Never miss out again with key reservations

Monday morning, quarter past eight. The maintenance team calls: “The key to the meter cabinet is missing.” You sigh. Not again. Just yesterday, the contractor picked up that key for a repair job, and now it’s nowhere to be found. Meanwhile, the work has come to a standstill.

Moments like these happen in more organisations than we’d like to admit. Everyone is busy, and keys change hands quickly. That’s where reservations make all the difference. You avoid surprises, because you know in advance that the key will be available when you need it.

How key reservations work

With the KeyConductor electronic key cabinet, you can easily reserve keys in advance.
No more walking to the cabinet and hoping for the best, now you can be sure your key is waiting for you. Here’s how it works:

• Create a reservation in your own system (for example, TOPdesk).
• You’ll receive an email containing a QR code.
• Or use your access card or tag to log in at the cabinet.
• The light next to your reserved key will turn on.
• Take the key and you’re ready to go!

When your reservation is nearly over, you’ll automatically receive a reminder. Returning the key is just as simple as collecting it.

Why reservations work best in busy organisations

In workplaces where many people share the same keys, it’s easy to lose track. By using reservations, you bring structure and clarity: everyone knows when a key is available and who it’s reserved for. That prevents double bookings and confusion. Ideal for:

• Pool cars and shared bicycles
• Meeting rooms and archive spaces
• Technical areas such as server rooms or meter cabinets

What it means for facility managers

• Always know who has which key
• Decide which keys are freely available and which require a reservation
• Receive automatic notifications when keys are returned late

You can manage all these functions easily in the Connect software. From one clear overview, you can see who has which key, when it was issued and when it is expected to be returned. Everything stays organised, without you having to chase it up.

Also useful for contractors and suppliers

Sometimes it’s not just colleagues who need access. A contractor or cleaning service may need to get in, but you want to avoid them standing in front of a locked door. Now you can reserve keys for external parties as well. The administrator schedules the time, and the key is waiting in the cabinet: secure, logged, and right on time.

Seamlessly connected with your own system

Many organisations already work with systems such as TOPdesk, where they manage reservations, reports and work orders. The KeyConductor connects easily with these systems. Our software team has developed a ready-to-use template, so your own IT colleague can set up the integration quickly – no complex configurations required. Here’s how it works:

• Do it yourself: use our template and link the systems with help from your IT colleague.
• Let us handle it: we take care of the entire process, from installation to full integration.

Do you use another system besides TOPdesk? No problem. Integration with other software is also possible – we’ll be happy to find the best solution together.

Not just keys: reserve equipment too

Reservations don’t only work for keys – you can also manage and lend out equipment using our CapLocker electronic lockers. Think of laptops, cameras or two-way radios. You can even reserve items in advance and report a defect when returning them.

See how easy reservations can be

Visit our showroom in Barneveld or book an online demo. We’ll show you how simple it is to reserve, collect and return keys or equipment.