Keys and devices

Keys & devices is your register of who holds which key, card or device, and when it's due back. In some menus it's called Keys & equipment. Association admins and association team members use it (not someone who sees only their own sites, and not read-only roles).

Add items to the register

1. 1Step 1: Open Keys & devices.
2. 2Step 2: Under Add an item, enter an ID or label (for example K-12), the Type, and optionally a Description, the Areas and doors it opens and Notes.
3. 3Step 3: Select Add to register.

Issue an item

1. 1Step 1: Select Issue an item (or Issue on the item's row).
2. 2Step 2: Choose the Item and Who's taking it: a association team member, or anyone on your register who has accepted (providers, hirers, volunteers).
3. 3Step 3: Optionally set Due back, then select Issue.

Returns and losses

• Returned: select Return or lost, choose Returned, add the Condition if you like, and select Record return.
• Lost: choose Lost, say What has been done about it? (lock rekeyed, card or fob deactivated, device locked or wiped, arranged but not done yet, or nothing needed) and select Mark lost. A lost item can't be issued again. Under Lost items, update what was done once it's finished.

What happens next

• An overdue item shows under Overdue · reminders go to the holder and admins, and the menu shows how many are overdue.
• The holder and your association admins get an email on the first day it's overdue, then once a week while it's still out.
• The front desk shows what someone holds when they sign in (highlighted when overdue).
• Facility hire bookings can have keys issued against them.
• A association team member who's leaving can't be ticked off “return keys and devices” while they still hold any.