Key Management & Equipment Handover

With the Material feature you document seamlessly who currently holds which key — from creation through signed handover to an alarm when a key is not returned after shift end. The same works for radios, tools and any other serialized equipment.

Navigation: Master data → Material (section "Item catalog")

Creating keys

Create a new item under Master data → Material and click the "Key" template (or "Key ring"): kind, category and unit are prefilled — keys are serialized items, every unit is tracked individually. After saving, the units management opens directly.

A key ring is one unit: secure the whole ring with an NFC tag and track it as a single serialized unit — the individual keys on the ring do not need separate records.

Creating unit series

In the units dialog choose "Multiple" and enter count, prefix and start number — "KEY-", "001" and count 20 produce units KEY-001 through KEY-020. Serial numbers already taken are skipped and listed; the rest is created.

You can then print QR labels for the units (action "Print QR labels" in the unit list).

Pairing NFC chips

Pair the NFC chip by scanning in the LiteLog app: scan the chip → the app recognizes an unassigned chip and offers "Pair NFC chip" → pick the unit — done. From then on every scan identifies this unit. The portal only displays the paired chip ID — there is no manual entry.

Handover and return

In the app (recommended): The employee scans the key's chip — the app shows the unit with its current holder and offers issue, transfer, take back or report loss depending on the situation. On issue, the recipient signs directly on the device (booking without a signature is also possible); the receipt is filed as a PDF. For a loss the app asks for a reason (Lost, Defective or Other with a note) and optionally takes an evidence photo — only what the person holds themselves can be reported; in the portal (equipment account) there is no reason prompt. This also works offline — the app syncs everything once connectivity returns.

In the portal: On the employee detail page (tab Equipment) or in a property's material tab you issue units with the issue dialog — including equipment kits, signature and receipt PDF.

You can always see who holds what: on the item under "Current holders", per person in the Equipment tab, and every movement in the journal — unlimited history.

Return alarm after shift end

If an employee signs off while still holding units, LiteLog reminds them automatically: the automation rule "Material not returned → employee" (pre-created and active under Automation) sends them a push and in-app message listing the affected serial numbers.

Escalation to supervisors: Build your own rule under Automation on the trigger "Material not returned after shift end" with a delay (e.g. 2 hours) and a state check ("resolved by now?") — if something is still outstanding, the message goes to the supervisor. If the key came back in the meantime, nothing fires.

Frequently asked questions

What counts as "returned"? Return to warehouse or property, transfer to another person, loss report or retirement — as soon as the unit is no longer with the person, the case is resolved.

Employee only switches properties? No alarm — it only fires when no shift remains open.

Does it need special hardware? No. Any NFC chip/tag works; alternatively use QR labels from the portal.