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Streamlining Property Management: The Role of HandyTrac in Enhancing Administrative Efficiency

Posted on by clapointe
administrative efficiency

Property management involves a multitude of tasks that require precision, organization, and efficiency. In an era where technology is reshaping the way we manage various aspects of property management, innovative solutions have emerged to alleviate the challenges faced by property managers. One such solution, HandyTrac Systems, offers a comprehensive approach to key control that not only enhances security but also significantly streamlines administrative processes. Here’s how HandyTrac empowers property managers by boosting administrative efficiency and simplifying key management.

Automated Reporting and Data Accessibility

Gone are the days of sifting through piles of paperwork to generate reports. HandyTrac’s digital approach allows property managers to access comprehensive and up-to-date reports with just a few clicks. This feature ensures that vital information, such as key usage logs and access history, is readily available whenever needed. By automating reporting, HandyTrac minimizes administrative overhead and allows property managers to focus on more strategic tasks.

Updates and Notifications

HandyTrac’s key monitoring capabilities provide property managers with instant access to key usage information. When a key is accessed, property managers can receive notifications, offering a clear overview of who is using keys and when. This real-time visibility enables rapid responses to any irregularities and ensures that access is managed effectively.

Efficient Permissions Processes

Transitions in property staff often present logistical challenges for property managers. With HandyTrac’s digital system, managing permissions processes becomes a seamless endeavor. Property managers can swiftly update access permissions and revoke privileges as needed, ensuring that only authorized individuals can access units.

Simplified Key Tracking and Accountability

Property managers are responsible for maintaining a detailed record of key assignments and usage. HandyTrac’s system simplifies this process by digitally tracking key movements and access. This comprehensive record enhances accountability and minimizes the risk of key-related incidents. Property managers can easily review historical data and identify any discrepancies or patterns.

Reduced Administrative Errors

The shift from manual key management to HandyTrac’s electronic key control system significantly reduces the likelihood of human errors. Misplaced keys and miscommunication regarding key assignments become rare occurrences. This reduction in errors fosters a more secure and organized environment within the property.

Enhanced Communication and Collaboration

HandyTrac’s cloud-based approach facilitates seamless communication and collaboration among property management teams. Authorized personnel can access the system from any location, promoting efficient coordination and ensuring that everyone is on the same page regarding key access and security.

In an industry that demands meticulous attention to detail and effective organization, HandyTrac Systems stands as a game-changer for property managers. By automating reporting, providing accurate updates, streamlining key tracking, and offering efficient permissions processes, HandyTrac significantly enhances administrative efficiency. As technology continues to reshape property management practices, HandyTrac is leading the way in simplifying key management and allowing property managers to focus on strategic initiatives that contribute to the success of their properties.

Enhancing Apartment Living: The Real-World Benefits of HandyTrac Systems

Posted on by clapointe
apartment living

In the dynamic world of apartment living, security and convenience are paramount. As technology advances, tools that enhance our daily lives have become more sophisticated, and one such tool that is making waves is HandyTrac Systems. This blog post will delve into the experiences of apartment residents who have benefited from the capabilities of HandyTrac Systems. By examining their experiences, we can better understand how HandyTrac is transforming key control and improving the quality of apartment living.

A New Approach to Key Control

HandyTrac Systems is changing the way apartment residents think about key control. Here are some ways that residents have seen the impact:

1. Elevated Security and Peace of Mind

Apartment communities using HandyTrac Systems have reported a significant improvement in security measures. By allowing only authorized individuals to access buildings and units through secure authentication methods, residents feel a heightened sense of peace, knowing their belongings are better protected.

2. Monitoring and Accountability

HandyTrac’s key tracking features have proven to be a valuable asset. This level of transparency ensures accountability and reinforces a culture of responsible key usage within the community.

3. Community Building

Secure key management can also have a positive impact on community dynamics. Residents are now more aware of each other’s security, creating a sense of unity. This collective responsibility for safety can help build stronger bonds among neighbors.

4. Seamless Key Management During Relocation

Residents who have moved within the same community have praised HandyTrac’s efficiency during transitions. Updating access details during a move is hassle-free, eliminating the need for physical key coordination and administrative delays.

HandyTrac Systems is not just about key control; it’s about enhancing the entire apartment living experience. Through the lens of a resident, we see how HandyTrac improves security, simplifies access management, fosters a sense of community, and streamlines key-related processes. As technology continues to advance, HandyTrac is leading the way in making apartment living more secure, convenient, and enjoyable for residents across various communities.

