Welcome to our in-depth guide to FLK a Key – a groundbreaking feature that takes property key management to a new level of efficiency and convenience. In this article, we'll walk you through the key functionalities of FLK a Key, highlighting how it simplifies the process of tracking property keys, streamlines communication, and ensures an organised approach to key management.
What is FLK a Key?
What is FLK a Key?
FLK a Key is a feature within the FLK platform that simplifies key management by logging, tracking, and automating communication for property keys.
After some research, we found most offices still using a checkout book, or Excel spreadsheet to log keys being checked in and out. FLK a Key was created to eliminate the hassle of manual tracking, enhance communication efficiency, and empower property managers to prioritise follow-ups effectively.
When keys go missing, it costs time and money (and sometimes the client) so we want to make sure we remove all three issues for agencies. This puts an end to chasing the return of keys with endless phone calls, and the technology makes it very simple to see who needs reminding to return the keys.
Some features of FLK a Key include:
Seamlessly Log and Photograph Keys: Streamline your key management process by logging keys within the platform. Capture photographic records of keys, ensuring precise identification and enhancing accuracy.
Overdue Key Management: Stay on top of overdue keys effortlessly. FLK a Key identifies keys that require follow-up, ensuring no key is left unaccounted for.
Enhanced Visibility: View the "overdue" tab that highlights keys needing attention. This visual indicator aids in prioritising follow-ups effectively.
Automated SMS Conversations: FLK a Key initiates automated SMS conversations on your behalf when keys are overdue. This automated communication replaces the need for time-consuming phone calls, making it easy to remind individuals to return keys promptly.
With FLK a Key, the process of managing property keys becomes seamless and stress-free, ensuring they are accounted for, reducing costs, and enhancing overall operational effectiveness.
Checking Out a Key
Checking Out a Key
To check out a key:
Navigate to the FLK a Key dashboard:
Click the blue "Check Out" button located at the top right of the page
Enter the property address.
Input the key number.
Specify the "Key Watchlist". This refers to the contacts impacted, such as receptionists and property managers who require updates on repairs. Click the arrow on the right-hand side of their name(s) to choose the preferred email notifications they should receive.
Type in the details of the key borrower, including their contact type e.g. plumber. The mobile number is the most important detail as FLK's automated messages will be directed to this designated phone number in the event of an overdue key.
Choose the return date.
Provide the reason for the checkout.
Add any necessary notes.
Use the QR code to capture an image of the key. Although not mandatory, this feature is incredibly useful for keeping precise records of keys, their quantity, and their appearance, ensuring accurate tracking for returns.
Save the entry as a draft or proceed to check out immediately.
Overdue Tab Management
Overdue Tab Management
To manage your overdue keys:
Navigate to the FLK a Key dashboard:
Click on the "Overdue" tab.
Click the three dots on the right-hand side of the relevant key.
Click "Request Update" to initiate an automated message conversation, allowing the contact to provide updates on the status of the key.
The corresponding coloured circles, that indicate the key's status, will appear next to the key on the dashboard and exact responses can be viewed for clarity by hovering your mouse over the circle.
TIP: You can also send the "request update" message to multiple overdue keys in one go. To do this, select the keys by checking the box on the left of each entry (or choose all by selecting the box at the top left of the list), then click "Actions" and opt for "Request Update."
Checking In a Key
Checking In a Key
There are two methods to check in a key:
Navigate to the Checked Out or Overdue tab, click the three dots on the right of the relevant key, and select "Check In".
Click the "Check In" button in the top-right corner of the interface, enter the key number and click "Check In" next to the relevant key.
Searching for Keys
Searching for Keys
Utilise the search engine at the top of the interface to input a key number. This gives you access the comprehensive history of the selected key.
Integrations
Integrations
PropertyMe: Similar to lease agreements, you can search for a property address when checking out a key using FLK. Additionally, you can search for the key number or the contact who will be checking out the key, further streamlining the process.
PropertyTree: Streamlining your key management process, FLK a Key allows you to utilize the property address for searches, and it also offers the option to search by key number, ensuring a seamless and efficient experience.
Managed: Much like managing lease agreements, FLK a Key enables you to search for the property when facilitating key check-outs. This intuitive functionality ensures that you can swiftly navigate the process, offering a hassle-free solution for managing property keys.
If you need any further assistance with this feature, please contact us via live chat!
The team @ FLK It Over