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Why an Electronic Key Control System is Essential for Every Multifamily Housing Community

electronic key control systemMultifamily housing communities without an electronic key control system face lost productivity, wasted money, and reduced security. Here are three reasons why an electronic key control system is essential to any multifamily, student or military housing community:

Reason #1: Where are the Keys?

The primary issue with non-electronic key control systems is missing keys. Missing keys are a huge source of stress and conflict at any property. Here’s 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.

– A missing key leads to theft and assault in your community. Without an audit trail, your company could be held legally liable.

Properties that use an electronic key control system versus a non-electronic alternative 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 non-electronic alternative doesn’t.

Reason #3: Reporting

By running a report about key checkouts, managers can quickly answer the following questions:

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

Enjoy the Highest Level of Key Control Security with HandyTrac Premium Touch

While every HandyTrac system is highly secure, for those facilities who need the pinnacle of key control security, we recommend the Premium Touch, our premier key control system. Perfect for large communities, campuses, and companies managing multiple properties, the Touch combines state-of-the-art biometrics with a large touch screen and enhanced instant reporting features to give property managers complete monitoring and control of key authorization and activity throughout the community or building.

Biometric Key Control

One of the key features of the Premium Touch is the biometric reader, which allows the system to identify employees by their fingerprint. Biometric technology is very difficult to hack, and property managers can instantly identify and track key traffic and related activities of any employee at any time with HandyTrac’s key management reports.

Advantages of the HandyTrac Premium Touch

biometric key controlAlong with our other key control systems, the Premium Touch offers such features as online reporting, customizable activity codes, enhanced auditing, building pull capabilities and so on. It also offers the same biometric security as our mid-range Biometric system. However, the Premium Touch offers a wide array of extra conveniences and enhancements not available on other systems. These include:

Large touchscreen display. This screen can display easy-to-read visual codes that virtually eliminate typing errors, making it easier than ever for employees to log in and pull keys securely and efficiently. The touchscreen also makes it easier to pull multiple keys when necessary.

One-touch building pull and work order reviews. Reviews and maintenance have never been made easier.

Wi-fi capability. Management can access the system remotely and securely.

Unit tagging and flagging. Assign unique messages to individual units so all employees know what’s going on with that unit.

Built-in door alarm. Instant alerts and deterrents for anyone who tries to break the box.

Customized restrictive access. Program the system to restrict certain employees from accessing certain keys. Integration with other systems. Management can review reports from multiple properties with a single login.

As with all our HandyTrac key control systems, the Premium Touch comes with our ironclad continuous warranty and ongoing technical support to ensure optimum performance. And despite being our top-of-the-line key control system, we’ve gone to great lengths to ensure the Premium Touch is surprisingly affordable.

To learn more about the enhanced key control security features of the Premium Touch, contact us today.

How to Select a Secure Key Control System

So, you’ve decided that you need to install a secure key control system for your property, but you’re unsure of what type of system you need, what features would help you, or which provider will offer the highest quality service. How do you select a key control system that’s right for you? Here are a few tips to point you in the right direction.

secure key controlLook for Multiple Layers of Secured Access

These days, a truly secure system means more than just keeping keys under lock and key, or even keeping a record of check in/check out. It also means your employees should have to move through several steps in order even to access the keys. For example, the employee might need to type in a PIN code after scanning his/her badge at the key console to prevent the possibility of access using a stolen badge. The employee should also have to designate which key is being pulled with a reason code to specify why the key is needed. In addition, your secure system should also provide immediate alerts via text or email to management in the event that proper protocol is not followed.

Look for Additional Security Features

Security shouldn’t end once the key box is opened. A good system also includes security enhancements to make sure key usage can’t be abused. For example, anonymous barcode tags on the keys can ensure an employee can’t identify one key from the other (the console can tell the employee which key to take). Another good feature is random key rotation, in which keys are never returned to the same hook from where they were pulled. (Again, the console can track where the keys are placed.)

