How to manage tenant keys including signing out keys on long term issue

Managing Tenant Keys & Long-Term Issue

Different Keyzapp users adopt different approaches to managing tenant keys - most have all keyrings marked as tenant keys as the default, while others only mark specific sets. 

Long-term issue will not show as an option if you have decided not to have this as the default configuration.  Please get in touch with us if you wish to discuss changing the configuration of your system.

There are two benefits to using long-term tenant key issue:

  • Keys on long-term issue are not shown as overdue in the usual signed-out keys report
  • Keyzapp can be set to unassign the fob and associated keyhook, allowing them to be re-used*
*As our customers all operate different approaches to allocating tenant keys to keyhooks, your Keyzapp account is set to unassign keyfobs and/or keyhooks during long-term issue based on your approach.  Please contact the Keyzapp support team if you would like to discuss this in detail.

Signing out tenant keys

  1. Start a sign out of the selected keyring
  2. Add the tenant as a new person if required
  3. Before confirming the sign out, select Long-term issue in the Confirm box instead of the default Short-term issue
  4. You will be prompted if you need to remove a fob
  5. Click Continue once you have followed the prompt

Please note that you cannot sign out multiple keys on long term issue at the same time. If you are currently signing out multiple keys, click "Cancel" and sign out the keys individually.


Signing in keys from a long-term issue (return tenant keys to the office)

As tenant keys are unlikely to have a fob attached to them, you will need to search for them manually by the property address or tenant’s name. Once you have found and selected the appropriate tenant keys in Keyzapp, click Sign-in . You will be prompted to assign a fob and keyhook to the returned keys, to ensure that their location can be tracked in Keyzapp.  Instructions for this can be found here. 



    • Related Articles

    • Unassigning / Removing Fobs from Keyrings

      There are three main scenarios when you would wish to unassign fobs from Keyrings in Keyzapp Lost or broken fobs If keytags become too worn to use, or lost, they can be unassigned manually Don't forget to remove the damaged or worn fob, and to attach ...

    • Signing Out Keys

      Signing out keys is a quick, guided process which requires you to enter just 3 pieces of information. You can complete the boxes in any order – see Quick Tips for the fastest sign out method. ​ Quick Tip Tap/scan the key fob to sign-out Tap/scan the ...

    • Signing In Keys

      Scanning keys in ​ Tap/scan the fob attached to the keyring you are signing in Note which keyhook to return the keyring to, and click Sign-in (or press 'Enter') Return the keyring to its allocated keyhook Manually signing in keys (without a smart fob ...

    • Administrator 'How Tos' - Fobs

      How do I order more fobs? If you need more fobs, please contact Keyzapp support via email (support@keyzapp.com) to discuss your requirements with one of our team/place an order. How do I manage lost keys? Anybody who finds a keyring with a Keyzapp ...

    • Reassigning Fobs (moving fobs between keyrings)

      Because Keyzapp fobs are electronic, you can unassign them from one keyring and assign them to another at any time via Keyzapp. To do so, simply complete the steps to unassign a fob from its current keyring, followed by the steps to assign the fob to ...

    • Recent Articles

    • Ordering new equipment

      If you require more fobs and/or readers, all you need to do is drop us an email at orders@keyzapp.com. Tell us how many you would like and any numbering and branding requirements.  We'll come back to you with a quote including tax and shipping for ...

    • Archiving Properties

      If you want to remove a property from Keyzapp, you can archive it.  This will remove it from the search and reports. Warning: Once you have archived a property, you will not be able to find it again without contacting support, as it will be removed ...

    • SMS Text Messaging Billing and Allowances

      Monthly Allowances Some of our subscriptions provide a monthly allowance of SMS messages that resets every month. Professional Subscription: 100 SMS messages are included for free every month. Legacy Standard Subscription: 50 SMS are included for ...

    • How to Review All Email /Text Messages (even if failed)

      Keyzapp keeps a history of every message it sends out on the Messaging Page. If you suspect that some messages are not being sent correctly, or just want a technical view of what is going on, the Messaging page is the place to go. Understanding How ...

    • How To Setup Manually Triggered Key Reminders

      This article is for Office Administrators.  If you want to see how to send a manual reminder, click here. Automatic key reminders are the recommended way chase your keys back in most cases. It’s often useful to be able to manually trigger additional ...