Everything in one place

Every key is an asset. Treat it like one.

Physical keys are the most misplaced access credential in any organization. Without a disciplined system, keys walk out the door and never come back — and nobody knows who had them last. Spreadsheets fail the moment a key changes hands for the second time.

KeyDog treats every physical key as a traceable asset with its own record: who holds it, when it was issued, when it is due back, and a full transaction history. When keys go overdue, automated email reminders go out — no manual chasing required.

Key rings keep related keys together for users who need a bundle rather than individual keys, such as building custodians, maintenance crews, or site managers. Each ring checkout generates its own record and can require a signed agreement before the keys leave the office.

• Issue and recover keys with a signed digital agreement
• Ring-based checkout for grouped key bundles
• Automated overdue alerts via email on a configurable schedule
• Full per-key transaction history with timestamps and user attribution

Know every door. Down to the hardware.

Every door is a policy decision. Which hardware is installed, which access profile applies, what the opening schedule is, and which fob profiles have clearance — these are details that matter for audits, maintenance work orders, and security reviews.

KeyDog stores a complete record for every door in your inventory: hardware specifications, access levels, associated fob profiles, notes, and physical location. Your team can answer "who can open this door on weekends" in seconds instead of hunting through a binder.

When hardware is replaced or access levels change, the record updates and the audit trail captures who made the change and when. Nothing gets lost in a transition between facilities staff.

• Hardware specifications recorded per door
• Access level and fob profile associations
• Full change history with user and timestamp
• Link doors to floor plan locations for visual reference

Map access. Spot over-permission. Move fast.

Access control systems grant permissions through profiles — bundles that determine which doors a credential can open and when. Without clear records of what each profile covers, access sprawl creeps in. People leave, but their profiles stay active.

KeyDog maps every fob profile to the doors, buildings, and zones it covers. When someone is issued a credential, their profile is logged. When they leave, you can see exactly what access they held and flag it for revocation — no guesswork, no missed doors.

This is especially valuable during compliance reviews or security incidents, when you need to answer "who had access to the server room in Q2" without pulling a legacy access control report and reconciling it against an HR spreadsheet.

• Profile-to-door mapping across buildings and zones
• Assigned profiles per staff member, with issuance dates
• Historical access records for compliance and audits
• Cross-referenced with door management records

A log nobody can edit. Evidence you can trust.

Regulators, insurers, and security teams all want the same thing: proof of who did what and when. A spreadsheet that anyone can edit doesn't qualify. KeyDog's audit trail does.

Every action in KeyDog — key issuances, door record changes, fob profile updates, login events, and admin changes — is written to an immutable log with the acting user's name, a timestamp, and a plain-language description of the change. No retroactive edits. No deletions.

Reporting tools let you filter the log by date range, user, action type, or specific record, then export the results as a CSV for external compliance tools or board reporting. Retention is 3 years on Starter and 10 years on Campus.

• Tamper-evident log for every system action
• Filter by date, user, record, or action type
• Export to CSV for compliance reporting
• 3-year retention on Starter, 10-year on Campus

One record per person. Nothing left behind.

Facilities teams manage more than keys. Safe combinations, system account credentials, door codes, and alarm PINs all need a secure home — one that isn't a Post-it note on the manager's monitor or a shared spreadsheet with no version history.

KeyDog stores safe combinations and system accounts with role-based access: only users with the right permission level can view or modify sensitive records. Every view and every edit is logged, so you always know who accessed what and when.

Staff records tie everything together. Each person has a record showing which keys they hold, which fob profiles they carry, and which safes they have access to. When someone leaves, a single staff record gives you an instant offboarding checklist — no cross-referencing multiple systems to figure out what to recover.

• Safe combination records with role-based access controls
• System account and credential storage with audit logging
• Staff records linked to keys, fob profiles, and safes
• Instant offboarding view — see everything to recover at once

Documentation that writes itself.

When someone is issued a key, that issuance should be documented and acknowledged. Key agreements create a paper trail — the key holder confirms they've received the key and understand their responsibility to return it. Without this, disputes over lost keys have no foundation.

KeyDog generates PDF key agreements automatically at checkout. The recipient's name, the key details, the issue date, and the expected return date are all populated from existing records — no re-typing required. Completed agreements are stored against the key transaction and can be retrieved instantly during a review.

Reporting gives managers visibility across the whole inventory: overdue keys by building, active checkouts by staff member, transaction history for any date range, and summary exports for facilities reports, board meetings, or insurance requirements.

• Auto-generated PDF agreements populated at key issuance
• Agreements stored and retrievable per key transaction
• Overdue key reports with scheduled email delivery
• Export transaction and audit data to CSV at any time

Find the right key without learning a single building code.

Reference numbers and door codes make sense to the person who set them up. Everyone else is left guessing. New staff, contractors, and after-hours crews lose time hunting for "D-045" when all they really know is "the door to the science lab."

KeyDog lets you upload a floor plan for every building — a PDF or an image — and pin keys and doors directly onto it. Anyone can open a plan, see the layout the way they already picture it, and click a pin to pull up the full key or door record behind it.

Because every pin is linked to the underlying records, the floor plan stays accurate as keys are reissued and doors change. It is a live map of access, not a drawing that goes stale the day after it is uploaded.

• Upload building floor plans as a PDF or image
• Pin keys and doors to their exact physical location
• Click any pin for the full key or door record
• Pins stay linked to live records and the audit trail

Sensitive actions get a second set of eyes.

