Can I use MLW for Key Management?

How to manage Keys with MLW

• Use the asset type “Door Hardware” and name the asset “Key-X”
  
  • If you would like the asset type to be called something else like “Keys” let us know, and we can create it for you. 

Support link to contact us https://support.mlworkorders.com/hc/en-us/requests/new

If only tracking keys and who has them signed out

• Create asset “Keys” or use “Door Hardware” and put “key” in asset name
  • Contractor Set 1 (list all keys in the description)
  • Contractor Set 2 (list all keys in the description)
  • District Master Set
  • HS/MS M1
  • HS/MS M2
  • HS/MS Technology
  • HS/MS Interior
• Set space where the key sets are stored
• Set the assigned user to whoever holds the keys
• Set status to “in use” - make sure to add the user that has the keys for tracking
• Set the status to “available” - when the keys are in the storage location 
• View all keys in the asset grid, filter, or sort by available or assigned
  • Quickly tell what key sets are available and who has assigned keys

If tracking keys to what door they open and assigned user

• Each door can be added onto MLD or only in MLW but would require door/entrance numbers to identify which door is being referenced 
• As asset type “Key” is added the component asset can be linked to the door
  • You can use individual doors and link many component assets
    • HSMS-END-001
      • Component asset = key for this door
    • HSMS-END-002
    • HSMS-END-003
  • You can use a single asset record for all doors of matching key types
    • Asset type = Entrance door
    • Asset name =  EXT Door all doors
    • Component asset = key for “EXT Door all doors”
  • You can link the doors to the key asset as well for a similar result 
    • Asset type = Key or Door Hardware
    • Asset name = contractor keys entrance, overhead, CER
      • Component assets would be each of the doors that this set of keys will open

How to import initial key data in bulk

• If you have an existing spreadsheet that lists keys, lock cores, and door hardware. Please submit a ticket so we can take a  look, and process it for you: https://support.mlworkorders.com/hc/en-us/requests/new

How to assign keys to a user in the system

• If a contractor or non-district user you may need to create a  separate role
• Create a user in the system or assign it to an existing district user
  • You can also assign to a non-system user with an email address
• View all assets 
• Click on the blue text for the asset name to open asset details
• Check out (blue button bottom left) 
• Assign to the user taking the keys
• Choose a due date based on the project or needs
• Add notes for additional instructions 
• Check the box for an email confirmation
  • This sends an email to the assigned user with the details and requested return date
• Asset status will automatically change from Available to in use