit trail is preserved? It is important to have good documentation in case of litigation.

Cost: System prices range from $15 to $50 per unit. Careful analysis is necessary to determine whether all features offered are necessary for a particular community.

Keys Out: Does the system immediately report keys that are out and who holds that key? It is important to know quickly if a key is needed, for example, to show an available apartment.

Coded Keys: Are keys coded so that if a key is lost it cannot be matched to a unit? Power. Is the system energy efficient? How long can the system operate with battery backup?

Space: How much floor space does the system take? Will it fit into what is sometimes a crowded leasing office?

Two Keys: Does the system track both a primary key set and a duplicate key set, should the key get lost?

Making an investment in key control is a complex decision. The cost of potential litigation defense may be reduced. Good key management and the ability to analyze key usage data and enforce policy on a portfolio basis contribute to operational efficiency. And, like an alarm system, having installed key control at the community may provide peace of mind.


About HandyTrac

For over 20 years HandyTrac has been the low-cost leader in multifamily and military housing key control; managing keys for more than 3,000,000 apartment homes throughout the country. Our cloud based systems offer instant access to archived reporting and provide the ability to manage your communities with a single login through your computer or smartphone.


Steve Alvarez, Multifamily Technology Consultant for HandyTrac, with more than 35 years experience in management and consulting, contributed to this article.

Originally written for Units Magazine.

3 Reasons to Replace Your Key Hook Board with an Electronic Key Control System

peg-board-circleThe traditional key hook board has become a thing of the past. A multifamily property’s key hook board system results in lost productivity, wasted money, and reduced security.

Here are three reasons why an electronic key control system is essential to any multifamily or military housing community:

Reason #1: Where are the Keys?

The primary problem with key hook board systems is missing keys. Missing keys are a huge source of stress and conflict at any property. Why?

 – A potential resident is waiting to view an apartment home. You could lose the prospect if the key hunt takes too long. “I’ll come back later,” will likely never happen and lost prospects hurt your occupancy rate.

 – An employee needs to inspect a unit or make a repair. Every minute spent searching for the key kills productivity and wastes money.

Employee resentment builds when keys go missing. Everyone dislikes the exhaustive search. Unhappy, frustrated employees are more likely to quit. Hiring and training new employees is expensive; the value of a contented workforce is priceless.

Properties that use an electronic key control system versus a key hook board are more efficient for those reasons and more.


Reason #2: Accountability

When there is no accountability, it is easy to shirk responsibility:

 – An employee is working with a potential resident. Someone interrupts and asks where keys are. It’s easiest to say, “I don’t know” and go back to the task at hand. If the employee shifts attention or starts rummaging around for keys, he or she might lose the sale or do the paperwork incorrectly. Looking for keys is inefficient.

 – That key might have been accidentally taken home. Best to keep one’s mouth shut and quietly return it the next day. Or the next time a showing is scheduled, which could be in a couple of days. Otherwise, a trip back to work to return a key will take away free time.

 – Someone forgot to return the key and it’s in a desk drawer or left on a random countertop. This person is out on the lot, on lunch break, or got called away. Digging through the desk drawer or office will violate privacy; not digging will mean a lost sale or lost productivity.

 – A vacant apartment home is left unlocked after a showing and is vandalized overnight. No one owns up. This costs money to repair.

 – Keys are lost and truly missing. The property has to pay for a replacement, wasting money.

An electronic key management system can instantly reveal who last checked out a specific key. The system can also run a report of the key’s checkout history. Instead of hassling everyone, only this single employee is contacted. Employees will immediately understand that they are responsible for all keys they check out. A key control system creates a culture of accountability. A key hook board doesn’t.


Reason #3: Reports

By running a report about key checkouts, managers can quickly see:

– At the end of a shift and close to closing time, which keys are still checked out? Go round up any that should get checked in!

– How many times has a specific apartment home been viewed? Who has checked out the keys, and when?

– What is a specific employee doing? What keys have they recently taken out and why?

With HandyTrac’s reports, managers are more knowledgeable and able to make better decisions.

HandyTrac offers several excellent electronic key management systems including the new HandyTrac Touch; featuring a large touch screen display and biometric technology for added security. Ask us for a quote and build a culture of accountability at your community today!


About HandyTrac

For over 20 years HandyTrac has been the low-cost leader in multifamily and military housing key control; managing keys for more than 3,000,000 apartment homes throughout the country. Our cloud based systems offer instant access to archived reporting and provide the ability to manage your communities with a single login through your computer or smartphone.


Originally posted by Key Control Systems – a supplier of car dealership key solutions

The Need for Better Key Control

keys-on-ring-circleHere are 6 facts about the reality of key loss and why you should take preventive measures to avoid the risk and cost associated with losing keys.

1 – Re-keying a multi-tenant high-rise can cost upwards of $80,000 and take several weeks to finish. Even with insurance, an average deductible would run $25,000.

2 – Key loss is not only a security and cost issue – it’s also a credibility and integrity issue for security firms and property management companies.

3 – The majority of keys today are simply protected by the traditional key ring attached to a belt loop. This method of key control has remained unchanged for well over 100 years.

