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Keeping your Key Control System and Office Germ-Free

office cleaning tipsViruses and other harmful germs can remain infectious for long periods of time, especially on hard surfaces such as stainless steel and plastic. Without frequent and thorough cleanings, an office can quickly become a hotbed of infection putting both your staff and residents at risk. With this in mind, here are a few tips for keeping your key control system and office areas sanitized and germ-free.

Key control system cleaning tips

Used to store physical keys and other vital community information, key control systems serve as an integral resource for community staff. And along with frequent interaction comes the need to sanitize often.

The datalog

The main point of contact on a HandyTrac key control system is the system datalog, used to operate the system. Using a microfiber cloth and solution of mild dish detergent and water, wipe down the touch screen, numeric keypad and biometric reader (if applicable).

The key box

For the rest of the system, almost any type of disinfectant will do.

One thing to note: all cleaners that claim to kill germs require EPA registration. As such, you should keep an eye out for cleaners that are approved by the U.S. Environmental Protection Agency to ensure proper sanitation.

Sanitize before and after use

Keep a bottle of hand sanitizer nearby as an added defense against harmful viruses and germs.

Office cleaning tips

When cleaning office areas, be sure to…

  • Wear disposable gloves, a gown and a face mask
  • Clean surfaces using soap and water, then follow up with an EPA-approved disinfectant
  • Frequently clean high touch surfaces including tables, doorknobs, light switches, countertops, handles, desks, phones, keyboards, toilets, faucets, sinks, etc.

For more office cleaning tips and considerations, check out the CDC’s Facility Cleaning and Disinfecting guide.

To learn more about HandyTrac key control systems, contact us today.

How to implement an electronic key system

Implementing an electronic key system can be rewarding for many reasons, the most apparent being an improvement in community security; but how exactly does one accomplish this task?

Step 1: Review your community/facility needs

electronic key systemPrior to selecting and implementing an electronic key system, it’s important to review your community or facility’s needs. Start by asking yourself the following questions:

“How many residents does my community have?”

“Which electronic key control features are most important for my community?”

“Do I require bilingual options?”

“Does my community use Yardi software?”

If you have trouble answering any of these questions, that’s okay! We’re here to help. Contact us at your convenience to speak with a sales representative in your area. They will be happy to answer any questions you may have and layout all the options suitable for your property.

With these questions answered, it’s time to begin the system selection process.

Step 2: Select a system

Between the Standard and Premium Touch, there’s a system for any sized application or budget. A few of HandyTrac’s notable electronic key system features include:

– Stunning touch screen displays

– Instant reporting

Multi-factor authentication

For a full list of electronic key system features, view our products online or contact us to speak with a representative.

Step 3: Installation

Using the tutorials and resources provided by HandyTrac, installation is a breeze. Simply visit the Resources page to get started. And, as always, if you run into any trouble, give us a call!

Step 4: Training your staff

Once you’ve installed your system, it’s time to gather the troops and begin training. Here are a few tips to get you started:

Emphasize the importance of key control. Present and future staff should understand that key control is a top priority for your community. Emphasize that a key system ensures their protection as well as yours.

Keep the process consistent. Once you have the system in place, make as few changes to the process as possible, with possible exception of completely revamping it for security reasons. Every time you change the procedure, you’ll have to retrain your employees.

Make the process as simple and straightforward as possible. This may seem a little paradoxical considering that a secure system requires multiple steps, but if those steps make sense to your employees, they will memorize the process quickly, and it will become second nature through repetition.

And vualá! Your electronic key system has been implemented, providing valuable security and peace of mind for community managers and residents alike.

For more information about HandyTrac, contact us today.

HandyTrac User Tip: Accessing Your System in a No-Power Situation

No matter the location, your community or facility is guaranteed to experience a power outage at some point. For that reason, it’s important to be prepared ahead of time by ensuring that you have control of your keys, regardless of the situation. Learn how to access your electronic key system in any no-power situation using these simple steps:

electronic key systemWhat do I do if my system won’t function? (no power or buttons are nonoperational)

1. The first step for any issue is to turn the system off for 60 seconds and then turn back on. Flip the red rocker switch on the bottom or right side of the black box the keypad is mounted on. If you are having trouble locating this switch, unplug the power cord from the outlet. If your system still has no power after this, skip to step 4.

2. Test system by pushing the Blue Enter button or the F5 key on the Touch system after the
system has completed booting and is displaying time and date. If your system is still not operable, skip to step 4.

3. See if you can access the system using your badge and pin or fingerprint on biometric-enabled systems. If you are now able to use the system, we recommend powering off the system and following the next steps to prevent further issues until the emergency is over.

4. Log in and print your key map from handytrac.com.

5. Use one of the keys provided with the system to open the cabinet door, pull and return keys manually based on the key map.

