Severe weather can interrupt power, internet access, and normal property operations, but your team may still need keys for maintenance requests, emergency response, or resident needs. Fortunately, your HandyTrac system includes several safeguards that can help you maintain controlled key access during a storm.
Understanding these features and reviewing your emergency procedures before bad weather arrives can help your team respond confidently while continuing to protect residents, staff, and property.
Your UPS Provides Temporary Backup Power
Your HandyTrac system should be connected to a dedicated uninterruptible power supply (UPS). If your property loses power during a storm, the UPS provides temporary battery power that allows the system to continue operating.
During a short outage, employees can continue signing in, pulling and returning keys, and maintaining the system’s electronic audit trail.
To help ensure the UPS works properly:
- Keep it connected only to the HandyTrac system.
- Confirm that it is powered on and connected correctly.
- Periodically inspect the power cord and other connections.
- Avoid plugging additional office equipment into the UPS.
A properly configured UPS may keep your system operating for several hours. Actual battery life will depend on the equipment connected to it and how frequently the system is used.
You Can Conserve Battery Power During a Longer Outage
If severe weather is expected to cause an outage lasting more than three or four hours, you can conserve the UPS battery by turning the HandyTrac system off when it is not needed.
When an employee needs a key, power the system on, complete the key transaction, then turn the system off again. This can extend the available backup power while allowing your team to continue using the system electronically when access is necessary.
The Live Key Map Remains Available Online
HandyTrac’s random key rotation feature assigns returned keys to different available hooks. This helps prevent anyone from memorizing where a particular key is stored, but it also means previously printed key maps quickly become outdated.
If the cabinet can no longer be accessed electronically, users with the appropriate permissions can sign in through the HandyTrac website or app to view the current key map. If the property’s internet connection is unavailable, an authorized manager may still be able to access it through the app using a cellular connection.
Because the key map contains sensitive information about where keys are stored, access should be limited to team members who are specifically authorized to view it.
Before storm season:
- Review which employees have permission to access the key map.
- Remove access for anyone who no longer requires it.
- Confirm that authorized managers can sign in to the HandyTrac website or app.
- Make sure authorized managers know where to locate the live key map.
- Review how key-map information must be protected during an emergency.
Whenever possible, view the live key map digitally rather than printing it. If a copy must be printed as part of your approved emergency procedure, keep it under the control of an authorized employee at all times. Never leave it unattended, post it in a shared area, or store it where unauthorized individuals could access it. Shred the printed key map immediately after it is no longer needed.
Manual Cabinet Access Is Available When Necessary
If the UPS battery is depleted or the system cannot be used electronically, an authorized manager can use the cabinet backup key to open the cabinet manually. The current key map can then be used to locate the required key.
Manual access should be treated as a last resort. When battery power remains available, using the system electronically allows you to maintain your standard key-control process and audit trail.
Your cabinet backup key should always be:
- Stored outside the HandyTrac cabinet.
- Kept in a secure location.
- Accessible only to authorized team members.
- Returned to its secure location immediately after use.
Never store the backup key inside the cabinet. If it cannot be located during an outage, the cabinet lock may need to be drilled out and replaced.
Pro tip: Our mountable lock box available on the HandyTrac online shop is an excellent solution for securely storing your backup key.
Document Manual Key Transactions
When keys must be accessed manually, follow your property’s emergency procedure and document every transaction. Record who accessed the cabinet, which key was removed or returned, the time of the transaction, and the reason for access.
Once electronic operation is restored, reconcile the cabinet’s contents and update the system as needed. Any temporary records containing sensitive key information should be stored securely during the outage and destroyed according to your organization’s security policies once they are no longer required.
Prepare Your HandyTrac System Before a Storm
A few simple steps can make managing keys much easier when severe weather arrives:
- Confirm that your HandyTrac system is connected to a dedicated UPS.
- Check that the UPS is powered on and functioning properly.
- Review who has permission to access the live key map.
- Confirm that authorized managers can access the HandyTrac website and app.
- Verify that the cabinet backup key is securely stored outside the cabinet.
- Review outage procedures with employees who may work during the storm.
- Establish a process for documenting manual key transactions.
- Make sure employees understand how printed key maps and temporary records must be protected and destroyed.
For additional instructions, review our complete Emergency Preparedness Guide with your authorized team members before severe weather arrives.
Stay Prepared When Severe Weather Strikes
Storms may disrupt normal operations, but they do not have to leave your team without controlled access to important keys. With UPS battery backup, permission-based access to the live key map, and a securely stored cabinet key, your HandyTrac system provides several ways to maintain key access during an emergency.
Preparation is essential. Confirm permissions, test your equipment, secure your backup key, and review emergency procedures before severe weather arrives.
If you have questions about preparing your system for severe weather or accessing it during an outage, contact our Technical Support team for assistance.