4 – During the London 2012 Olympics, a set of keys was lost for Wembley Stadium, a major sporting venue. Replacing keys and locks costs tens of thousands of dollars.

5 – Re-keying the buildings on a typical college campus can cost up to $100,000. Last January, USA Today reported that the loss of keys costed College of William and Mary close to $500,000.

6 – G4S was forced to spend £500,000 changing ALL the locks at prison after guards lost the keys.


About HandyTrac

For over 20 years HandyTrac has been the low-cost leader in multifamily and military housing key control; managing keys for more than 3,000,000 apartment homes throughout the country. Our cloud based systems offer instant access to archived reporting and provide the ability to manage your communities with a single login through your computer or smartphone.


Written by Shannon Arnold. Originally posted here.

Happy Holidays from HandyTrac

Happy Holidays ac


It’s a wonderful time of the year to spend with loved ones and think about all the things we are thankful for. We would like to thank our partners, family and friends for whom we would be nothing without. Thank you for your support and trust in our services for the past 22 years.

Happy holidays!

– The HandyTrac Team


About HandyTrac

For over 20 years HandyTrac has been the low-cost leader in multifamily and military housing key control; managing keys for more than 3,000,000 apartment homes throughout the country. Our cloud based systems offer instant access to archived reporting and provide the ability to manage your communities with a single login through your computer or smart phone.

Why All Multifamily Properties Should Have Key Control

keysonatableApplications for key security, control and asset management are limited only by one’s imagination. In any situation where there is a need to control access to keys, a key security system can be deployed. One of the most common and practical implementations though is in the multifamily industry.

Just think about it. Multifamily housing developments are found in nearly every municipality across the country and offer housing to thousands of people. Due to high tenant turnover and lack of technology, theft is a worsening issue.

Key control systems were designed as a replacement for manual tracking and storage of keys. Keys are filed in a cabinet that is virtually tamper proof and access and return of keys is electronically monitored. This type of locking system is intended to put a stop to thieves attempting to steal unit keys. In other cases, key control with electronic monitoring will prevent an employee from inadvertently taking a key home at the end of the day instead of returning it.

2016-report-by-employeeKey control can offer further value to multifamily because the systems can also provide management with secure, archived audit trails. For example, reports can be generated to help determine when a key was pulled and for what reason. The ability to track who took a key, for what purpose, when, for how long, and when it was returned is critical for maintaining a reasonable level of security, and reducing the chance of premises security liability.


About HandyTrac

For over 20 years HandyTrac has been the low-cost leader in multifamily and military housing key control; managing keys for more than 3,000,000 apartment homes throughout the country. Our cloud based systems offer instant access to archived reporting and provide the ability to manage your communities with a single login through your computer or smart phone.

How Key Control Systems Help Save Money & Reduce Loss

key-cabinet-keys-circleAs multifamily properties have grown in size, complexity and scope, their key control security and management needs have risen exponentially. Property owners are facing mounting costs and a dizzying array of technological solutions, all in the context of ensuring a secure key management system. Many times in such situations the best path forward lies not in additional complexity, but rather in simplification.

Key control systems can readily answer the twin demands of risk management and increased accountability by securing keys in a tamper-proof cabinet, releasing them only to authorized users and providing pertinent usage information to management. For example, automated key control systems can help reduce costs associated with lost keys or unmanaged access, since management will always know who removed or returned any key and when. A user who can be held individually accountable for actions is less likely to disregard procedures or take other actions that might compromise operations.

Today’s updated approach to key management is one of the most simple yet effective measures that can be implemented at any multifamily property when the goal is easy key access, security, management and control.


About HandyTrac

For over 20 years HandyTrac has been the low-cost leader in multifamily and military housing key control; managing keys for more than 3,000,000 apartment homes throughout the country. Our cloud based systems offer instant access to archived reporting and provide the ability to manage your communities with a single login through your computer or smart phone.

How to Shop for Key Control Systems

ht-website-shoppingShopping for and selecting a key control and management system can be a challenging experience. But it doesn’t have to be if a few simple guidelines are followed. First, determine what your needs are now and in the future. Next, research and compare what’s available. Finally, work with a reputable vendor.

By sitting down and examining what the key control needs are today and what they are projected to be down the road, a major misstep can be avoided. Automated key control systems can be configured to exact needs, so it’s important to know what yours are. This includes determining who will be using the system to access keys, who will be administering the system and where the key cabinets will be located, in addition to knowing what other assets will need to be kept secure in addition to keys.

The next step is research. And more research. Attend trade shows, explore vendor websites, get referrals and see actual product demonstrations. Key control systems are available in all shapes and sizes, from simple single key modules to those with lockers to enterprise-level systems and with features ranging from biometric identification access to Android based touch pads.

Working with a reputable vendor can help ease the selection and implementation of a key control and management system. Key control providers like HandyTrac offer years of experience and can assist you in every step of the process to ensure your complete satisfaction.

Key control systems are more than just a way to control keys and other assets. They are an important security tool that can improve the safety and security of a facility. Knowing how to choose the system that is right for you makes all the difference when it comes to return on investment.


