🗝️ Key List Function Overview
The Key List provides a comprehensive key management system, allowing users to track, assign, and return keys associated with properties. Keys are categorized by status:
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Available
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Signed Out
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Lost
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Archived
Keys can be signed out to contacts and returned directly from this screen.
🔔 Overdue Key Reminders
A Home Page Reminder titled "Keys Overdue" displays a list of keys that have not been returned by their expected date.
📂 Accessing the Key List
You can access the Key List via:
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Main Tab → Key List
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Keys Tab on the Property Screen (shows keys for the selected property only)
📋 Key List Display Fields
The following information is shown in the Key List:
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Reference / Peg
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Property Address (suppressed when accessed via Property screen)
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Owner (suppressed when accessed via Property screen)
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Status
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Notes
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Contact
🧰 Key List Actions
Available via the Menu button or by right-clicking on the screen:
🔧 Key Management
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New – Create a new key entry for a property
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Edit – Modify key details
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Delete – Remove a key record
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Report – Generate a Key List Report
🔄 Key Movement
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Sign Out – Assign a key to a contact
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Signed Out To – Select the contact
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Signed Out Date/Time
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Expected Return Date/Time
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Return – Log the return of a key
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Returned Date/Time
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🔍 The Key List can be filtered by Status and Branch for easier navigation.
📝 Signing Out a Key
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From the Key List screen or Property → Keys tab, right-click and select Sign Out
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Choose the contact from the Signed Out To dropdown or click Add Me to assign it to yourself
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Specify the Expected Return Date
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Click Save
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A prompt will appear asking if you'd like to print a Key Sign-Out Form for signature
If the contact is a Tenant, Acquaint will automatically set the Expected Return Date to match the Tenancy End Date. If the tenancy is renewed, the return date updates accordingly.
🔁 Returning a Key
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From the Key List screen or Property → Keys tab, right-click and select Return
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Enter the Returned Date
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Click Save
🖨️ Sign-Out Form
When signing out a key, you may wish to obtain a signature. Upon saving, click Yes when prompted:
"Would you like to print a Key Sign Out form?"
Acquaint will generate a printable form containing key details for signature.