Replacing Lost or Damaged Key Tags Is Easy with HandyTrac

secure key controlOne of the most powerful strategies for secure key management is to “anonymize” the keys in your system — that is, to mask a key’s identification so it’s not readily apparent which door the key unlocks until it is checked out to an authorized employee. HandyTrac accomplishes this with anonymous barcoded key tags that are readable only by the system. But what happens if a key tag gets lost? What happens if the tag gets damaged so the system no longer reads it?

The good news is that a barcode key tag is nothing more than a bit of code that the computer uses to identify the key. When the tag becomes compromised, all you need to do to make the key secure again is to cancel the old code and assign a new one. HandyTrac has made it easy to replace lost or damaged key tags, and this article will explain the process.

Remove the Old Key Tag Code from the Log and Replace it with a New One

The first step in replacing a key tag is always to remove the old tag code from the system. This step not only eliminates confusion from multiple codes, but it also renders the old code useless so it no longer identifies the key. (This is not unlike canceling a stolen credit card so thieves can’t use it.) Only staff whose badges have master access can edit key tag information. Here’s how to remove the old key tag from the system:

1. Have your replacement key tag ready. (See below for how to obtain replacement tags.)

2. Log into the system at a key control panel using your badge and PIN.

3. Type in Code 04 to tell the system you want to edit a key tag, then follow the prompts.

4. Enter the 4-digit code of the old key tag when prompted by the system. (If the tag has been lost, use the key map to look up the code.)

5. Scan the new key tag and press Enter. The computer will automatically negate the old code and replace it with the new code, activating the new tag.

6. Repeat steps 4 and 5 for every additional key tag you want to replace. Press “Out” if you are finished.

7. Attach the new tag to the key. (If you’re doing multiple keys, make sure you don’t confuse them and attach the tag to the wrong key!)

To Order New Replacement Key Tags and Other Supplies

HandyTrac has made it easy to replace the supplies you need for your key control system, including replacement tags for as many keys as you need.

1. Log into your account on the upper right corner of our website.

2. Go to the Supplies page.

3. Click on replacement key tags (available in batches of 100, or order a specific number at $1 per tag). Add them to your cart.

4. Complete your order at the checkout page.

Replace Tags as Often as You Like

You can replace key tags within your system even if a tag is not damaged or lost, and every so often you might want to do this for added security. Simply go through the process of editing and replacing tags any time you want to trade out the barcodes.

HandyTrac is committed to helping you keep your key control system secure, which is why we’ve made the process of replacing lost or damaged key tags as simple as possible. For any other questions, call us at 1-800-665-9994.

Why Property Managers Choose HandyTrac for Secure Key Control

secure key controlHandyTrac Systems, a key control firm serving multifamily, military, and student housing, has long been the favorite of property managers and building owners.

As a testimony to that popularity, HandyTrac Systems is now servicing customers across the USA, and its presence in all fifty states is a testament to its valuable yet affordable key control system. In addition, HandyTrac’s patented key management system is unique in that it backs up all of its client’s data with an audit trail.

Founded by apartment industry veterans who saw the value in a system that organizes and keeps track of building unit or apartment keys, HandyTrac provides clients with an audit trail which can be used to determine frequency of repairs, pest control activities, move-in move-out dates for billing, and lockouts.

The most important facet of any key control system is its ability to prevent residence keys from getting into the wrong hands. The resulting judgments against multifamily management companies which did not have key control and audit facilities are extensive. As one law firm points out, too many New Yorkers have been killed or seriously injured in robberies, shootings, stabbings, and beatings that could have been avoided if the apartment building had adequate key control security. In addition, these premises liability lawsuits can cost millions.

Over the past 20 years, HandyTrac has managed keys for more than 3 million apartment homes coast to coast through a cloud-based tracking system that affords owners and managers the ability to instantly access key reporting via a single login through a computer or smartphone.

A member of the National Apartment Association, the National Multifamily Housing Council, the Chicagoland Apartment Association, and the Bay Area Apartment Association, HandyTrac has won praise from many companies:

“The price fits perfectly in our budget and the systems have all the essential features and functions of much more expensive systems.” — Milestone Management

“We have made a big transition into keeping our specialty keys more secure and we couldn’t have done it effectively without a product like HandyTrac.” — University of Connecticut

“The system is backed by a service plan that makes it an unbeatable value.” — Altman Management Company

“The HandyTrac system has been very reliable and we’ve received outstanding product support and great response time from their representatives.” — Western National Property Management

HandyTrac is an integrated system providing all the software and hardware that building management and owners need to operate securely. In addition, in about the same amount of wall or desk space currently being used for keys, HandyTrac’s combined biotechnological display unit provides the highest possible level of security, flexibility, and reporting capability.

Contact HandyTrac today to learn how an industry-backed key control system can strengthen the security of your property.