Look for Simple, Accurate Reporting Capabilities

One benefit of installing a computerized secure key control system is that the computer can track your entire key inventory and instantly create detailed reports of key activity. Look for a system that can build reports based on functional activity, activity by building unit, activity by employee, etc.

Look at the Warranty and Support

No matter how secure the key control system is designed to be, it’s not actually secure if it breaks down, nor if you don’t receive the proper training and support in using it. Make sure your provider offers a solid warranty, as well a solid system for training you and your employees in proper use.

HandyTrac offers a selection of highly secure key control systems that are easy to use, offer plenty of extra security features and are backed by a stellar warranty and technical support. To learn more, give us a call at 1-800-665-9994, or send us an email at sales@handytrac.com.

7 Reasons to Choose a Biometric Key Control System

biometric key control system7 Reasons to Choose a Biometric Key Control System

Security is estimated to be a multi-billion dollar market in the next six years alone, and nothing is more important. Passwords alone are no longer sufficient to maintain security and keep sensitive data out of the hands of hackers or other unauthorized individuals.

Biometrics, or the use of bodily features to access secure systems, is the next-generation solution to securing information and locations. One step up from passwords, and two steps up from traditional keyed locks, biometrics provide a practical, convenient, layered security solution that is no match for even the most dedicated hacker.

For property managers looking to protect their tenants with the most advanced security measures, HandyTrac is the number one choice for biometric key control systems. As a member of the National Apartment Association, HandyTrac provides biometric key control systems to apartment buildings, condos, and similar housing facilities all across the United States.

HandyTrac’s patented system provides a myriad of benefits for incorporating biometrics into the key systems operating in most apartments and condos.

1. Easy to use and saves space

HandyTrac’s system is easy to use and doesn’t require more space than is already taken up by the existing key board or cabinet.

2. Easily integrates with employee badges

The system accommodates bar coded employee badges and implements multi-step authentication procedures to achieve the maximum level of security.

3. Instant reporting

The HandyTrac system delivers instant reporting that the head of maintenance, or another qualified individual, can use to see which keys are out. He or she can also see the reason the key has been pulled, or other activity. This feature also makes it possible to review all the work orders in a certain set (i.e. for a given repair person, for a specific tenant, or during a specified interval).

4. Effortless maintenance and dependable support

The system allows maintenance and office support to access reports which are saved offsite, in the cloud. This helps maintain an electronic “trail” vis à vis the documented history of repair, for example. This paper trail could be of enormous benefit to property managers attempting to authenticate a repair history if called into court.

5. You can review key data across multiple properties

HandyTrac’s hierarchical information system also allows manager review across multiple properties with a single log-in.

6. WiFi compatible

HandyTrac also features a built-in Wi-Fi connection; visible coding that prevents typing errors; android’s One Touch Building Pull on board for simplified multiple-key pulling; available in single or double cabinet models; continuous warranty; technical support via toll-free 800 numbers.

7. Affordable

HandyTrac offers three affordable key management options for any size property, focusing on efficiency, usability, and cost control.

Your residents need protecting, and HandyTrac – devised by property management professionals with 30-plus years of experience – has the right systems to accomplish that.

Contact us today to learn how a biometric key control system can strengthen the security of your property.

Why Property Managers Choose HandyTrac for Secure Key Control

secure key controlHandyTrac Systems, a key control firm serving multifamily, military, and student housing, has long been the favorite of property managers and building owners.

As a testimony to that popularity, HandyTrac Systems is now servicing customers across the USA, and its presence in all fifty states is a testament to its valuable yet affordable key control system. In addition, HandyTrac’s patented key management system is unique in that it backs up all of its client’s data with an audit trail.

Founded by apartment industry veterans who saw the value in a system that organizes and keeps track of building unit or apartment keys, HandyTrac provides clients with an audit trail which can be used to determine frequency of repairs, pest control activities, move-in move-out dates for billing, and lockouts.

