How to return keys

Dashboard – Management

1) Core concepts

• Key Set: a labelled bundle (e.g., “Flat 12, Front & Mailbox”). May include duplicates (“Set A”, “Set B”).
• Custodian: who currently holds the keys (branch, staff member, contractor, landlord, tenant).
• Status: In Branch · Checked Out · Overdue · Lost · Archived.
• Chain of custody: an immutable timeline of every handover with signatures, dates, and reasons.
• Access purpose: why keys left the office (viewing, inspection, maintenance, valuation, landlord pickup, etc.).

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2) One-time setup

A. Enable the module & permissions

1. Settings → Modules → Key Management → enable.
2. Roles & Permissions
   • Negotiator/Property Manager: create key sets, check in/out.
   • Contractor: view assigned key tokens & return-only.
   • Auditor/Admin: export logs, run audits, mark lost, archive.

B. Branch defaults

• Branch prefix (e.g., STRAT- for Stratton office).
• Key label format: {BRANCH}-{PROPERTY_CODE}-{SET_LETTER} → e.g., STRAT-SW11-12A.
• Overdue rules: default lending window (e.g., 4 hours weekdays, 24 hours OOH).
• Notifications: Slack/Email/SMS for overdue & unreturned keys.
• QR/Barcode: toggle on to print scannable labels.

C. Stationery & labels

• Stock tamper-evident key bags and QR labels.
• Optional: a cheap label printer + key cabinets with numbered hooks.

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3) Add your first key set

1. Go to: Property → Keys tab → Add Key Set.
2. Fill in:
   • Key Set Name: “Set A (Full Access)”
   • Includes: Front, Balcony, Mailbox, Fob
   • Cut Count (optional): 1 full set + 1 spare
   • Notes: “Fob works car park level -2”
3. Generate Code: The Wyze assigns STRAT-SW11-12A.
4. Print Label → affix to key ring and to the tamper bag.
5. Initial custody: set to Branch and pick a cabinet hook (e.g., Hook 27).

Tip: if a property has multiple entrances/locks, create separate sets (e.g., Set B – Mailbox & Meter Room Only).

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4) Daily operations

A. Check-out (to staff/contractor/landlord)

1. Keys → Find the set (scan QR or search code).
2. Check Out → choose Custodian (person or company).
3. Select Purpose (Viewing/Inspection/Maintenance/Valuation/Other).
4. Due Back: auto-fills from branch rules; adjust if needed.
5. Signature: capture on screen, or attach a photo of signed slip.
6. Handover Token: system generates a PIN/QR for proof at return.
7. Keys move to Status: Checked Out.

Pro move: attach the related job (inspection/maintenance ticket) so the keys return when the job is closed.

B. Check-in (return to branch)

1. Scan the QR on the key tag (or search code).
2. Confirm Condition (ok/damaged/missing fob).
3. System logs return time, staff member, and hook location.
4. Status becomes In Branch; overdue flags clear.

C. Overdue follow-up

• At due time + grace period, The Wyze sends auto reminders to the custodian.
• If still out after X hours, escalates to Property Manager and Branch Lead.
• One-click Call/Text buttons sit on the key record timeline.

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5) Linking keys to your wider workflows

• Viewings: when you schedule a viewing, Wyze suggests the correct key set. On “Start Viewing” the system prompts check-out if still in branch.
• Inspections: booking creates a key reservation window; returns auto-prompt on inspection completion.
• Maintenance Jobs: when you assign a contractor, choose “Key access required”. Wyze:
  • Logs keys out to the contractor.
  • Issues a temporary PIN/QR.
  • Auto-reminds them to return on job complete.
• Valuations: short timed check-outs; tight overdue rules.

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6) Audits & compliance

A. Weekly/monthly cabinet audit

1. Keys → Audit → choose Cabinet and Date.
2. The Wyze prints a checklist (hook numbers + expected key codes).
3. Scan each set’s QR; discrepancies flag instantly.
4. Audit Report → PDF with: missing sets, overdue sets, last custodian, comments.

B. Chain-of-custody export

• Keys → Exports → Chain of Custody (property/date range).
• Includes timestamps, purpose, signatures, and notes.
• Useful for insurance, ombudsman, or landlord disputes.

C. Lost key protocol

1. Mark Status: Lost; capture Incident Note (where/when/who).
2. Auto-notify Landlord; optionally Tenant if risk of access.
3. Create a Maintenance job: “Rekey & replace fobs”.
4. When new cuts arrive, Create Replacement Set (new code) → Archive the old set.

Data protection: never store full addresses on tags. Use coded labels only; full address lives in Wyze.

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7) Smart automations (recommended)

• Smart Holds: viewing slots “reserve” the key set 30 mins before start.
• After-hours box: log an Out-of-Hours Pickup workflow with unique PIN; cabinet remains locked.
• Contractor return nudge: 2 hours after job completion, auto-ping if keys not scanned back in.
• Branch wallboard: TV view showing Keys Out Now, Due Back Today, Overdue.

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8) Handling special cases

• Multiple branches: enable Inter-branch Transfer. Wyze logs courier/staff handovers as custody hops.
• Master keys: tag as Master; extra approval required to check out; separate audit cadence.
• Split sets: convert a large set into Set A (front+fob) and Set C (garage only). The chain-of-custody stays intact.
• Tenant self-access: avoid where possible; if required, use lock-box with time-bound code and log as Digital Access (no physical key leaves branch).

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9) Reporting you’ll actually use

• Keys Out by Staff Member (helps coach habits).
• Top Overdue Contractors (service-level leverage).
• Average Time Out per Purpose (tighten your rules).
• Lost/Damaged Incidents by property/branch (risk & cost).

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10) Security & best practice checklist

• Coded labels only (no addresses on tags).
• Tamper bags for any set leaving with third parties.
• Enforce signatures (screen or photo).
• Clear, short overdue windows on weekdays; stricter on Fridays.
• Monthly audit, quarterly surprise spot-checks.
• Keep a master keys register with two-person approval for release.
• Don’t email key codes; use Wyze’s PIN/QR handover tokens.

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11) Troubleshooting

• QR won’t scan → search by code text or property; reprint label.
• Duplicate codes → merge sets; Wyze preserves both histories.
• Can’t check out → reservation conflict or permission level; view conflict panel to override with note.
• Overdue but returned → someone forgot to scan in; perform backdated check-in with note and (if possible) a photo.

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12) Quick-start SOP (paste this for your team)

1. Always search or scan before touching the cabinet.
2. Check Out with custodian + purpose + due time + signature.
3. On return, scan in and hang on the recorded hook.
4. If you can’t return on time, call the branch and extend in the system.