Managing keys on site just got easier.
HandyTrac has added a new feature to the HandyTrac App, available on the Apple App Store and Google Play, that allows employees to link their existing HandyTrac badge directly to the app. Once linked, employees can access personal key information and receive targeted alerts about keys they currently have checked out — all at no additional cost.
The new Employee Badge Linking feature is available for current HandyTrac Touch Standard, Premium, and Platinum online key control systems.
By giving employees greater visibility into their own key activity, properties can make everyday key management easier while reinforcing accountability and helping reduce the chance of keys being forgotten or misplaced.
What Is Employee Badge Linking?
Employee Badge Linking connects an employee’s existing HandyTrac badge profile to the HandyTrac mobile app on their iOS or Android device.
Employees do not need their own HandyTrac website login to use the feature.
Instead, an administrator controls the employee’s permissions and settings through the HandyTrac website. Employees can then use the app to access only the key information associated with their badge.
This gives on-site teams additional access to useful key tracking and key management tools without providing unnecessary access to broader system information.
Linking a Badge
To link a badge, the employee must have an active badge in the system and the HandyTrac App must be installed on their iOS or Android device.
An administrator with proper website access must add or edit the employee badge profile. Currently, editing an employee badge link is not available in the HandyTrac App.
Creating the app link
1. A user with website access must log in to the website.
2. Select Employees from the menu on the left.
3. Select Edit next to the employee you want to link. If you are adding an employee, select Add Employee at the top right.
4. Enable the toggle for Link HandyTrac App. This will generate a QR code that needs to be scanned by the HandyTrac App.
5. Select the permissions this employee will have available in the App.
Linking the app
Once the HandyTrac App is installed and opened, tap on “Link Employee Badge” at the top.
The “X” is for users to dismiss the options if they wish to only use the standard website functions. It is still available as a link at the bottom of the Sign In screen.
Scan the QR code
The App will give you the current features available for linked badges as well as a quick overview of these steps.
When you tap “Scan QR Code”, the app will ask for permission to use your device’s camera. This is required in order to scan the QR and make the link. It is also a required permission to use the In Field Key Identification feature.
The app will also ask for Notifications permissions during this process to allow your device to receive alerts. If permission is not granted, you will not received automated alerts about key activity and you must manually check your key list.
These two permissions are required for normal app operation. No other special permissions are required.
- Scan the QR code that is displayed in the employee badge profile.
2. Once the QR code is recognized, the app will then ask you to enter your badge PIN. This is used for verification of the badge link. When confirmed, you will be presented with your Dashboard, which will give you quick access to each badge feature.
Employee Badge Notification Types
Overdue Keys
Employees will receive an alert when they have a key checked out for too long.
This kind of alert helps employees remain accountable and on task, while also helping to prevent key misplacement or other job delays.
Keys Out Summary
Every day at the selected time, an employee will be notified of how many keys they have checked out.
This is a great reminder that helps employees ensure their keys are returned daily and keeps keys on site and out of pockets.
Personal Keys Out List
When an Employee Badge is linked with the HandyTrac App, an employee can easily view the list of all keys they have checked out at any time. They are not required to have notification permissions enabled on their device to view this list, however, they will require the “Employee Key Out” badge permission.
Using Both Account Notifications and Badge Notifications
Users with a website sign-in are also able to link a badge to the app for notifications, but we do not recommend enabling the Badge Notifications alongside the Account Notifications. Users will receive duplicate alerts by doing so.
Managers and site users with appropriate permissions can already view key statuses and alerts with their website account, so they should prioritize managing the system overall instead of personal employee level alerts.
Removing a Badge Link
A badge can be unlinked directly in the app by selecting the “Unlink Badge” option in the App Settings. A badge can be relinked at a later time.
Alternatively, a badge link is removed when the badge is unlinked on the website, or when an employee badge is deactivated. Removing permissions will not remove the link, but no data will be sent to the app.
New Benefits of the HandyTrac App
The new Employee Badge Linking feature puts everyday key accountability directly in employees’ hands. With access to their own checked-out keys and targeted reminders, on-site staff can stay informed while administrators retain control of permissions and alert settings. To get started, download the HandyTrac App available on the Apple App Store and Google Play and ask your system administrator to link your badge—a simple way to get more from your existing HandyTrac key control system at no additional cost.
