Many KeyTrak reports focus on completed transactions, such as who checked out a key and when it was returned. The Idle Activity report is different. It records situations where a transaction didn’t occur. By reviewing this report periodically, you can identify training opportunities, process inefficiencies, and unusual activity.
The Idle Activity report lists situations when someone removed a key tag from a drawer and then reinserted it before closing the drawer. The report also documents when a user opens a drawer without returning or removing a key tag.
Reviewing this report can help you identify patterns that might require corrective action.
When you notice multiple users repeatedly showing up on the Idle Activity report, that could indicate potential training gaps. For example, users might be:
Still learning how to use the system
Opening the wrong drawer instead of using the on-screen map to locate the requested key
Accessing the system before they’re ready to remove or return a key
Speak with users to understand what’s going on, and provide refresher training if necessary.
One isolated event usually isn’t concerning, but look out for patterns that seem unusual, such as:
A specific user repeatedly appearing on the report
Activity concentrated around certain drawers or high-value keys
After-hours activity
The report can provide additional context when reviewing potential security concerns.
Periodically review the Idle Activity report alongside other key activity reports for context around system use. Some potential triggers for these reviews could include:
Monthly administrator reviews
Onboarding new employees
Process changes
Recurring accountability issues
You don’t need to review the report every day for it to be useful. Making it part of your regular reporting routine can help you spot user habits, reinforce expectations, and follow up on activity that needs more attention.