Customer Tip: 3 Ways to Unlock More From Your KeyTrak Reports

When you look at your KeyTrak reports, you probably focus on the basics, such as: 

• Who checked out a key?
• When did they access it?
• How did they use it?  

But these questions only scratch the surface. When you use that data strategically, it delivers actionable insights that go beyond simple key tracking. Here are three ways to uncover those insights to improve visibility and make smarter business decisions.

1.  Compare Different Types of Reports

Most users run reports in silos. But the real value appears when you cross-reference multiple reports to answer bigger questions. For example, if you’re a car dealer, you might separately review the:

• Key History report to monitor demo activity or test drives 

• Vehicles Sold report to measure sales performance 

But what happens when you combine the two? You can compare the number of  demos to sold vehicles.

If demo activity is high but sales are low, that may signal:

• Pricing misalignment

• Sales process inefficiencies

• Inventory positioning issues

• A need for additional product training

On the other hand, if certain models have strong closing rates, your team can replicate what’s working. Using different data together allows your key system to level up from a tracking tool to a sales strategy resource.

2. Look for Patterns, Not Just Incidents

If there’s a problem, such as a missing key, reports help you get to the bottom of the incident. But some of the most valuable insights come from observing trends. Reviewing patterns can help you spot unusual key activity and even operational issues. 

For instance, say a property manager checks the Tag Activity report and notices maintenance staff repeatedly accessing neighboring units over a short period for cooling-related work orders. At first, the requests seem unrelated, but the pattern suggests a potential HVAC problem. 

The manager calls in an HVAC professional, who identifies a centralized system issue. Without recognizing that pattern in the reports, the root cause may have gone unnoticed until a full system failure, leading to more:

• Resident complaints

• Increased liability exposure

• Higher repair costs

• Slower resolution times

Strategic reporting helps shift your approach from reactive problem solving to proactive management. 

3. Use One Report to Inform Decisions Across Roles

Another often overlooked opportunity is using the same report to make more informed decisions across different departments. 

For example, you might use the Items/Tags Out by User report to answer one simple question: Who currently has a key? 

But the same report can help:

• Service managers identify workflow bottlenecks

• Sales managers monitor demo distribution across reps

• General managers evaluate accountability and staffing efficiency

• Property managers ensure maintenance workload balance

If one employee consistently has more keys checked out than others, that may indicate:

• A top performer handling higher volume

• Uneven task distribution

• Process inefficiencies

• Training gaps

• A security issue

Instead of viewing each report as simple documentation, view them as informative tools. Together, they give you a better idea of what’s going on in your business while providing ideas for improvements.