Key management might not always make the top of a property manager’s to-do list—but overlooking it can have serious consequences. Without a reliable key control system in place, multifamily communities expose themselves to unnecessary risks, financial losses, and damaged reputations. To put it into perspective, here are some real-world scenarios of what can happen when properties don’t prioritize key control.
Scenario 1: The “Missing Master Key”
A master key goes missing, and no one knows who had it last. With no digital trail to follow, management has little choice but to rekey every affected unit to ensure resident safety. The result? Thousands of dollars in rekeying costs, not to mention the time and disruption caused for staff and residents alike.
Scenario 2: Maintenance Delays and Resident Frustration
A resident submits an urgent maintenance request, but the necessary key can’t be found. Staff spend valuable time searching, delaying the repair and leaving the resident frustrated. If these delays become a pattern, negative reviews and increased turnover are likely outcomes.
Scenario 3: Unauthorized Access
Without a reliable key control system, paper logs or unlocked storage rooms make it easy for unauthorized individuals to gain access. If a theft or break-in occurs, management has no way of proving who took the key—or when. This not only increases liability but also erodes resident trust in the property’s ability to keep them safe.
Scenario 4: Staff Accountability Issues
In a high-turnover industry like multifamily, new staff come and go frequently. Without a structured system, it’s nearly impossible to hold employees accountable for how and when they use keys. This lack of oversight can lead to shortcuts, negligence, or even misconduct.
The Value of a Reliable Key Control System
These scenarios are avoidable with the right system in place. A digital key control solution like HandyTrac provides:
- Audit trails that record every transaction in real time.
- Automated security features that prevent unauthorized access.
- Accountability tools that help property managers identify issues before they become crises.
- Efficiency gains that save time and money while improving resident satisfaction.
Don’t Leave It to Chance
Without a reliable key control system, properties risk far more than just a few lost minutes—they risk money, security, and trust. By implementing a digital system, property managers can ensure every key is accounted for, every time.
With HandyTrac, protecting your community is simple, secure, and stress-free. Contact us today to get started.
