Key control is a daily responsibility that can either run smoothly or become a continual source of stress. Older systems often work well enough to store keys, but they can slow down teams, limit oversight, and leave gaps in accountability. Newer systems are designed to prevent those problems by offering better security, clearer reporting, and easier management.
If your property is still using an older system, now is a good time to evaluate whether it is supporting your team or holding them back.
Affordability
Every property is mindful of cost, so upgrades need to deliver value. Older systems provide the basics, but newer systems such as HandyTrac’s Premium and Platinum Touch models include touch screens, integrated reporting, and digital connectivity at an affordable price. You are not just replacing equipment, you’re reducing the amount of time staff spends locating keys, managing returns, and resolving access questions.
Time-and-motion studies show that properties using a modern key management system often recover their entire investment in as little as six months through time saved, fewer lost keys and less downtime.
That means even if your upfront cost is higher than the old system, the improved efficiency and lower hidden labour costs make the investment worthwhile.
Security Needs
Security expectations have increased across the industry. Older systems rely primarily on PIN and badge access, which leaves room for confusion or misuse.
HandyTrac’s Premium and Platinum systems strengthen security with:
- Fingerprint verification options
- Custom user access levels
- Alerts for unauthorized attempts
- Prompts to ensure keys are returned correctly
These features help prevent lost keys, unauthorized access, and the costs that follow.
“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
Audit Trails
When something goes wrong with key access, the ability to trace what happened matters. Manual logs or limited data from older systems can slow down investigations and create frustration.
Newer systems provide clear, real time audit trails that show exactly who pulled a key, when it was taken, and whether it has been returned. This reduces guesswork and provides immediate accountability.
Remote Access
Properties are rarely managed from one location, and teams are often moving throughout the day. Older systems are typically standalone, requiring staff to return to the cabinet to check key status or run reports.
The Premium and Platinum systems connect via WiFi or ethernet, allowing managers to view key status and reports from any internet enabled device. Additionally, the HandyTrac mobile app makes it easy to check activity, confirm returns, and review logs directly from a phone or tablet. This is especially valuable when coordinating teams across multiple buildings or when you are offsite.
Why Now is the Right Time to Upgrade
If your current system slows down daily work, makes reporting difficult, or leaves any uncertainty around key activity, upgrading can deliver immediate operational relief. Modern systems help teams move faster, reduce mistakes, and support a higher standard of security and accountability across the property. Even small improvements in key access speed and clarity can have a noticeable impact during busy seasons and staff changes.
If you would like help determining whether the Premium or Platinum system is the better fit for your community, our team can walk through your needs, your current process, and your goals.
Contact us today and we will help you make the best choice for your property and your budget.