Using Computerized Key Control to Prevent Mail Theft

Posted on by clapointe

mail-theftTasked with the handling and delivery of nearly 188 million pieces of mail each day, postal workers have become prime targets for criminals seeking bank statements, social security numbers and other personal information. Mail theft and subsequently identity theft are increasing at an alarming rate, and property managers can never be too careful.

Recently, a disturbing video was taken inside a Chicago apartment community showing an unnerving trend: thieves with a key. In the video, two men are seen using their own key to not only gain access to numerous apartment buildings, but also the mailbox units inside.

“That feels like such a violation,” said Kathleen, a Chicago resident. “It could lead to identity theft. It could lead to checks being stolen. So I think it’s really disturbing that someone has the key to get into my mailbox.”

This, unfortunately, isn’t just a one-off either. Key thieves have struck multiple parts of the city in recent months with no signs of slowing. Authorities also report an increase in the number of postal carriers “confronted with force” to hand over their key on their routes.

In addition to posing a direct threat to postal employees, mail theft results in stolen personal information which can wreak havoc on the lives of those affected. And if a key is stolen, the solution isn’t as simple as making a new key. That process, referred to as ‘re-keying,’ requires considerable time and money.

Using Computerized Key Control to Prevent Mail Theft

Using a computerized key control system, property managers and postal employees can instantly reveal who checked out a specific key using a secure audit trail. Additionally, users can implement multi-factor authentication procedures, requiring users to offer information such as a pin code (something you know), access cards (something you have) or biometric fingerprint readers (something you are) before gaining access to the system.

Taking property security one step further, computerized key control systems from HandyTrac anonymize property keys and utilize a state of the art bar-coded system. This system prevents users from memorizing where specific keys are hung using random rotation: an automated process that hangs keys in random locations in the box.

With two secure key management systems to choose from, HandyTrac is an affordable and sensible solution for any community or facility.

For more information about our computerized key control systems, contact us today.

References:

Para, Marissa. 2019. Postal Workers Worried About Safety As Mail Thefts Are On The Rise. CBS News Chicago. Retrieved from https://chicago.cbslocal.com/2019/12/31/postal-workers-worried-about-safety-as-mail-thefts-are-on-the-rise/

HandyTrac introduces new version of its most popular touch integrated key control system

Posted on by clapointe

touch key controlFeaturing a 7-inch touch screen display, badge and pin access, instant reporting, and bilingual options for English and Spanish speakers.

HandyTrac today introduced the new Standard Touch key control system, bringing streamlined touch integration and improved security to its most popular and most affordable system. Available in single and double cabinet options, the Standard Touch features a stunning 7-inch touch display and intuitive capabilities including one touch building pull integration and work order review, automated audit trail maintenance, and instant reporting. The Standard Touch key control system also has bilingual options, catering to both English and Spanish speakers.

“The new Standard Touch key control system packs even more value into our touch product line,” said Larry Kratz, President of HandyTrac. “Beyond secure key storage, the Standard Touch introduces powerful new ways to multi-task, track absent keys, and view more information at a glance on the touch display. This new key system with touch integration takes everything people loved about our Classic system and makes it even better for accessing, monitoring and controlling keys.”

Designed to be convenient and durable, the Standard Touch system cabinet is made of 18 gauge steel with black powder coat finish, and is wall mounted for ease of use and space conservation.

Features:

– Large 7″ touchscreen
– Badge and PIN access for authorized staff
– Built-in Wi-Fi connection
– Bilingual options for English and Spanish speakers
– One touch building pull integration when pulling multiple keys
– Single login to review reports for multiple properties
– Audit Trail – Reports are backed up to Amazon Web Services
– Customizable activity codes
– Instant reports; keys out, who has key and why, when returned
– Ability to review individual work orders with one touch

About HandyTrac

HandyTrac revolutionized computerized key control with the introduction of the Classic key control system in 1995. Today, HandyTrac protects over 5 million units nationwide and is the leading key management and control system in the multi-housing and commercial property industry. HandyTrac principals have over 30 years of experience in real estate property management and over 25 years of experience developing software systems for multi-unit residential properties.

For more information, contact us today.

HandyTrac Fall Trade Show Information

Posted on by clapointe

fall trade showWith fall nearly upon us, we’re looking forward to another fantastic season of trade shows! Visit our booth at one of the shows below for a HandyTrac system demo, and see firsthand how HandyTrac helps community staff manage keys and prevent premises liability. We hope to see you there!

AAKC Trade Show
9/25/19
Overland Park Convention Center, Overland Park, KS
Booth #71

The AAKC Trade Show features over 100 Supplier Partners with a variety of products and services for the KC multifamily industry. Reservations are free to all multifamily personnel. For more information, visit the event website.