Not every action should be a one-person decision. Granting access to a safe, revealing a stored combination, or issuing a master key are the moments where a missing checkpoint becomes a real security gap.

KeyDog lets admins define exactly which actions require approval — access grants, credential reveals, key issuance, or a general-purpose request — and assign the approvers for each rule. Anyone without sign-off authority submits a request instead of acting directly, and the approver decides from a dedicated portal.

When a request is approved, KeyDog applies it for you: the access grant or key issuance is carried out automatically, and credential reveals open for a limited window. Every request, decision, and approver is written to the audit trail, so the paper trail builds itself.

• Admin-defined rules for which actions require approval
• Per-rule approvers — assign exactly who signs off
• Enforced on access grants, credential reveals, and key issuance
• Requests portal with a live queue, history, and decisions
• Approved actions apply automatically and log to the audit trail

Your fleet. Every vehicle, credential, and document in one place.

Facilities teams managing fleet vehicles face the same paper-trail problem as physical keys — but the stakes are higher, because vehicle credentials carry legal weight. Insurance documents lapse, registration renewals get missed, and loaner vehicles come back without a record of who drove them last.

KeyDog tracks every vehicle in your fleet with its own record: registration, insurance documents, assigned vehicle keys, and a full custody chain. Key agreements and checkout records attach directly to the vehicle, so you always know who has the keys and whether the paperwork is current.

• Fleet records with make, model, plate, and registration
• Insurance and registration document storage per vehicle
• Vehicle key assignments with agreements and custody history
• Checkout records tied to the vehicle and the named driver

Manage access by team, not by person.

Issuing keyrings one staff member at a time works until your team grows. When a new custodian joins the night crew, they need the same keyring access as everyone else on that crew — and when someone leaves, their access needs to come off the same way. Managing this person-by-person is error-prone and slow.

KeyDog lets you define teams — groups of staff sharing a common access profile. Assign keyrings to the team and every member gets access. New hires join the team and inherit the right keys automatically. Team managers in the staff portal get scoped visibility over their group's active keys and open requests without needing a full admin account.

• Create named teams and assign staff members
• Keyring assignments at the team level — not per person
• Portal manager role for team leads — scoped, no admin access needed
• Team-level view of active keys, checkouts, and open requests

Define who gets what before the hire paperwork is done.

Every job title at your institution has a predictable access profile — the custodian needs the night-crew keyring, the science lab supervisor needs lab keys, the office manager needs the safe combination. When that access is documented as a template, onboarding a new hire takes seconds instead of an inbox thread with facilities.

KeyDog's access planning module lets you define key and keyring access templates by job title. When a new staff member joins, their template pre-fills the right access grants. Changes to a template — which affect everyone in that role — require approval before they take effect, preventing accidental or unauthorised mass-access changes.

• Job-title access templates with keys, keyrings, and fob profiles
• Pre-fill new hire access from their role template
• Approval gate on all template changes — changes to a role affect all holders
• Full audit trail of template versions and who approved each change

Key checkout without a trip to the office.

Not every key checkout needs a facilities admin present. Routine checkouts — a custodian picking up their keyring at the start of a shift, a maintenance worker pulling a building key for a scheduled job — are bottlenecks when they require waiting for someone to be available at a desk.

KeyDog kiosks are self-service terminals you can place in lobbies, equipment rooms, or any unmanned location. Staff authenticate with a PIN, see their authorised keys and keyrings, and check out or return in seconds. The transaction is logged to the audit trail in real time — indistinguishable from an admin-initiated checkout.

• Pair any device as a kiosk with a one-time pairing code
• Staff authenticate by PIN — no shared passwords
• Live display via SSE — the screen updates the moment a key changes state
• Every kiosk transaction logged to the main audit trail

Give staff a window into their own access — without handing them the keys to the admin panel.

Your staff want to know what keys they currently hold, whether their agreements are up to date, and how to request access to something they need. Right now, they email facilities and wait. That queue is a time sink for both sides.

The KeyDog staff portal is a separate login — completely isolated from the admin side — where staff can see their own keys and agreements, acknowledge new agreements, and submit access requests. Approvers get notified and handle requests from the admin panel. No admin account is created, no sensitive data is exposed.

Team managers get a slightly elevated view: they can see the active keys and open requests for everyone on their assigned team, making escalation and handoff far simpler without granting full admin privileges.

• Separate login at the portal URL — isolated from the admin panel
• Staff view their own active keys, agreements, and request history
• Acknowledge key agreements directly in the portal
• Submit credential reveal and access requests — approvers handle the rest
• Team manager role with scoped visibility over their group

The right access for every person on your team.

A facilities coordinator and a read-only auditor shouldn't have the same buttons available to them. Neither should a key clerk who processes checkouts have access to role management or plan settings. Giving everyone admin-level access because the system doesn't have fine-grained controls is a security gap — and it creates noise in your audit trail.

KeyDog ships with five built-in roles that cover the most common team structures out of the box. When your org is more complex, you can build custom roles by toggling individual permissions from a library of 40+ controls that span every module — keys, doors, safes, system accounts, staff records, and more.

• Five built-in roles: Super Admin, Admin, Manager, Key Clerk, Viewer
• 40+ granular permissions spanning every module
• Custom roles — compose exactly the rights your team needs
• Role assignment and changes are logged to the audit trail