This webform gives you the possibility to enter detailed information on keys into the FM-Portal. By assigning the key to a key group, it is connected to the locking plan. It is then easy to get an overview of the area the staff member who possesses the key can access.
Identification
Information on the data record’s identification is entered in this section.
| Property | Description |
| Key Group | Select the key group which the key belongs to. |
| Key identifier | Display of the key identifier. It is generated automatically from the code of the key group and the number of the key. |
Details
Information about the precise description of the key can be entered here.
| Property | Description |
| Key Type | Select the key's key type. |
| Key No. | Enter the key number engraved on the key. |
Key Status
Information can be entered in this section about which condition the key has and where it is located. This information is particularly important in ensuring that there are no unclear key statuses and that that the key distribution remains clear.
| Property | Description |
| Remark | Here you can enter a comment about the key. By ticking the following box, you ensure that this comment is displayed on the key logs. |
| Remark on protocol | Select here whether the comment entered should be output on the key logs. |
| Status | Select the status of the key. |
Key Issuance
All information about issuing the present key can be found in this section. This information must be specified when issuing the key.
| Property | Description |
| Date of Issuance | Select the date on which the key was issued. Alternatively, enter the date in DD.MM.YYYY format. |
| Department | Select the department to which this key was handed over. Use the "Handed over to person" field to document the name of the person who received the key. |
| Company | Select the company which the key was issued to or for which the key has been reserved. |
| Rental Contract | Select the tenancy agreement in which the issuing of the key was agreed. |
| Employee | Select the employee to whom the key was issued or for whom the key has been reserved. |
| Issued to (Person) | Enter the name of the person receiving the key for a company or tenancy agreement. Alternatively enter the name of the person to whom the key was given without this being recorded. |
| Has to Be Returned on | Select the date by when the key must be returned or deposited. |
Return
This section should be filled in when the key is returned.
| Property | Description |
| Responsible for Take-Back | Select the person responsible for returning a temporarily issued key. |
| Return Date | Select the date on which the key was returned or deposited. |
Storage
If the key is deposited, the data is specified in this section.
| Property | Description |
| Depository | Select the depository of the key. If "Deposited" was selected for the key, this field is displayed after the webform has been briefly and automatically loaded. |
| Hook No. | Enter the number of the hook on which the key is hanging. The hook number should only be filled in if the key status has been set to "Deposited". |
Destruction
This section contains information on destroying the key.
| Property | Description |
| Key destroyed by | Select the person who actually destroyed the key. The surname, first name and personnel number are printed on the log. |
| Destruction date | Enter the exact date on which the key was destroyed. This date is displayed in the log. |
Loss
Information on the loss of the key can be recorded in this area.
| Property | Description |
| Risk assessment | Select one of the preset risk assessments here to receive instructions on what the next steps should be in this case. |
| Date of loss | Enter the exact date on which the key was lost. |
| Lost through | Select the person who lost the key here. Use this especially if this is not the person to whom the key was originally issued. |
Documents
All documents about keys can be uploaded here. This includes, for example, signed and scanned issuance and return forms.
In this section you can upload, download and manage files.
Key Issuance Form
Issuance forms are used to document issuing of keys to employees. The issuance form for the present key can be downloaded by clicking the "Reports" button on the webform’s tool bar.
Return Form
Return forms are used to record the returning of keys. A return form for the present key can be downloaded by clicking the "Reports" button on the webform’s tool bar.
Key Loss Report Form
Key loss report forms are created if a key is lost. The key loss report form for the present key can be downloaded by clicking the "Reports" button on the webform’s tool bar.
Elimination Form
Elimination forms are used if the key to which the form relates has been destroyed. The elimination form for the present key can be downloaded by clicking the "Reports" button on the webform’s tool bar.
Print key label
Print key label
