When it comes to managing multifamily properties, few things are as critical—or as overlooked—as key control. Whether you’re overseeing a high-rise apartment complex or a garden-style community, the way you manage physical keys directly impacts your liability, operational efficiency, and resident safety.
Unfortunately, many properties fall into the same key control traps—often without realizing the risks involved. Here are five of the most common mistakes property managers make and how HandyTrac can help you avoid them:
1. Relying on Paper Logs or Spreadsheets
Manual tracking methods may seem simple, but they’re unreliable and prone to human error. Paper logs can be lost, altered, or falsified, and spreadsheets don’t provide a true audit trail. Without a secure digital system, there’s no verifiable way to know who pulled which key—and when.
The Fix: HandyTrac systems automatically log every key transaction, giving you a time-stamped digital record that can’t be tampered with. That’s peace of mind—and proof of accountability—at your fingertips.
2. Leaving Keys Unsecured or Accessible
Storing keys in unlocked drawers, open hooks, or breakroom cabinets might be convenient—but it’s also a huge liability. One lost or misused key can lead to theft, unauthorized access, or worse.
The Fix: HandyTrac’s secure key cabinets require user authentication and are designed to restrict access to only authorized personnel. To enhance security, HandyTrac uses a process called “random rotation” to eliminate predictable key storage patterns. You control who gets access and when.
3. Failing to Revoke Access Promptly
When an employee leaves or a contractor’s job ends, it’s essential to revoke their key access immediately. Delayed action increases the risk of misuse—and can put your residents and reputation at risk.
The Fix: With HandyTrac, administrators can quickly and easily update user permissions. Whether it’s removing access or modifying roles, you stay in control in real time.
4. Overlooking Compliance Requirements
Laws like Miya’s Law and similar regulations across the U.S. are cracking down on improper key control practices. Many properties don’t realize they’re out of compliance until it’s too late—and by then, fines or lawsuits may follow.
The Fix: HandyTrac systems are built with compliance in mind, helping you meet state and local regulations with secure audit trails, restricted access, and automated reporting features.
5. Not Training Staff on Key Control Protocols
Even the best system is only as effective as the people using it. When staff aren’t properly trained, it’s easy for procedures to break down and mistakes to happen.
The Fix: HandyTrac offers user-friendly interfaces and training support to ensure your team understands the importance of key control—and how to use the system properly from day one.
Protect Your Property the Smart Way
By avoiding these common key control mistakes and implementing a secure, automated key control solution, you’re not just improving operations—you’re protecting your property, your residents, and your peace of mind.
Ready to upgrade your key control system? Contact HandyTrac today to schedule a demo or learn more.
