12 key management hacks every Property Manager should know 

Article by Kate Sunol Marketing Manager, Industry and Growth 7 January 2026

Misplaced keys, broken nails, confused contractors… key management might seem like a small part of the job, but it can cause big headaches if not done well.  

Fortunately, a few simple systems (and clever hacks) can save you hours of chasing, labelling and sorting. Whether you’re managing rentals, sales or both, these tips will keep your key game tight. 

1. Start with a digital system 

Manual key logs are a recipe for errors. PropertyMe’s Key Management makes it easy to track keys digitally, with built-in SMS templates and reminders so you’re never left wondering who took what or when it’s due back. 

2. Set a weekly check time 

Schedule a weekly time to review overdue keys, Thursday afternoon is ideal. By then, midweek inspections and repairs are usually done and it gives you time to chase anything missing before Saturday’s open homes. 

3. Colour code for clarity 

Coloured tags make key types obvious at a glance. Use colours like: 

• 🔴 Red for rentals, 🔵 Blue for sales. 

• 🔴 Red for master sets, 🔵 Blue for tenant copies. 

4. Separate each key set 

Managing multiple trades at once? Keep multiple full sets of keys and label them individually. For example: 

• 45-A goes to the plumber for water efficiency checks, 

• 45-B goes to the smoke alarm inspector. 

5. Add tags for extra info 

Use your key tags to note: 

• 🚨 Alarm codes. 

• 🐕 Pets on premises. 

• 🔑 Remote locations or unusual locks. 

6. Use colour markings on key handles 

A dab of nail polish or sticker can indicate key type: 

• 💛 Yellow for front doors. 

• 🔵 Blue for screen doors. 

• 🔴 Red for windows. 

7. Store bulky items in baskets 

Remotes and garage fobs don’t belong on overstuffed keyrings. Use small baskets at the bottom of your cabinet and attach stickers matching tag numbers to keep things orderly. 

8. Don’t have a master set? Plan ahead 

Use PropertyMe reminders to schedule a key-cutting task at the next routine inspection. Your future self will thank you! 

9. Use a bottle opener for keyrings 

Save your nails and your patience. A flat bottle opener makes it easier (and pain-free) to open stiff keyrings. 

10. Track staff keys with business cards 

When a team member takes keys from the office for a quick inspection, they can simply pop their business card in the key holder.  

It’s a simple way to know who has what, without relying on memory or sticky notes. 

11. Label smart and safely 

Skip the branding on key tags. Instead, add a mobile number so someone can return lost keys without compromising property security.  

You don’t want a branded key turning up next to your agency’s signboard out front. 

12. Invest in a professional key bag 

A quality key bag makes a difference during inspections. Choose something secure, easy to carry and presentable, because a crinkled Ziploc bag just doesn’t cut it. 

Need help setting up digital key tracking? PropertyMe makes it simple with smart reminders, templates and a secure communication chain, perfect for team accountability and compliance.