Set your team up for success with smart, secure habits from day one
When new employees join your property management team, one of the most important things they’ll need to learn is how to properly manage and access property keys. Improper training can lead to confusion, security lapses, and costly mistakes. That’s why it’s critical to establish clear protocols—and reinforce them with the right tools and support.
Here’s how to effectively train new staff on key control protocols while promoting accountability, efficiency, and resident safety:
1. Start with the “Why”
Before diving into how the system works, explain why key control matters:
- It protects residents, staff, and property.
- It reduces liability and risk.
- It ensures compliance with company policies and local regulations.
Helping new employees understand the importance of the process sets the tone for responsible behavior and builds a culture of accountability.
2. Walk Through Your Key Control Policy
Provide a clear overview of your property’s key control policy. Include:
- Who is authorized to access which keys
- How to properly check keys in and out
- What to do if a key is lost or overdue
- How often audits are conducted
- The consequences of bypassing procedures
If your property uses HandyTrac, highlight that all transactions are automatically logged, and users are held individually accountable.
3. Use HandyTrac’s Support Videos for Hands-On Training
HandyTrac’s interactive touch screen systems are designed to be intuitive—but every staff member should still complete basic training. The best way to ensure proper use is by directing your team to HandyTrac’s step-by-step support videos.
👉 Watch HandyTrac Touch Training and Support Videos
These resources cover everything from checking out a key to running reports and troubleshooting common issues. It’s a great refresher for seasoned staff and a vital starting point for new hires.
4. Assign a Mentor or Supervisor for Onboarding
Whenever possible, pair new team members with a seasoned colleague who can guide them through the process in real time. Allow them to observe a few transactions before trying it themselves, and encourage questions as they learn.
5. Reinforce Expectations with Periodic Refresher Training
Key control is not a “set it and forget it” task. As policies evolve or staffing changes, schedule regular check-ins or brief refreshers to keep everyone on track. HandyTrac makes it easy to monitor usage and identify staff members who may need additional support.
Secure Habits Start with Smart Training
Well-trained employees are your first line of defense in maintaining property security. By making key control a priority from the very beginning—and using resources like HandyTrac’s support library—you can help ensure compliance, reduce risk, and protect your community with confidence.
Need help setting up your training protocol or have a question about system use?
Contact the HandyTrac support team or explore more resources here.
