Key Management
Overview
PaTMa allows you to record keys per property, including the current holder or assignee. For properties accessed by keypad, you can log the entry code.
You'll need a property before you can add or store keys, but you don't need an active tenancy.
Create a Key
Open the Keys Overview from the lefthand menum, and click Add key in the top right.
Choose the relevant property, then fill out the form:
- Type - physical key or code
- Key number - a label or ID for the key. For physical keys this is usually a number (eg the landlord may hold key 1, the tenant holds keys 2 and 3). For entry codes this should simply be the code.
- Description - what the key opens, and anything specific to that key that might be useful to know.
- Notes - other notes that you might want to make.
Click Save to create the key. You can then assign it, outlined next.
Assign a Key
Your Keys Overview initially only shows filter options rather than listing every key you have. Either adjust the filters to find the relevant key, or click Search with blank filters to see a list of all keys in your portfolio
When you have found the key that needs assigning (or reassigning) click New location and add some additional information:
- Hand over date - the day that the key was assigned to a new holder.
- With tenants for tenancy - if the key was assigned to a named tenant, select them from the menu
- With supplier - if the key was assigned to a supplier, select them from the menu.
- Other location - if the key was assigned to anyone else, put in storage, or is in some other unspecified assignment, type it here.
- Notes - add any other important information about the key assignment.
⚠️ You should only fill out one option from the tenant / supplier / other location options.
Click Save to store the assignment.
If the key is returned and reassigned, you can update the location in the same way and PaTMa will update your records to show the old assignee no longer has that key.
View Past Key Assignment
PaTMa keeps track of historical key assignments even after a key has been reassigned. You can view the log at any time.
Click the Rewind icon to view all recorded assignees for any given key.
Retire a Key
If a key has been lost or is no longer in use for some reason, it can be retired and archived. PaTMa will retain the earlier assignement records of the key after retiring it.
From the Keys Overview, click the Edit button on the relevant key. The same form opens as the one to add a key, but with two new options:
- Date lost - fill this in if the key was lost.
- Date retired - fill this in if the key was taken out of service but was not lost.
Click Save after filling in either field and the key will be archived.