Using the Key Management Report

Modified on Tue, 4 Aug at 3:53 PM

When you receive a client's house key, you can add it to their Client Profile. A client can have as many keys as needed and you can code them with a Key Reference. You can leave the key unassigned until the sitter needs it, or you can assign the key to the sitter straight away.

In addition to keys, Clients who use Lockboxes or a Keysafes can also have these added to their Client Profile. Unlike Keys, Lockboxes are not assigned to individual Staff as they are permanently located at the Client's property for Staff to use with an access code. You can edit the name, reference and description on any Key or Lockbox record and delete them when they are no longer needed.

How Do I Know if a Client Has a Key or Lockbox?

When a client has a Key and/or Lockbox on record, it displays on the Schedules indicating to Staff that a Key is required or a Lockbox is present.

In the Schedules, Keys are colour coded:

A red key means that the Key is currently not assigned to the Staff that will be carrying out the Service, it is either unassigned, or assigned to another Staff member.
A green key indicates that the Staff member who will carrying out the service has already been assigned the key.
A black key indicates the key is in the office or the visit is in the past.

You can also view all Keys or Lockboxes from the Key List under the Key Management tab.

Here you can view unassigned keys, all keys issued to any staff or filter to view keys issued to one staff, as well as search by Key Reference. You can reassign in bulk using this report and it is helpful to inventory keys or review physical keys with staff.

The report displays the following columns:

Client Name
Client Ref - Usually the Pets Name
Area
Key Holder (Staff assigned the key)
Key Reference: The reference in blue links to the key details.
Key/Lockbox Name
Access Code for the Lockbox
Image of the Key or Lockbox
Type - Key or Lockbox

Tip: You can Reassign keys in bulk from this report as well as search by "Key Reference."

How Do I View a List of Issued or Unissued Keys?

Navigation: Scheduler > Key Management > Key List

Step 1

To view ALL keys and lockboxes , select "All Keys & Lockboxes"
Click "Show"

View all Client Keys or Lockboxes on the Key List Report in Pet Sitter Plus

Step 2

To view keys that have been issued to a staff member, Select "Issued Keys" from the drop down list, then select the staff member name.
Click "Show"

View all Keys issued to Specific Staff in Pet Sitter Plus

Step 3

To view ALL Unissued keys, click "Unissued Keys" from the dropdown.
Click "Show Keys."

View Keys that have not been issued to any Staff Member in Pet Sitter Plus

How Do I Assign / Reassign Keys?

After selecting your either the Issued or Un-issued Key Reports report as shown above:

Check the box beside the keys to assign to another staff member.
Select the sitter to assign the keys to in the dropdown.
Click "Assign."

Assign or re-assign keys to staff using the Key List Report in Pet Sitter Plus