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.