Key Tracking

Physical key, fob & access-card custody — checkout, audits, and overdue alerts

Getting There & Layout

Log into TrakNet, then find Key Holding under the Key Management section of the left-hand menu. It opens the Key Tracking app in a new tab and works on phone, tablet, or desktop.

The top of the screen always shows four quick actions — Scan QR, Add Key, Add Box, Add Site — plus a live totals row (Total keys, Available, Out, Boxes, Sites). Navigate between views using the tab bar at the bottom:

Tab	What it's for
Home	Dashboard — what you're holding, what's overdue, quick shortcuts
Keys	Browse, search, and check individual keys in/out
Boxes	Same as Keys, but for key boxes (bundles of keys)
Sites	Locations that keys and boxes belong to
Log	Full history of every check-out / check-in, exportable to CSV
Audit	Physical stock-check of all keys/boxes in scope
Found	Public reports of found keys
More	Org-wide checkout defaults and automation settings

Checking a Key or Box Out / In

Tap Scan QR and point the camera at the sticker on the key/box — or find it manually in the Keys/Boxes tab. No camera? Type the key/box number in instead.
On check-out, confirm who is taking it (if not you) and its condition (good / worn / damaged) with any notes. The device's location is recorded against the checkout.
On check-in, confirm condition on return and any notes. It's marked Available again immediately.

Restricted keys only show a Check Out option to permitted job roles — anyone else sees a not-available message. If two people scan the same key at almost the same instant, the second tap is told it was "just checked out by someone else"; rescan to see who has it.

Search, Lost & Damaged

In Keys or Boxes, search by name/number and filter by Site or Status (Available / Checked Out / Lost / Damaged). Use Group by Box on the Keys tab to see keys organised under the box they live in.

Open a key or box's details and use Report Lost or Report Damaged to flag it as unusable — this is logged permanently for the record.

Adding Keys, Boxes & Sites

Add Key

Name, key number, home site, optional parent box, role restrictions, and max checkout time before overdue.

Add Box

Same as a key — name, box number, home site, restrictions, max checkout time.

Add Site

Name, code, address, and GPS location (use "current location" on-site).

Proximity Radius

Distance (metres) a check-out/check-in can happen from a site before it's flagged for the record — doesn't block the action.

Log, Audit & Found Reports

Tab	Behaviour
Log	Every checkout, checkin, transfer, lost report, and damage report, filterable by type. Export CSV
Audit	+ Start New Audit against everything, one site, or one box — builds a checklist you work through scanning each item as Accounted for, Wrong Location, or Damaged. Anything never scanned stays Missing. Auto-flagged if anything's off
Found	Anyone can report a found key with no login — scan its QR tag or use the public "report a found key" link, giving a name and optional phone/email/note. Filter by Unresolved, then mark Resolved once recovered.

Overdue Alerts (Automatic)

Nothing to do here — it runs in the background. A key or box past its allowed checkout time shows under Overdue Items on Home for everyone, and (if switched on) the holder gets an email and/or push notification, plus an optional heads-up reminder shortly before it becomes overdue.

Email and push alerts for overdue keys are off by default. An admin turns them on in TrakNet's main Settings → Features tab — separate from the Key Tracking app itself.

Admin Settings (More tab)

Key Defaults

Default max checkout minutes before overdue, and reminder warning window.

Box Defaults

Same defaults, scoped to boxes.

Location Defaults

Default site proximity "how far is too far" distance.

Auto-Incident Rules

Optionally auto-raise an incident report when a key goes overdue, or is reported lost/damaged.

Quick Tips

↩

Check keys back in the moment you return them — keeps the Available list accurate and avoids false overdue alerts.

⌨

Camera won't scan? Type the key/box number in manually — everything still works.

🔒

Can't check something out? It's restricted to specific job roles by an admin — ask a manager for access.

📜

Use the Log tab as proof of who had a key and when.

🗓

Run a Quick Audit periodically (e.g. monthly) to catch anything missing early.