Key management, without a notebook or a spreadsheet
Fluxalyo offers a key management module, on top of stock, supplier orders and equipment lending, and it can be used on its own. Each key ring has a label to scan, every loan and every return is recorded in seconds, and the handover contract is signed on screen. You know at any time who has which keys, since when and in what condition, whether you hand them to people or to companies.
What Fluxalyo changes in practice
The Keys module switches on with one click in the settings, separately from the rest, and it is included in the subscription. An organization can use it on its own, without stock management. Here is what it brings, from the loan to the contract.
No way to know who has which key
On a notebook, a loose sheet or in someone's memory, the answer depends on who is in that day.
A front desk to lend and return
Two big buttons, Lend keys and Return keys. On a phone or a tablet, the camera opens right away to scan the key ring label. On a computer, you find it by typing its name or number.
A key that never comes back
Without a return date or a reminder, a forgotten key ring stays out for weeks, sometimes until the lock is changed.
Overdue keys no longer go unnoticed
Every loan has an expected return date. Current and overdue loans are visible at a glance on the front desk, and you can turn on an alert that notifies the people you choose, by email and by notification, when a key ring is not returned on time.
A key ring that comes back incomplete
One key of the set is missing, but nobody knows whether it was already missing at departure, or since when.
Each key ring with its exact keys
A key ring groups its keys, with a photo and a label to print. At departure and at return, you tick what is present, and any gap shows immediately, with a history of who did what.
No proof of handover
Without a signed contract, it is hard to remind someone that they received keys and what they agreed to do with them.
A handover contract signed on screen
One contract for a person, another for a company, with your own text and your own document layout. It is signed on screen, or you attach the signed paper version, and the PDF stays linked to the loan. If the loan is changed after signing, Fluxalyo flags it.
Lost or damaged keys with no follow up
A lost key is discovered at the last minute, and nobody knows who is handling it or where the problem came from.
A To handle list and control inventories
Lost, damaged or missing keys go to a To handle list, with the origin of the problem (return, departure or inventory) and a button once they are found or repaired. The control inventory is done by scanning key rings one by one.
Contact details scattered everywhere
The names, phone numbers and addresses of the people and companies you hand keys to are noted in ten different places.
The memory of every borrower
Your sites, storage places, people and companies live in reusable lists. A borrower's record shows all their loans, current or returned, and can be exported as a CSV file for your follow up.
In practice, for your organization
As soon as keys are handed to others, the question is the same: who has them, and did they come back? Here is how Fluxalyo adapts to each situation.
A few concrete examples
Town hall and public facilities
The keys to the community hall, the gym and the technical rooms are lent to associations and staff, with a signed contract and an alert if they do not come back.
Cleaning company
An agent leaves with the keys of several sites, and the manager sees at a glance who has them and what is still to return.
Sports club or campsite
The keys to changing rooms, premises or accommodations pass from hand to hand, with no notebook getting lost.
Property manager, landlord or agency
Keys handed to tradespeople, tenants or visitors are tracked with a signed proof of handover.
Company with a fleet or several sites
Vehicle and building keys are stored, lent and found again without a chain of phone calls.
And more broadly, any organization that lends keys and wants to know who has them, where they are and in what condition.
Frequently asked questions
?How do you track keys lent out by a town hall or an association?
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Each key ring gets a label to scan. For every loan, Fluxalyo records who takes it, the expected return date and what is ticked on the key ring. At every return, you scan again and any gap shows immediately.
?How do you get a key handover contract signed?
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You write your contract template, once for people and once for companies. When the keys are lent, the person signs on screen, or you attach the signed paper version. The PDF is kept with the loan.
?What should you do when a key ring is not returned on time?
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The key ring shows as overdue on the front desk. If you turned on the overdue alert in the settings, the people you chose are notified by email and by notification.
?What equipment do you need to manage keys with Fluxalyo?
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No special equipment. Fluxalyo is online software: you only need labels to print and a phone, a tablet or a computer. It also works alongside a key cabinet or key board you already own.
?How much does the Keys module cost?
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It is included in the subscription, with no paid option on top. The subscription depends only on the number of managers.
?How do you use only the keys, without stock management?
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Each module switches on separately in the settings: an organization can turn on only the keys, and its space then shows nothing about stock.
Ready to know where your keys are?
No free trial, but no commitment either.