The Keys tab
Open a property record and select the Keys tab to see every key set your office holds for that property.
If no keys have been logged yet, the tab shows No keys logged. Otherwise it shows a list of key sets on the left and, for whichever set you select, a detail card on the right with that key's history and notes.
Logging a key
Select Add key to record a new set. You'll need:
Key number - must be unique within the office; a number already assigned to another property is rejected.
Key type - chosen from your organisation's configured key types.
Office - which office holds the set.
Keys in set - the individual keys it contains, added one at a time by typing a name and pressing Enter or selecting Add (for example Front door key, Garage key).
Notes - optional free text for access instructions, a key safe code, or quirks of the lock.
Select Log key to save it. The set then appears in the list, showing its number, type, when it was last modified, and its current status.
Key status
Each key set is always in one of three states, shown as a coloured status badge:
In office - held by your office.
Checked out - handed over to someone and not yet back.
No longer held - the set has left your keeping for good (for example, handed to the landlord) and isn't expected to return.
Handing a key over
Select Hand over on a key that's in the office. Choose whether it's going to a Negotiator (pick from your negotiator list) or a Contact (search and select), then confirm.
If the key won't be coming back - for example it's being given to the landlord - tick This key will not be returned first. That records the movement as final rather than something you'll need to check back in, and the key's status becomes No longer held.
When a sale completes, you can release all of its keys at once from the Keys card on the Progression tab. See "How do I track a sale's exchange and completion?".
Recording a return
Once a key is checked out, its action button changes to Return key. Select it to confirm who is recorded as having returned it - you're selected by default, but you can choose a different negotiator - then confirm to check the key back in.
History and notes
The detail card for a selected key has two tabs:
History - every hand-over and return recorded for that key, newest first, showing who it went to and who it came back from, with the date and time of each.
Notes - free-text notes logged against the key, each showing who added it and when. Select Add note to log a new one.
Key sets, their history, and their notes all belong to the property, not to any one tenancy - a tenancy's own Keys panel reads the same sets. See What is tenancy progression? for how a tenancy hands a set over to a tenant at move-in.
If History or Notes can't load
If a key's history or notes fail to load altogether, that tab shows Couldn't load this key's history (or notes) with a Try again button to retry the fetch.
If the tab loads but the negotiator or contact names behind it don't, you'll see a note that some names couldn't be loaded instead - the dates, actions and note text shown are still accurate, only who's named against them is temporarily missing until that retries on its own.