6. In the event you don’t have a cabinet key, you will need to drill out the lock and either order a replacement or swap it out with a compatible mailbox lock.

What do I do if an event is on the horizon (wild fires, hurricane, or flooding)?

1. Log in to handytrac.com to print off your key map.

2. Turn off the system and UPS (uninterruptible power supply) battery backup. This will ensure that it has sufficient battery life to help pull keys and protect it from lighting strikes or power fluctuations during emergencies.

3. Use the cabinet key and the key map to open the cabinet and pull keys manually.

4. If you do not have cabinet key, you will need to drill out the lock and order a replacement lock from website

For accessing your system in any no-power situation, you will need the key for the lock on your cabinet. We suggest storing the key in a safe location where it can be accessed in an emergency and do not store it in the cabinet. Additionally, make sure to collect the keys from any manager that is leaving or may be unavailable for an extended period of time.

Should you have any further questions regarding your electronic key system, please contact our support team.

Useful Key Management Reports Generated by HandyTrac

key management reportsIn addition to providing a secure lockbox for community keys, HandyTrac offers numerous useful key management reports. This “paper trail” is critical, not just for protecting your residents and keeping your employees accountable, but also for protecting your company through proven due diligence. Here’s a look at some of the key management reports provided by a HandyTrac key control system:

Reports by Housing Unit

This report focuses on each individual unit in your complex, documenting how many times keys were checked out for that unit during the report period, as well as who checked them out, and for what purpose. If a specific resident has expressed concerns about entry into their unit, you’ll easily be able to identify any discrepancies.

Reports by Functional Activity

This report sorts all key management activity in your community according to reason code (e.g., preventative maintenance or a unit inspection). This feature helps you keep track of things like ongoing maintenance functions as well as providing documentation for compliance purposes.

Keys Out Report

Find out at any time which keys are checked out, by whom and for what reason. Pull this report anytime you want a snapshot of current activity on your property, or have a keys out report emailed to you daily. This way, you can easily track employee activity on the grounds to make sure everyone is where they should be — and be alerted if anyone is where they shouldn’t be.

Report by Employee

This report identifies each employee’s key in-and-out activity during the specified report period, useful for tracking with job performance as well as identifying any unusual activity.


As a result of customer feedback and our commitment to provide a seamless user experience for all property managers, the following reports have recently been made available:

Empty Hook Report

The Empty Hook Report allows users to quickly see a list of the hooks in the system that should not have keys on them. This is helpful during key audits or when you need to quickly check to see if keys are being pulled and returned to their correct locations. It is also a quick way to see if there are any keys missing from the system.

Key Tag Search Report

The Key Tag Search Report allows you to quickly search all of your transactions for a key tag number. If you have a key that will no longer scan in the system, you can search for that tag number and see if it ever was in the system, and if so, to what unit the key belonged and when it was edited out of the system.

Unit List Report

The Unit List Report gives you a list of all of the units in the system without sensitive information such as tag numbers and hook locations. We recommend having this report near the HandyTrac system as a quick reference of unit names to make pulling a key quicker and less error prone for employees that do not often use the system and may be unfamiliar with the naming scheme of the units in the system.

Custom email reports

Lastly, our email reports allow you to create a completely custom report to be emailed to you daily. If you want to keep a close eye on certain activity codes or certain units, you can now have this information automatically emailed to you without needing to log in to the HandyTrac site. Multiple custom reports can be created for a variety of criteria.

These key management reports can be accessed online from any authorized device, sent to any printer in your network and/or emailed to pertinent staff, making it easy to pull and access reports anytime you need them. To learn more about our systems and key management reports, contact us today!

HandyTrac User Tip: Using HandyTrac’s Key Binder to Improve Property Security and Efficiency

When you pull a key from your key management system, it’s important to carry a similar security policy with you into the field. Here are three ways our key binder helps HandyTrac users improve property security and efficiency:

improve property securityKey Security, Outside the Box

When employees store keys in their pocket or vehicle, the likelihood of those keys landing in the wrong hands increases exponentially. Our simple yet sturdy key binder prevents key loss through the use of specially designed metal key clips. For added security and peace of mind, HandyTrac users can instead opt for our multi-key distribution pouch, offering a zip enclosure and space for up to 25 keys.

Added Convenience

Using our key management binder or multi-key distribution pouch, property staff can pull and securely carry numerous keys at the same time. So, instead of returning to the HandyTrac system for each individual key, property staff can conveniently accomplish a full list of work orders in the same trip. Additionally, our key binder and multi-key distribution pouch are light and versatile, making them perfect for staff always on the go.

Affordable

When compared to the cost of loss and/or replacing keys on a regular basis, a key binder quickly pays for itself. We offer two budget-friendly options so you can purchase only what you need. For more information about our key binder and multi-key distribution pouch, visit our online shop or contact us today.