Key management system
Key Management Software for Property Management
A missing key set, a cylinder to rekey, a tenant left waiting: poor key management costs time and money. Hector tracks every key across your properties like an asset: who holds it, since when, and whether it came back. For connected doors, Hector goes further: it turns a booking into a digital key you open from a phone, with no physical handover.
What is key management software?
Key management software centralizes the tracking of an organization’s keys, fobs and key sets: who holds them, where they are, and the history of every checkout and return. In property management, it applies to residential complexes, commercial buildings, condos and shared spaces, where dozens of key sets move between managers, agents, contractors and residents.
The goal: eliminate losses, prove who had access to what, and recover the right keys at the right time, especially when an employee or contractor leaves.
Two ways to secure your keys with Hector
Track each physical key as an asset
Each key, key set or fob becomes a record in Hector, identified by barcode, QR code or RFID chip. You assign it to a user, and the system always knows who holds what.
- Identification: label and scan each key to know which key matches which set and which unit.
- Field tracking: agents and maintenance staff manage keys on site from the mobile app.
- When someone leaves: in one click, get the list of keys assigned to a person and the ones to collect before they go.
- Storage: your keys stay in your cabinets, lockers or lockboxes; Hector is the central register, it tracks every checkout, not the storage hardware.
Replace the key with digital access
For doors fitted with connected locks, Hector removes the physical key entirely. Through the Salto KS and Vauban VISOR integrations, a Hector booking becomes a working door key:
- Access is granted automatically to the user at the start of their booking;
- The door unlocks from the Hector mobile app (iOS and Android);
- Access is revoked automatically at the end of the booking, with no action and no rekeying.
No key to hand over, no key to collect, no rogue copy: access follows the booking.
It's almost too easy
01
Inventory your keys
Create a record per key, key set or fob (linked unit, barcode / QR / RFID, photo).
02
Assign and set the rights
Assign keys to users and define who can access what.
03
Track checkouts and returns by scan
Every move is scanned from mobile; the history builds itself.
04
Go digital where you can
Connect Salto KS or Vauban VISOR to turn bookings into automatic door access.
Why choose Hector for key management
Provable traceability
Every action on a key is time-stamped. If a key is lost or an incident occurs, you identify the last holder and reconstruct the access history, useful for an audit as much as for an insurance claim.
Pricing independent of user count
Hector’s pricing depends on the volume of assets, not the number of employees. Whether you manage 1 or 100 people, the price stays the same: you always know who holds which keys, without paying per user.
Security and access rights
Define who can check out which keys, set up automatic notifications, and keep your data in a secure hosted environment.
Mobile experience
Everything is handled in the field: scan, assign, return, unlock, without going back to the office.
Hector vs Excel
Managing keys with a logbook or a spreadsheet looks simple, until a key set goes missing or someone leaves without returning theirs. Manual entry, no reliable trail, no alerts: for keys, that is a security risk as much as a waste of time.
| Criteria | Hector | Key ring + spreadsheet |
|---|---|---|
| Who holds which key | Full history per key | From memory or in a logbook |
| When someone leaves | Keys to collect in one click | Unknown, copy risk |
| Identification | Barcode, QR or RFID | Paper tag |
| Field tracking | Mobile app, on-site scan | Back to the office required |
| Door access | Digital key (Salto KS, Vauban VISOR) | Physical key only |
| Access revocation | Automatic at end of booking | Collect the key or rekey |
| Audit and traceability | Full time-stamped log | Approximate |
Software built for every industry
Hector adapts to your needs, whatever your industry.
Everything you need
Asset Tracking
Get an instant overview of all your hardware and software assets, with a flexible tool that adapts to your needs.
Equipment Loans
Automate equipment check-in and check-out, and keep clear track of your loans and rentals.
Mobile App
Access Hector anywhere: track your assets, scan your items and reserve equipment securely.
Report Generation
No more manual reports. Generate your inventories and equipment audits in just a few clicks.
Notifications & Reminders
Get alerted automatically whenever an action, an overdue return or a maintenance task needs your attention.
Data Security
Your sensitive information is protected and stored in a highly secure environment.
Barcodes & QR Codes
Generate and scan barcodes and QR codes to track your assets quickly and without errors.
RFID Inventory
Identify your assets by radio frequency (RFID): no more manual entry or time lost during inventory counts.
See more features
User Synchronization
Import your employees, students or clients so they can access Hector and act autonomously.
Single Sign-On (SSO)
Log in instantly with single sign-on, without re-entering your credentials every time.
Operations Module
Manage your daily activities: procurement, preparation, delivery and repair of your equipment.
Cloud Solution
Your inventory hosted in the Cloud, synced and accessible anytime, anywhere.
Inventory Reconciliation
Compare your physical inventory against your Hector data, spot discrepancies and make your stock reliable fast.
Iris Module
Link your QR codes to specific actions and trigger creation, movement or consumption in a single scan.
Accounting Module
Centralize invoices and payments in Hector: templates, documents and clear tracking of your transactions.
Your questions, answered
What is key management software?
It is a tool that centralizes the tracking of keys, fobs and key sets: who holds them, where they are, and the history of every checkout and return. In property management, it prevents losses and proves who had access to what.
How do you know who holds which key?
Each key is a record identified by barcode, QR or RFID, assigned to a user. Hector shows the holder of each key in real time and the full assignment history.
Can you recover keys when an employee leaves?
Yes. In one click, Hector lists all the keys assigned to a person, so you know exactly which ones to collect before they go.
Does Hector replace physical keys with digital access?
For doors with connected locks, yes: through the Salto KS and Vauban VISOR integrations, a Hector booking becomes a digital door key, granted at the start and revoked automatically at the end, unlockable from mobile.
Does the price depend on the number of users?
No. Hector’s pricing depends on the volume of assets, not the number of employees. You can add as many users as needed without changing your plan.
Can you manage keys from a mobile device, in the field?
Yes. Agents and maintenance staff scan, assign, return and unlock access directly on site from the Hector mobile app.
Does Hector control electronic key cabinets?
Hector is the software register for your keys: it tracks every checkout and return, whatever your storage method (cabinet, locker, box). For door access control, it integrates with Salto KS and Vauban VISOR.