Florida Apartment Association Conference and Trade Show
10/2 – 10/4/19
Hilton Bonnet Creek, Orlando, FL
Booth #216

The FAA Annual Conference & Trade Show is the premier state conference for the apartment industry. More than 900 multifamily housing industry professionals interested in sales, marketing, recruitment and retention, maintenance, career development, leadership, customer service, technology, and more, will be inspired by the nationally renowned keynote speakers and the breakout sessions. For more information, visit the event website.

IAA Midwest Multifamily Conference
10/9 – 10/10/19
Indiana Convention Center, Indianapolis, IN
Booth #618

The Midwest Multifamily Conference is the largest industry conference dedicated exclusively to helping Midwestern apartment professionals reach new levels of professional success. Connect with multifamily specific vendors servicing the entire state of Indiana as well as surrounding states on the trade show floor. Over 200 companies will be represented and ready to show you and your team the latest and greatest products and services that will make your life easier. For more information, visit the event website.

2019 NMHC OPTECH Conference & Exposition
11/11 – 11/13/19
Hilton Anatole, Dallas, TX
Booth #151

The NMHC OPTECH Conference & Expo offers an unparalleled educational and networking environment with exclusive peer-to-peer roundtables, property and revenue management workshops, and cutting edge content and speakers. For more information, visit the event website.

What is Electronic Key Control?

Posted on by clapointe

electronic key control systemsBefore the advent and widespread use of electronic key control systems, key management was often a haphazard process. Many multifamily communities used an honor system to store and control building keys, while institutions such as correctional facilities or medical campuses used a more formal system requiring access activity to be hand-written in a log book. The procedures were often ineffective and laborious, leaving the organization exposed to unnecessary premises security liability.

Electronic key control systems resolved these challenges with the implementation of authorized user codes and automatic tracking of key access activity. The automated systems made it easy for users to access or return keys with designated key slots and online monitoring for tracking key usage.

Today, the most advanced key management solutions have even more of a convenience factor while maintaining simplicity of use. The HandyTrac Premium Touch system, for example, features a user-friendly interface with large buttons, a touch screen display and integration features for Yardi users. Compared to the old, dog-eared logbooks, today’s electronic key control solutions have made the task easier and more reliable.

Electronic key control systems that you can trust

All of our systems come with a stout 18-gauge steel cabinet, electronic key locking mechanism, and computerized datalog. Additionally, property managers can run activity reports, view work orders, and more from any internet-enabled device.

Our Standard Touch system offers several features to customize your experience and help protect your investment at an affordable cost. The Premium Touch system combines biometric technology and a large touchscreen display in a single unit to offer the highest level of security, reporting, and flexibility.

For more information about our electronic key control systems, contact us today.

HandyTrac User Tip: Using HandyTrac’s Key Binder to Improve Property Security and Efficiency

Posted on by clapointe

When you pull a key from your key management system, it’s important to carry a similar security policy with you into the field. Here are three ways our key binder helps HandyTrac users improve property security and efficiency:

improve property securityKey Security, Outside the Box

When employees store keys in their pocket or vehicle, the likelihood of those keys landing in the wrong hands increases exponentially. Our simple yet sturdy key binder prevents key loss through the use of specially designed metal key clips. For added security and peace of mind, HandyTrac users can instead opt for our multi-key distribution pouch, offering a zip enclosure and space for up to 25 keys.

Added Convenience

Using our key management binder or multi-key distribution pouch, property staff can pull and securely carry numerous keys at the same time. So, instead of returning to the HandyTrac system for each individual key, property staff can conveniently accomplish a full list of work orders in the same trip. Additionally, our key binder and multi-key distribution pouch are light and versatile, making them perfect for staff always on the go.

Affordable

When compared to the cost of loss and/or replacing keys on a regular basis, a key binder quickly pays for itself. We offer two budget-friendly options so you can purchase only what you need. For more information about our key binder and multi-key distribution pouch, visit our online shop or contact us today.

HandyTrac Fall Trade Show Information

Posted on by clapointe

With autumn nearly upon us, we’re looking forward to another fantastic season of trade shows! Visit our booth at one of the shows below for a demo, and see how HandyTrac uniquely helps community staff manage keys and prevent premises liability. We hope to see you there!

fall trade showsClick a link below for trade show information:

FAA – Booth #303

IAA – Booth #408

NMHC OPTECH

 

 

 

 

For over 20 years HandyTrac has been the low-cost leader in multifamily and military housing key control; managing keys for more than 3 million apartment homes throughout the country. Our cloud based systems offer instant access to archived reporting and provide the ability to manage your communities with a single login through your computer or smartphone.

For more information, contact us today.

