Cleaning company: tracking the keys of client sites
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For a cleaning company, a lost key is not just a key ring to remake: a client's trust is at stake. Keys arrive from outside, are shared among several agents, and come back to the depot on routes that keep changing. A notebook cannot keep up. Here is a setup that holds as the number of sites grows.
One key ring per client site, linked to its site
Create a key ring for each site, with the keys that make it up: entrance, technical room, alarm, mailbox. Link it to the client's site, so you can find all the key rings of one client at once.
In Fluxalyo, each key ring has its photo, the list of its keys and its label to print, and sites are managed in a reusable list.
Know which agent has which keys this morning
At the start of the route, the manager scans the key rings handed to the agent. At the end of the day, the agent returns them, and the return is recorded in seconds. At any time, an agent's record shows what they are holding.
Your agents do not need an account: they are records in a list of people, with their contact details. Only those who lend and return keys have an account.
Prove every handover to the agent
A key entrusted to an agent is a responsibility. A handover contract states what is entrusted to them and what they agree to do, and it is signed on screen when the loan is made, or by attaching the signed paper version. The PDF stays linked to the loan, with your company's header and footer.
Spot right away what does not come back
A route that drags on, an agent on leave, a key left at a client's: every loan has a return date, and overdue loans show up on the front desk. An alert can notify the people you choose, by email and by notification.
On return, you tick what is present on the key ring. A missing key goes to a To handle list, with the origin of the problem, so you can decide quickly: find it or warn the client.
Take stock at the depot, key ring by key ring
Once a month, or after a busy period, a control inventory lets you scan the depot's key rings one by one and see what is there and what is missing. The history keeps the name of each author and each date, useful in case of a dispute with a client.
Frequently asked questions
?How do you track the keys of a cleaning company's client sites?
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You create one key ring per site, linked to the client's site, with its keys and a label to scan. At the start of each route, you scan the key rings handed to the agent, and scan them again on return. Each agent's record shows what they are holding.
?Do cleaning agents need an account to borrow keys?
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No. Agents are simple records in a list of people. Only the team members who lend and return keys have an account, with the rights you give them.
?What should you do when an agent does not return a key ring?
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The loan shows as overdue on the front desk and an alert can notify the people you chose. The signed contract and the loan history recall what was entrusted and on what date.
See Fluxalyo, the key management software →