About HandyTrac

For over 20 years HandyTrac has been the low-cost leader in multifamily and military housing key control; managing keys for more than 3,000,000 apartment homes throughout the country. Our cloud based systems offer instant access to archived reporting and provide the ability to manage your communities with a single login through your computer or smart phone.


This article was originally posted by Key Control Systems

The Evolution of Key Control – From Chaos to Efficiency

key-pileBefore the advent and widespread use of electronic key control systems, key control was often a haphazard routine. Many organizations used an honor system to store and control building keys, while institutions such as correctional facilities or medical campuses used a more formal system requiring access activity to be hand-written in a log book. The procedures were often ineffective, mostly laborious and frequently left the organization exposed and vulnerable because keys could not be one hundred percent accounted for.

Electronic key control systems resolved these challenges with the implementation of authorized user codes and automatic tracking of key access activity. The automated systems made it easy for users to access or return keys with designated key slots and online monitoring for tracking key usage.

Today, the most advanced key management solutions have even more of a convenience factor while maintaining simplicity of use. The newly released HandyTrac Touch for example features a friendly interface with large buttons, a large touchscreen display and Android One Touch Building Pull integration. For added convenience, the Touch provides instant reports showing keys out, reasons, and other transactions completed by staff.

Compared to the old, dog-eared logbooks, today’s key control solutions have made the task easier in addition to making it more reliable.


About HandyTrac

For over 20 years HandyTrac has been the low-cost leader in multifamily and military housing key control; managing keys for more than 3,000,000 apartment homes throughout the country. Our cloud based systems offer instant access to archived reporting and provide the ability to manage your communities with a single login through your computer or smart phone.


This article was originally posted by Key Control Systems

The ABCs of Key Control

keysIn developing a comprehensive physical security strategy, it’s important to include a key control plan as part of the overall security package. Key management systems can reinforce access control policies that are already in place and can also help to reduce the costs that are associated with lost keys or unmanaged access. It’s also important to know that it is never too late – or too early – to implement a key control and management plan as part of an overall physical security strategy. And if you’re not sure about how to proceed, the following three questions may provide the answers for you.

 

A. What is key control?

Key control and management systems are defined as an orderly and secure solution for addressing controlled usage and safekeeping of mechanical keys. The tamper-proof systems are designed so that only authorized users, using pre-programmed PIN codes, access cards or biometrics, can access keys and on-board advanced technology automatically records all access activity.

A basic system typically consists of a computerized key storage cabinet, a key locking mechanism and a tracking system. From this basic package, several options and design variations can be added to customize the solution and help protect the investment as needs grow and change. For networked installations, management software can also be included in the system. Permission levels can be established for each user and data can be monitored from any desktop connected to the network. Additionally, the software can run activity reports, sort based on different criteria and more.


B. Why do I need it?

Today’s key control and management systems have become a higher level management tool for effectively addressing the safety and security of building occupants and the security of the building assets. Knowing the identity of authorized key holders, which keys they have in their possession or have access to and when they were used is all essential information needed to help ensure a safe and secure environment. Further, technology developments and open protocols have made it possible to integrate key control with access control and other security systems as part of a facility’s networked security system. Now, a user who has taken a specific key can be denied egress from the facility until the key is returned – and selected management can be alerted via email if a key has not been returned on time.

Physical changes in the facility may also dictate the need for a key control system. For instance, a closet that may have once been used only for storing office supplies may now be used for holding more valuable items and should be locked. In some cases, convenience for the security staff can even be substantially increased. For example, changes implemented over the LAN are effective immediately which can help prevent incidents such as denying access to keys to recently terminated employees. The network connectivity of the system also allows management to remotely release any key, adding to the convenience and inherent safety provided by a key control and management solution.


C. Where can I use it?

Key management systems have become an operational necessity in environments such as correctional institutions, hospitals, car dealerships, property management, casinos and educational facilities to name just a few examples. It is also a critical function for anyone overseeing security at conference centers, government agencies, control rooms, automotive businesses and corporate buildings. However, key control can and should also be applied to businesses of all sizes because of the measurable benefits of enhanced security, convenience, increased staff productivity and accountability.

Most recently, key control systems’ functionality has been expanded to include custom modules to accommodate valuable items. Lockers, available in various sizes, can be used for storing small firearms, cell phones, 2-way radios and other valuables. Items can be returned to any open locker for convenience, and systems can be set up as a personal storage space for one or multiple users. These asset management systems can also be configured with additional security features to help maintain the integrity of the system. For example, where protection of asset lockers itself is mission-critical, installation of a remote access device provides an additional layer of protection by enabling the locker system to be placed in a secure room. A second individual’s PIN input and verification is then required in order for an authorized employee to access the contents of a locker.


About HandyTrac

The HandyTrac Key Control System provides apartment industry key control, as well as student housing and military housing with a secure, low cost, key control and key tracking system. Their patented online key management system is the first and only key control solution that ensures all of clients’ data are backed up with an audit trail.


This article was posted on SecurityToday.com by Fernando Pires.