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Customer Tip: Tackle These System Tasks in Slow Seasons

For many of us, downtime on the job is a rare commodity. But there are times — maybe the winter holidays or the summer months — when the pace slows down and you find yourself with extra time on your hands. 

These less busy seasons are a perfect time to catch up on important key control system tasks. Here are a few ideas to start with:

Add or Remove Users

Review all the user accounts in your system. Are there any former employees who still have active KeyTrak logins? If so, deactivate or delete those accounts.

Next, check to see if there are any recently hired employees or current employees with a new need for key access. Now is the time to add them as users.

Tip: If you have temporary employees with a known end date, set up a deactivation date so you don’t have to remember to remove their user accounts after they leave.

Check Access Permissions

As you evaluate your system’s user accounts, make sure each person has the appropriate access levels. They should have the minimum level of access required for their jobs. 

To make it easy to set up new users in similar roles in the future, take the time to set up a user profile with your desired settings. For each job profile, choose the appropriate settings for system access, key tag and asset access, power access, checkout reasons, and login options. You can then apply that profile to new users so you don’t have to manually select the appropriate settings every time. 

Clean Your Equipment

Hopefully you have a regular routine for cleaning your equipment, but a sluggish period is the perfect time to squeeze in a deep clean. Focus on high-touch areas, such as the following:

  • Key tags
  • Biometric fingerprint readers
  • Touchscreens
  • Cabinet and drawer handles
  • Mice and keyboards

Download our instruction sheets for cleaning your KeyTrak or Guardian system. To disinfect your mouse and keyboard, follow this five-minute cleaning routine.

Tip: Hang the KeyTrak cleaning instructions flyer near your system for quick reference.

Test Your Disaster Recovery Procedures 

Testing your disaster recovery procedures helps ensure you’ll still have access to your keys and key control records during a power outage or other disaster. Even if you don’t run through an entire practice drill, a slow season is an ideal times to:


  • Testing your uninterruptible power supply to ensure your system can stay on during a power outage.
  • Making sure your backups are running properly.
  • Double checking your written disaster recovery plan to make sure your key control procedures are up to date.

Taking the time to make sure your system is prepared for a disaster can save you potential headaches down the road.

Set up a Training Session

Do you have questions about your KeyTrak system that you haven’t had a chance to look into? Maybe you need help managing users or aren’t sure how to set up a custom report. Or maybe you’d just like to learn more about the system’s features.

 If you’re on an active maintenance agreement, set up a free KeyTrak Live videoconference training session. The sessions are customized to you and will help you get the most out of your system. Take the time now to optimize your system settings, and you’ll save yourself time when your schedule picks up again.Bella Group testimonial graphic
You might not have a break in your workload often, but when you do, give a few of these tips a try. You’ll be glad you did.

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