Create a key cabinet

The first thing you need to do is create a key cabinet. This is done as follows:

1. Click into the Rental Module
2. Click Keys in the side menu on the left, then click Key Vault, and finally New Key Vault.
3. Give the key cabinet a name and enter numbers for the first position and last position (the numbers in between will be entered automatically). Click Create key cabinet.

Once you have created a key cabinet, you can start adding keys.

1. Click on Keys, then on Overview. You can choose in the tabs whether you want to see an overview of all keys, create new ones, see loaned keys that have expired, or loaned keys for terminated tenancies.
2. Press Create keys. Select which rental property the key belongs to, the ID of the key, what key type it is and what position it has in the key cabinet. You can also add any other notes.
    

Lending of keys

There are three different ways to lend keys, and no matter which solution you choose, the key management page will update correctly, as long as you follow the correct procedure as described below.

1. Register a loan to a tenant via the Keys page in the menu
   Go to the key overview page and click on the rental property. Go to the Active tenancies tab and click on the gear. Select Key management. Under the New loan tab , select the key to be loaned out and the tenant. You can also set a return deadline. Finally, click Register .
   NOTE! If you check “Register automatically”, the key’s status in the key cabinet will be updated to “loaned”, and show the tenant’s name as the key holder. If you do not check this, the key will not actually be registered with the tenant yet. Then you must do the following to update the key’s status to loaned: Go back to the overview page for Keys. As you can see, the status will still be “Not loaned”. Click on the three lines to the right of the line for the rental object, and “Register”. The status will then change to show the tenant’s name, indicating that they are the key holder.
2. Register a loan to a tenant via the tenancy agreement
   Find the tenancy you want to lend a key to. Click the gear, and Key management. Under the New loan tab , select the key to lend and the tenant. You can also set a return deadline. Finally, click Register .
   NOTE! If you check “Register automatically”, the key’s status in the key cabinet will be updated to “loaned”, and show the tenant’s name as the owner of the key automatically. If you do not check this, the key will not actually be registered with the tenant yet. Then you must do the following to update the key’s status to loaned: Go back to the overview page for Keys. As you can see, the status will still be “Not loaned”. Click on the three lines to the right of the line for the rental object, and “Register”. The status will then change to show the tenant’s name, indicating that they are the owner of the key now. This function is useful to use if a key is to be loaned to an internal user (e.g. a contractor who will do maintenance on the rental object).
3. Register a loan on a rental property.
   Go to the rental property you are lending a key to. There does not need to be an active tenancy on the rental property. Click on the menu on the right and click Key management .
   Follow the same procedure as when lending a key to a rental property. The difference is that for a rental property you can choose from all users in the system as the borrower.
    

Register a key into the key cabinet after loaning it out

When the tenant moves out, or for other reasons returns the key, you can register it in 2 different ways:

• Via the key management page

Click on the three lines on the line for the rental property. Select “Register” to register the key back into the key cabinet. Remember to download the receipt form if necessary.

• Via the rental conditions page

Navigate to the tenancy and click on the Cogwheel. Select key management, and make sure to switch to the “Loaned keys” tab. Then click on the green “Register” button. If you want to download the receipt form, check the box on the right, and then click on the “Receipt form” button at the bottom of the page.
If you follow these steps, the key will have the correct status, "Not loaned", in the key overview.

Options in the overview of loaned/free keys

Under Keys > Overview you have an overview of all keys that have been loaned/returned. By clicking on the hamburger menu to the right of a key in the overview, you get more options for key management:

• Register out (if the key has not been loaned out yet): by clicking here, the key will get the status Loaned out.
• Check-in and check-out form: here you can download a form that can be filled out and signed by both the tenant and the landlord.
• Edit: Here you can edit the key. This function allows you to change the ID, key type, position in the key cabinet, and add any notes/notes.
• History: here you can see all history related to the key. You get a full overview of who has borrowed the key at what times, whether it has been reported lost, etc.

In addition, you have various buttons at the top of the overview:

• Show/hide columns: allows you to customize which ones you see in the overview
• Excel/PDF: allows you to export the overview in the desired format
• Print: gives you a page that is printer-friendly

Electronic signing for lending keys

This is done in a similar way to electronically signing lease contracts.

Go to the tenancy > Gears > Key management:

Go to the Electronic Signature tab. Then select the correct key from the drop-down menu and click the Sign button:

On the Options button at the top right, you can preview the signing document, or delete it if there was an error.

If you click the Send for signing button, an email will be sent to both parties, where they click on a link and sign with their signature/bank ID.
If you click the Sign Now button, you can go straight to signing for both parties, so this is great to do if you are together with the tenant and need to sign right away: 

Beyond that, the actual signing is done in the same way as rental contracts.