Reports in Keywhere
Generating a Report
From the KeyWhere Dashboard, navigate to the settings tab on the left side menu.
1. Within Settings, click on Report tab in the side menu. Select from the reports listed.
2. Expand the 'Options' section and select from one of the following options to view, email or export the report. This will apply any filters for a time period or specific team member.
3. Reports, once generated, will allow you to print a list of everything in the report. Click here for more information about what's included in each report.
Creating a Scheduled Report
From the KeyWhere Dashboard, navigate to the settings tab on the left side menu.
1. Click on the Report tab in the side menu.
- Once you have selected the desired office, select a Team Member or use a specific email address.
- Select how frequent you would like the report to be generated.
- Select the time of day you would like to receive the report.
- Select the type of attachment you would like to receive.
- Select the the time period for the report results. By default, this is set to 3 Months. Note, this is not relevant for all reports.
- Select a team member to generate results for. By default this is set to all staff. For example, selecting a staff member here will include include properties they are assigned to. Note, this is not relevant for all reports.
Note: Selecting PDF/Excel will collate all the reports you have selected for this schedule. Selecting ZIP will separate the reports you have selected and send them in a ZIP folder.
2. Next, select from the appropriate reports listed.
3. Click the Schedule Report button at the bottom of the page to save this scheduled report.
Removing/Editing a Scheduled Report
1. From the KeyWhere Dashboard, navigate to the settings tab on the left side menu. Click on Schedule tab in the side menu.
2. Click on the 3-dot icon to get options for delete or edit.
Changing Report Settings
1. From the KeyWhere Dashboard, navigate to the settings tab on the left side menu. Click on Settings tab within Reports in the side menu.
2. Now you can change settings for specific reports. For more information about each setting hover over the i icon next to "days". Once you have made the necessary changes press save at the bottom of the page.
Report Types
From the reports settings, you can choose which reports to send. Parent accounts (e.g. the statewide account for an agency) will receive reports that include all child account information.
All report types include the option to limit results to a specific team member's activity and a specific date range.
This section outlines what information is contained in each report type:
Monthly Summary
Includes General Statistics:
- Total cabinet positions
- Total cabinet positions free
- Total Keysets
- Keys Deleted in the last 30 days
- Keys Created in the last 30 days
- Keys Loaned in the last 30 days
And KeyWhere specific statistics:
- Total electronic panel positions
- Total electronic panel positions free
- Total Keys Tagged in the last 30 days
- Total Keys Untagged in the last 30 days
- Total Keys Tagged
- Total Untagged Keys
Due Back Today
Shows all keys due back the day the report is generated.
Vacate List - No Keys (Real Estate users only)
Shows all properties on the vacate list that don't have keys associated - does not include keys that have been marked as missing.
Keys Removed
Shows all keys deleted in the set-up time period (default 30 days - this time period can be adjusted in the reports settings).
Keys Per Panel
Shows a summary of all keys currently assigned to each panel in the KeyWhere system.
Current Loans
Shows all keys currently loaned out, including overdue keys.
Completed Loans
Shows all loans that have been returned successfully. It may be useful to specify a date range in the "Options" section for this report.
Infrequent Loans
Shows all keys currently classified as infrequent loans - keys that haven't been borrowed in the last 100 days (default - this time period can be adjusted in the reports settings) and the date they were last borrowed.
Missing Keys
Shows all keys currently marked as missing, and the date and time they were last seen (i.e. interacted with in the system - loaned out, returned, etc.)
Properties Without Keys
Shows all properties without at least one associated key.
Unassigned Keys
Shows all keys currently unassigned (untagged) and unknown (on the panel and untagged) keys.
Overdue Loans
Shows all currently overdue key loans.
Vacate List (Real Estate users only)
Shows all properties that have been vacated.
Other Agent Involvement
Shows all keys that have been loaned to an agent from another agency in the last 30 days (default - the time period can be changed in reports settings).
Problem Keys
Gives a list of all keys with bad key numbers (those that don't agree with the key number format) and keys that don't have the "active" state (i.e. they are broken, lost, etc.)
Available Hook Positions
Gives a list of all the hooks positions on all panels without a key assigned.
Available Key Numbers
Gives a list of all the unused key numbers up to your highest key number.