This is a weekly task to ensure we still have all keys for all properties, and any missing keys can be followed up immediately.
Open Log It Out
On the left hand side, click Reports
Then select Key Book Report, and Property
On the top right, export ‘All data’ as CSV, this will add to your downloads.
Open that download in your preferred program e.g. Excel or Google Sheets
The top row will have titles, so make sure to delete or fix this row in place. Then sort the spreadsheet by smallest to largest key number, it will look like this:
You can delete useless columns like hook number, managers, property notes, key type before printing to make it easier to read. We just need the key number, and the comments.
You might also need to extend the columns so that you can read the whole comment. It should now look like this and you can print it:
Now that you have a printed copy, cross check that all of the notes match the keys that we actually have.
Make sure to also check the empty slots e.g. 09 is not on the list above, so check that this slot does not have any keys in it.
If the keys do still match the notes, update the initial and date to show that you have checked it. You can do this as you go, or all at once at the end if you prefer.
If the keys do not match the notes, please find out why and resolve it.
Most often, they will already be logged out to someone. It’s fine to skip these for a week and we will check again next week. If they weren’t here last week either, you will need to follow up and make sure they are returned and checked today.
If they are not logged out, and they’re not in the drawer, please ask around the staff if anyone knows where they are. If no-one knows, you may need to check the transaction history to figure out where they went.
If they can’t be found, you will need to replace the keys.
If the keys are here but the notes don’t quite match e.g. you’re missing a fob or have an extra key, please ask around the staff if anyone knows why.
As long as there is an explanation, and it is not going to cause any issues e.g. there is no fob, you can simply update the notes.