Key Management administration

Key Management administration defines the inventory that staff use to sign physical keys out and back in. Open General Administration, select the site, and locate Key Management Settings.

The card appears for Site Admin-level users when the selected site has the Key Management module. It contains two actions:

• Key Types defines the site's classification choices.
• Key Management Settings creates individual physical-key records and optional host assignments.

Configure in dependency order

1. Create the required key types.
2. Create or update the key records.
3. Open the operational Key Management screen and confirm the new keys appear under the correct site.
4. Test sign-out, history, and sign-in with a non-critical key.

Key types are site-specific. A key record must reference one type, so create the type before the key.

Configuration versus transactions

Administration controls the relatively stable inventory: description, number, type, host assignment, and notes. The operational Key Management workflow records custody changes such as Sign Out and Sign In.

Changing a key's descriptive fields does not sign it in or out. Likewise, signing a key in does not change its administrative owner, type, or notes.

Safe inventory practice

• Give every physical key a durable, unique number even though the screen permits description-only records.
• Use a concise description that identifies the physical purpose without exposing sensitive access details unnecessarily.
• Assign a host only when the key belongs to that host or property.
• Use types consistently so staff can search and export the inventory.
• Review transaction history before deleting a key.
• Do not delete a key type until no key record uses it.

The administration dialogs do not provide dependency counts for key or type deletion. Treat deletion as a controlled records-management action rather than routine cleanup.