Summary
Learn how Key Automate centralises real‑time key tracking through a virtual key cabinet, colour‑coded statuses, search and filters and calendar scheduling.
This article covers:
About Key Automate
Key Automate is a real‑time key management platform that digitises your key cabinet, consolidating each key’s status, borrower, and history so teams can see immediately what’s available, what’s due, and what’s overdue.
Responsibilities at a Glance
Property managers (internal) - Configure and maintain the system, manage bookings and statuses, and carry out lifecycle updates (check‑in/check‑out, mark missing)
Key Borrowers (external parties such as tenants, trades, owners) - Are recorded in the system to collect/return physical keys
Tip: Treat the virtual key cabinet as your single source of truth for daily operations. It surfaces live status, borrower details, and audit history in one place.
Note: Before you begin, ensure that Bricks + Agent is enabled to access Key Automate.
Key capabilities at a glance
Dashboard and statuses
Colour‑coded states help you triage quickly: Check‑in, Check‑out, Ready to collect, Overdue, Missing
Hovering a key reveals status, scheduled booking dates, and who’s collecting; opening a key shows full details and actions
Search and filters
Search by property address, individual key, or borrower
Filter bookings by date (today, tomorrow, this week, or no date) and filter by one or multiple statuses to plan handovers
Bookings (create and edit)
Add bookings with dates and borrower, and see updates reflected in the cabinet and calendar views
Open existing bookings to adjust dates/assignees and keep the audit trail clean
Calendar view
A left‑menu Calendar icon switches views; colours mirror the cabinet for quick scanning
Click a day to schedule; the calendar and cabinet stay in sync
Lifecycle actions
Check out, return/check in, or mark missing, keep records accurate and improve timely returns and reporting
Accountability and audit
Overdue alerts and colour tags support proactive follow‑ups; history logs strengthen auditability and compliance
When to use each view
Key Cabinet - Best for triage and operational control (status, borrower, overdue)
Calendar - Best for planning and capacity (day‑by‑day scheduling, avoiding conflicts)
Both views mirror data and will reflect the same bookings and statuses after changes.