The most important facet of any key control system is its ability to prevent residence keys from getting into the wrong hands. The resulting judgments against multifamily management companies which did not have key control and audit facilities are extensive. As one law firm points out, too many New Yorkers have been killed or seriously injured in robberies, shootings, stabbings, and beatings that could have been avoided if the apartment building had adequate key control security. In addition, these premises liability lawsuits can cost millions.

Over the past 20 years, HandyTrac has managed keys for more than 3 million apartment homes coast to coast through a cloud-based tracking system that affords owners and managers the ability to instantly access key reporting via a single login through a computer or smartphone.

A member of the National Apartment Association, the National Multifamily Housing Council, the Chicagoland Apartment Association, and the Bay Area Apartment Association, HandyTrac has won praise from many companies:

“The price fits perfectly in our budget and the systems have all the essential features and functions of much more expensive systems.” — Milestone Management

“We have made a big transition into keeping our specialty keys more secure and we couldn’t have done it effectively without a product like HandyTrac.” — University of Connecticut

“The system is backed by a service plan that makes it an unbeatable value.” — Altman Management Company

“The HandyTrac system has been very reliable and we’ve received outstanding product support and great response time from their representatives.” — Western National Property Management

HandyTrac is an integrated system providing all the software and hardware that building management and owners need to operate securely. In addition, in about the same amount of wall or desk space currently being used for keys, HandyTrac’s combined biotechnological display unit provides the highest possible level of security, flexibility, and reporting capability.

Contact HandyTrac today to learn how an industry-backed key control system can strengthen the security of your property.

HandyTrac Systems Now Managing Keys in All 50 States

montana-aptAtlanta – HandyTrac Systems announces that HandyTrac now boasts a presence in all 50 US states due to its latest sale in Montana. The growth milestone emphasizes HandyTrac’s popularity with property managers and the multifamily community, alike.

“We are so pleased that HandyTrac can now service customers in every state, from Maine to Hawaii,” said Steve Alvarez, HandyTrac Systems, Partner. “It’s a huge achievement – and proof that property owners/managers see tremendous value in key management and security.”

Founded by apartment industry veterans, HandyTrac has utilized its industry experience and insight to build a loyal base of customers who demand a high tech, yet affordable, method of managing and safe-guarding their keys.

“HandyTrac Systems pioneered the biometric verification system, and as the industry leader, continues to stand out among the competition by offering a budget friendly system without sacrificing quality and security,” said Larry Kratz, HandyTrac Systems, Executive Vice President.

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.

With over 3 million keys secured, you can trust HandyTrac for your key control needs. For more information, visit www.handytrac.com or call 800-665-9994.

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.

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.

The Basics of Key Management and Control

marcela-using-ht-touchIt’s never too late – or too early – to implement a key control and management strategy. A good key control and management system is organized and formal, and addresses both access to and control of a property’s keys.

When deciding which system best suits your needs, keep these 8 basics in mind:

1. Tracking: A tracking system lets you know where keys are and who has them. The system records who took keys, when and for how long.

2. Cost: An electronic key management system can pay for itself when compared to the cost of loss and/or replacing keys on a regular basis in addition to the ROI gained from improved security.

3. Security: Key management systems are designed so that only authorized users can access keys and the management of keys is controlled.

4. Scalability: As your needs grow, the system can be expanded to accommodate more key cabinets. HandyTrac offers single and double cab options for all it’s key control systems.

5. Convenience: A key management and control system is easy to use and can accommodate a variety of keys. Biometric fingerprint verification, touch screen display and lighted cabinets add to the ease of use.

6. Integrity: Rugged 18 gauge steel cabinets and tamper-proof doors enhance the reliability of the system.

7. Access: PINs, access control cards, biometrics or any combination of the three are the most commonly used methods for accessing keys.

8. Aesthetics: Well designed key systems and cabinets make key management simple for all users. The HandyTrac Touch features a large touch screen display, biometric reader and badge reader for ease of use and maximum security.


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.


This article was originally posted by Key Control Systems