The Elements of a Strong Multifamily Key Control Policy

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multifamily key control policyConcerned that your community has too much fluidity with its key control? Here are some ways to strengthen multifamily key control policy and restrict access:

Keep the keys secure

Keys should be kept in a strong, tamper-proof, locked cabinet that can only be unlocked through a series of protocols.

Implement multi-step access

Make sure your employees go through several steps before a key is issued to them. For example, the employee may need to scan a badge and input a PIN number before the box opens. Better yet, implement a biometric system that reads fingerprints.

Enforce accountability

Employees should input which key(s) they are taking, at what time, and for what purpose — and they should check keys back in by a similar process.

Secure restricted access points

For enhanced security, certain employees should only access certain keys for certain parts of the building or community. They may only be allowed to check out specific physical keys, or their card keys may be coded for access to certain rooms.

Streamline your reporting

Management should be able to view reports at any given time that can show how many keys are out, who has them, which buildings/units have been accessed and at what time. This type of monitoring may be crucial to identifying potential violations because unusual activity can be identified easily.

Establish an audit trail

Reports should be backed up offsite to prevent any attempts to manipulate the data.

Train employees with a consistent protocol

Every employee should be properly trained in the procedure for obtaining and returning keys, and check-out/check-in occurs exactly the same way every time.

Advantages of a Strong Key Control Policy

Making improvements to your key control policy can do the following:

● Help you quickly identify and correct violations for heightened security

● Help you prevent an intrusion from happening in the first place

● Help you pinpoint suspicious activity in the unlikely event of a break-in

● Give you and your residents greater peace of mind

Keys provide virtually untraceable access, making them your greatest potential vulnerability. This means that your keys must be accompanied by the highest levels of security and oversight.

HandyTrac offers a variety of key control solutions designed to enhance your company’s key control policy, making it easy to monitor, track, and secure your keys. To learn more, contact us today.

Why an Electronic Key Control System is Essential for Every Multifamily Housing Community

Posted on by clapointe

electronic key control systemMultifamily housing communities without an electronic key control system face lost productivity, wasted money, and reduced security. Here are three reasons why an electronic key control system is essential to any multifamily, student or military housing community:

Reason #1: Where are the Keys?

The primary issue with non-electronic key control systems is missing keys. Missing keys are a huge source of stress and conflict at any property. Here’s why:

– A potential resident is waiting to view an apartment home. You could lose the prospect if the key hunt takes too long. “I’ll come back later,” will likely never happen and lost prospects hurt your occupancy rate.

– An employee needs to inspect a unit or make a repair. Every minute spent searching for the key kills productivity and wastes money.

– A missing key leads to theft and assault in your community. Without an audit trail, your company could be held legally liable.

Properties that use an electronic key control system versus a non-electronic alternative are more efficient for those reasons and more.

Reason #2: Accountability

When there is no accountability, it is easy to shirk responsibility:

– An employee is working with a potential resident. Someone interrupts and asks where keys are. It’s easiest to say, “I don’t know” and go back to the task at hand. If the employee shifts attention or starts rummaging around for keys, he or she might lose the sale or do the paperwork incorrectly. Looking for keys is inefficient.

– That key might have been accidentally taken home. Best to keep one’s mouth shut and quietly return it the next day. Or the next time a showing is scheduled, which could be in a couple of days. Otherwise, a trip back to work to return a key will take away free time.

– Someone forgot to return the key and it’s in a desk drawer or left on a random countertop. This person is out on the lot, on lunch break, or got called away. Digging through the desk drawer or office will violate privacy; not digging will mean a lost sale or lost productivity.

– A vacant apartment home is left unlocked after a showing and is vandalized overnight. No one owns up. This costs money to repair.

– Keys are lost and truly missing. The property has to pay for a replacement, wasting money.

An electronic key management system can instantly reveal who last checked out a specific key. The system can also run a report of the key’s checkout history. Instead of hassling everyone, only this single employee is contacted. Employees will immediately understand that they are responsible for all keys they check out. A key control system creates a culture of accountability. A non-electronic alternative doesn’t.

Reason #3: Reporting

By running a report about key checkouts, managers can quickly answer the following questions:

– At the end of a shift and close to closing time, which keys are still checked out? Go round up any that should get checked in!

– How many times has a specific apartment home been viewed? Who has checked out the keys, and when?

– What is a specific employee doing? What keys have they recently taken out and why?

With HandyTrac’s reports, managers are more knowledgeable and able to make better decisions.

HandyTrac offers two excellent electronic key management systems including the new HandyTrac Touch Premium; featuring a large touch screen display and biometric technology for added security. Contact us for a quote and build a culture of accountability at your community today!