Keys & Access Codes

The Keys & Access Codes section provides a centralised register for all physical keys, fobs, cards, and digital access codes across your developments. It replaces manual spreadsheets or ad-hoc records with a fully audited, searchable, and SMS-capable system built into BlockManOS.

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Getting There

In the dashboard sidebar, navigate to Property → Keys & Access Codes.

The section is available at /dashboard/keys.

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Summary Cards

At the top of the page, six summary cards provide an at-a-glance view of the current state across all developments:

Card	What it shows
Total Keys	All key register entries regardless of status
In Stock	Keys currently held in storage, not issued
Issued	Keys currently issued to residents, staff, or contractors
Lost	Keys marked as lost — highlighted when count is above zero
Access Codes	Total number of access code records
SMS Ready	Whether Twilio SMS integration is configured for this organisation

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Key Register Tab

The Key Register tab lists all physical keys, fobs, cards, remotes, and master keys.

Key types

• Physical Key
• Fob
• Card
• Remote
• Master Key
• Other

Key statuses

Status	Meaning
In Stock	Available in the office/storage
Issued	Currently out with a resident, staff member, or contractor
Lost	Reported lost — requires follow-up
Returned	Previously issued, now returned
Deactivated	No longer in use

Naming convention

Each key is assigned a key reference (key ref) following a structured naming convention, e.g. OP-001, OP-002. The system auto-suggests the next available reference based on the development name prefix when creating a new key, preventing gaps and duplicates.

• Duplicate prevention is enforced at both the application and database level (unique constraint on organisation + key ref).

Filtering and search

• Search by key ref, label, or issued-to name
• Filter by development
• Filter by status
• Filter by key type

Creating a key

1. Click Add Key.
2. Select the development.
3. The key ref is auto-suggested — accept it or enter a custom value.
4. Select the key type and enter a label.
5. Add any notes.
6. Save.

Issuing and returning a key

Issue a key:

1. Open the key detail panel.
2. Click Issue Key.
3. Enter the recipient's name and any relevant notes.
4. Confirm. The status changes to Issued.

Return a key:

1. Open the detail panel for an issued key.
2. Click Return Key.
3. Confirm. The status changes to Returned and the key becomes available to re-issue or return to stock.

Status transitions are guarded — you cannot issue an already-issued key or return a key that is not issued.

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Access Codes Tab

The Access Codes tab manages gate codes, door codes, intercom codes, and other digital access credentials as dedicated records rather than property pop-ups.

Code types

• Gate
• Door
• Intercom
• Alarm
• Lift
• Parking
• Bin Store
• Plant Room
• Meter Room
• Other

Code fields

Field	Description
Development	Which development this code applies to
Code type	The area or system the code controls
Label	Descriptive name (e.g. "Main Gate", "Block A Front Door")
Code	The actual code value
Status	Active or Inactive
Expiry date	Optional — for codes that rotate or expire
Notes	Any additional context

Filtering and search

• Search by label or code
• Filter by development
• Filter by code type

Creating an access code

1. Click Add Code.
2. Select the development and code type.
3. Enter a label and the code value.
4. Set expiry date if applicable.
5. Save.

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SMS Sending

Staff can securely send a key reference number or access code by SMS directly from within BlockManOS, without needing to copy values into a separate messaging app.

How to send an SMS

1. Open the detail panel for a key or access code.
2. Click Send by SMS.
3. Enter the recipient's name and phone number.
4. Confirm and send.

The system uses Twilio to deliver the message. The SMS Ready summary card indicates whether Twilio is configured for your organisation. If SMS is not yet configured, contact your administrator.

Note: SMS sending is subject to your organisation's Twilio account and message volume limits.

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Audit Logging

All create, update, delete, issue, return, and SMS send actions are recorded in the audit log. This provides a full history of who did what, and when, for compliance and accountability purposes.

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Technical Reference

Database tables

key_registers

• Stores physical key records per organisation
• Unique constraint on (org_id, key_ref) — no duplicate key references within an organisation
• Tracks issue/return history and current status

access_codes

• Stores access code records per organisation and development
• Supports expiry dates and active/inactive status
• Tracks code change history

tRPC procedures

Procedure	Description
keys.listKeys	Paginated list of keys with filtering
keys.listAccessCodes	Paginated list of access codes with filtering
keys.createKey	Create a new key register entry
keys.updateKey	Edit a key record
keys.deleteKey	Delete a key record
keys.createAccessCode	Create a new access code
keys.updateAccessCode	Edit an access code
keys.deleteAccessCode	Delete an access code
keys.suggestKeyRef	Get the next auto-generated key ref for a development
keys.issueKey	Issue a key to a named recipient
keys.returnKey	Mark an issued key as returned
keys.sendSms	Send a key ref or code by SMS via Twilio
keys.summary	Summary counts for the dashboard header cards