Check in or out property keys

Summary

Learn how to master the process of checking in and out single or bulk property keys.

This article covers:


Advanced key system

To effectively manage the check-in and check-out of keys for property managers and contractors, it's essential to configure the advanced key system to optimize key management within the Palace. You will need the correct user authorities configured before continuing with the steps below.

Check out a key

Keys are checked out from within a property profile.

  • Go to Property > Current properties
  • Search for your property
  • Click the property's name to open its profile
  • Look for the Key number heading at the bottom right-hand side of the screen
    Property-key_number.png
  • Once selected, click Check out
  • The advanced key management - checkout pop-up will appear
  • Enter the details of who is checking out the key
    • Primary agent - property manager of the property
    • Secondary agent - not the allocated agent for the property
    • Supplier - supplier or contractor
    • Other - Not listed in Palace, i.e., sales agent

Note: One required field is for the person checking out the key, along with their mobile number.

  • Check the SMS message
  • Check the initial reminder days
  • Check the repeat reminder days
  • Click Confirm check out
  • The key number and category will appear at the bottom of the screen
  • The screen will refresh with the checked out key number, category and person’s name appearing under the Key number section

Check in a key

Keys are checked in from within a property profile.

  • Go to Property > Current properties
  • Search for your property
  • Click the property's name to open its profile
  • Look for the Key number heading at the bottom right-hand side of the screen
    Property-key_number.png
  • Click Check in

  • The screen will refresh, and the key will be checked in

Bulk keys check out

Check out property keys in bulk.

  • Go to System > System Keys (User)
  • Click on the Keys Currently Checked in tab
  • You can filter your key search by:
    • Date from
    • Date to
    • Agent and
    • Search

System_keys_user.png

  • Tick all the keys you want to check out
  • Once selected, click Check out
  • The advanced key management - checkout pop-up will appear
  • Enter the details of who is checking out the key
    • Primary agent - property manager of the property
    • Secondary agent - not the allocated agent for the property
    • Supplier - supplier or contractor
    • Other - Not listed in Palace, i.e., sales agent

Note: One required field is for the person checking out the key, along with their mobile number.

  • Check the SMS message
  • Check the initial reminder days
  • Check the repeat reminder days
  • Click Confirm check out
  • A Download Report button will appear at the bottom of the screen, click to view the report

Note: The report shows you which keys are checked out for the properties you've selected, including their corresponding key numbers.

Bulk keys check in

Check in property keys in bulk.

  • Go to System > System Keys (User)
  • In the Keys Currently Checked Out tab, you'll see a list of all the keys that are currently checked out, along with the name of the agent who has them
    System_keys_user_2.png
  • Tick all the keys you want to check in
  • Once selected, click Check in
  • The screen will refresh, and the keys will be checked in
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