Customer Tip: Customize Your Key Control System to Fit Your Needs

Customizing your key control system can enhance both individual workflows and system-wide operations. From setting up custom reports to configuring checkout reasons, here are a few ways to tailor your system to fit your organization’s unique needs:

User Level

User-level customizations allow each employee to navigate the system with ease and review the key usage data that’s important to their specific roles.

Favorites

The Favorites section on every screen allows you to customize which areas of the software you access most frequently. By being able to quickly navigate to the tools and data you rely on, you’ll work more efficiently.

Where to Go: Favorites

Custom Reports

The custom reporting capabilities allow you to mix and match data from standard reporting categories. Creating targeted reports provides the exact key usage insights you need without the clutter of unnecessary information. You can keep your reports as high-level or as granular as your organization requires.

Where to Go: Reports > Add Custom Report

Admin Level

Admin-level customizations give you control over system-wide settings, ensuring the system aligns with your organization’s policies and operational goals.

Welcome Display

When you log in, you're greeted by a welcome screen featuring four donut charts that summarize recent key activity and system usage. System administrators can determine the metrics displayed on this dashboard. Industry-specific versions of the KeyTrak Edge software include different options, but examples include:

• Key summary
• Keys added
• Activity
• Delivered
• Apartments
• Work orders
• Visitors
• Prospects added
• Vehicles sold
• Demos

Where to Go: Administration > System Configuration > Welcome Display

Checkout Reasons

You can set up checkout reasons specific to your organization's workflows. For added control, you can configure reasons to be role-specific, so each employee only sees options relevant to their duties. Here’s a quick overview of how different roles might use checkout reasons.

Where to Go: Administration > Choice List Setup > Checkout Reasons

Access Levels

Establishing distinct permission levels for different users is crucial for maintaining control over your key management system. The most effective approach is to set up user roles defining each person's system access, checkout reasons, login options, and more. This ensures, for example, that only management can power off the KeyTrak system or access drawers containing spare keys.

Where to Go: Administration > User Roles

Email Alerts

The KeyTrak Edge software includes extensive email alert options, including the ability to:

• Filter alerts by user or user role
• Send alerts only if an issue persists after a set amount of time
• Customize filters and time frames 

Where to Go: User Role > Email Alerts

With these customization options, you can improve both individual workflows and overall system management. You’ll enhance efficiency, gain deeper insights, and ensure your key control system supports your organization’s needs.