Log+Key

Documentation Everyday tasks

Handing objects to external people

How to hand a key in Log+Key to subcontractors, service providers or partners who have no access of their own — with a contact, an assignment, a signature and a receipt.

The property manager hands the key to the subcontractor or the architect on the building site: external people have no access to Log+Key, yet later it should still be clear who has the key. To do that, you set the person up as a contact and assign the object to them. A signature and a receipt make the handover provable.

Creating a contact, assigning an object to the contact and emailing them a receipt

Before you start

You need the permissions Manage Contacts and Object Assignment – admins and owners in the standard roles. For the email receipt you also need Send Email Receipts.

Step 1: Set the person up as a contact

You either create the contact beforehand under Contacts or directly while assigning, with the entry Add new contact (step 2) – the same form opens there, and you finish it with Save. Beforehand it works like this:

  1. Open Contacts and click Add.
  2. Enter First name and Last name – both mandatory. Add the Email if the person should receive a receipt, and Phone number, Job title and Company as needed.
  3. Click Create.

Step 2: Assign the object

  1. Open the object and choose More actions → Assign object.
  2. Choose the contact in the list – contacts appear there together with your users, with the company underneath.
  3. Optional: add a Comment. For a deadline, switch on Override default return deadline and choose the Latest return deadline.
  4. Switch on Confirm action with signature so the person signs for the handover, and Send email receipt so they get a receipt.
  5. Click Confirm with PIN. Log+Key asks for the PIN only at the very end.
  6. In the Send email receipt step, choose the contact via Select from contacts – the list shows contacts and users with their email addresses – or enter an address and click Add. Then Continue.
  7. In the Confirm with signature step, the name is prefilled with the contact’s name. The person signs in the pad. Finish with Confirm with PIN and enter your personal PIN.

The object is then In use, and the history records the contact as the recipient. All the details on assigning are in Assigning objects.

Step 3: Catch up on the signature and receipt

  • Signature: the external person signs right on the device you book the action on; Log+Key stores the signature with the date and name on the action. If it is missing, add it later on the history entry – see Adding a signature afterwards.
  • Receipt: the receipt can also be printed or sent to the contact afterwards – on the history entry via Print receipt and Send receipt. Addresses entered under Settings → Notification settings → Email receipts automatically receive a copy. Details: Printing and sending receipts.

Step 4: Book the return

When the person brings the object back, open it and choose More actions → Receive object. The dialog names the current holder; with Confirm action with signature and Send email receipt you document the return too. Finish with Receive object and your PIN – the object is available again. Details in Assigning objects.

Tips

  • With a return date, the object is marked Overdue once it passes, and Log+Key can send a notification – see Setting a return date.
  • If external people work with you regularly, you can turn the contact into a user – see Turning a contact into a user.
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