Summary
Learn how to create bookings, add borrowers, and update key statuses in Key Automate’s virtual key cabinet, including what each status means and where to find full details.
This article covers:
About key actions in the virtual key cabinet
Key Automate organises agency keys in a virtual key cabinet, where you can immediately see status, borrowers, and lending history. You perform the essential actions that move a key through its lifecycle (book, collect, check out, return, or mark missing).
Tip: Status colours help you quickly identify what needs attention (e.g., green for checked‑in/available, red for missing).
Note: Before you begin, ensure that Bricks + Agent is enabled to access Key Automate.
View a key’s details and status
A quick visual pass helps you identify what action is needed.
In Key Automate > Click Key Cabinet (key icon) to load the dashboard
Hover to preview the Key ID, address, and available actions
Look at the colour/state:
Green - Checked in/available (you can create a booking)
Yellow - Checked out
Blue - Ready to collect
Red - Missing (you’ll see a missing date and reason when available)
Click View Full Details to open the full record and see previous booking dates, tags, and the complete history
Tip: Use View Full Details anytime you need the full audit trail before changing a status.
Create a booking
Bookings reserve the key for a borrower for specific dates. You can search for a key number by using the property address or the key number itself.
Select Property from the dropdown menu
Enter the property address. The system automatically searches the database
Note: At least three characters must be entered for the system to begin searching.
Select the property address. The associated keys will appear on the dashboard
Click on the key to open its details window
Select + Add Booking
Set the booking dates:
Checked Out - Planned pickup date
Checked In - Planned return date
Note: These fields set the booking window. They do not change the live status; you’ll still mark Ready to collect and Checked out later when the key is physically collected. (See actions list at the bottom of the panel.)
Select a Borrowing Reason from the drop-down
(Optional) Add Notes for staff (e.g., pickup location, special instructions)
Choose Borrower
Click Add to confirm the booking and assign the person collecting the key
Note: If the borrower’s name isn’t in the list, you can add a custom borrower (see steps below).
The borrower will receive an email confirming the booking, including important information.
The booking appears under Booked date(s); the Upcoming counter increments, and the cabinet card displays a booking indicator.
Select one of the following:
Mark Key as ready to collect - Sets the status to Ready to collect, showing the key is prepared at reception for pickup. The key is not yet handed over, but is visible as waiting for the borrower
Mark Key as checked out (Select a booking to checkout the key) - Records handover to borrower and sets status to Checked out. Requires an active booking. Starts the countdown to the return date and removes the key from availability
Mark key as missing - Flags the key as missing (exception state), usually with a date and reason. The key is unavailable for bookings until the flag is cleared or the key is found
Flag Key for issue - Adds an issue flag (e.g., damage or admin note) without changing status. Alerts staff that follow-up or action is needed
Once selected, click Save to commit the update to the cabinet and audit trail
Add a custom borrower
Use this when the borrower isn’t already in your directory, and you need to attach them to the booking.
While creating the booking:
In the Borrower area, click + Add Custom borrower
Enter the required fields: First Name, Last Name, Email Address, and Phone Number
From the dropdown, select the appropriate role (e.g., Primary Key Borrower
(Optional) Add a Note for staff (e.g., pickup instructions)
Click Add Borrower to attach the person to the booking
Check the details and click the tick icon
Select one of the following: Mark Key as ready to collect, Mark Key as checked out, Mark key as missing
Click Save to commit the booking update and reflect the borrower on the key card and audit trail