Key Management for Facilities Management
Every Site.
Every Engineer.
Every KeyAccounted For.
Eighty sites. Two hundred engineers. Thousands of keys. Do you know where they all are right now? Keyhive gives you real-time visibility of who has which client keys, generates audit-ready compliance reports in seconds, and creates a signed record of every subcontractor handover.
Trusted by property professionals worldwide
500,000+
Keys managed1,000+
Happy users2,000,000+
Checkouts trackedSound Familiar?
Keys — The Invisible Bottleneck in Your Operation
Your helpdesk handles 150 reactive jobs a day. Multiple times daily, the same problem: an engineer is dispatched, but nobody knows who actually has the keys for that site. The information exists somewhere — in a spreadsheet, in someone's memory, in a sign-out book at a different office. By the time you track it down, you've delayed the job, risked an SLA breach, and frustrated the client.
Dispatching Blind
A reactive call comes in. You dispatch the nearest engineer — then discover they don't have keys for that site. Now you're rerouting, arranging handovers, or delaying the job. This happens multiple times a day because the spreadsheet tracking key locations is always out of date.
The Three-Day Audit
A client requests 12 months of site access records for a contract review. Your team spends three days compiling paper sign-out logs from multiple key stores across different locations. By the time you deliver, the client is already questioning your processes.
The Subcontractor Black Hole
You issued client keys to an HVAC subcontractor last Tuesday. They say they returned them. Your office has no record either way — and now the client needs emergency access to the same site. Who actually has the keys?
No Proof, No Defence
Your client disputes that your engineer attended within the SLA window. Your engineer says they were there. Without a documented, timestamped record of when keys were collected, it's your word against theirs — and the SLA penalty lands on you.
Simple by design
Track Every Key Handover — Wherever It Happens
Whether your engineers are at HQ, on a client site, or in the van between jobs, every key checkout is captured with a digital signature and a timestamp. No paperwork. No phone calls to the office. No outdated spreadsheets.
Scan
Engineers scan the NFC key fob using the mobile app on their smartphone or at a Keyhive kiosk at the office. Works wherever they are.
Sign
A quick digital signature captures who's taking the key, which client site, and the expected return time. Add notes for job references or access instructions.
Go
From that moment, the key is tracked. Your helpdesk can see who has it. Automatic reminders fire if it's overdue. Full audit trail, zero paperwork.
Average checkout: 7 seconds. Mobile app works anywhere with signal.
Built for FM
Every Feature Your Operation Needs
Keyhive was built for businesses that manage keys across multiple sites with constantly moving teams. From reactive callouts to planned maintenance, here's how it keeps your operation informed and accountable.
Real-Time Visibility for Smarter Dispatch
Before dispatching an engineer, see who already has keys for that client site — instantly. No phone calls, no outdated spreadsheets. Search by client site, engineer, or key to get an up-to-date picture of your entire portfolio from a single dashboard.
Automatic Overdue Reminders
Engineer still has client keys from last week's job? Keyhive automatically sends text or email reminders when keys are overdue — so your operations team can focus on scheduling, not chasing.
Subcontractor Sign-Out Tracking
Issue keys to subcontractors with a signed, timestamped record. When an HVAC engineer or electrician disputes a return, you have the evidence to resolve it immediately — protecting your client relationships.
Audit-Ready Compliance Reports
Every key movement is logged with who, when, which site, and why. Generate client-ready reports for any site, engineer, or date range in seconds — not days. Timestamps, signatures, and full chain of custody, ready for contract reviews and client audits.
Multi-Site Portfolio Management
Managing keys across dozens or hundreds of client sites? Keyhive gives you visibility across every location from a single dashboard. Add new sites as you win contracts, with central oversight from day one.
Mobile App for Engineers in the Field
Engineers check keys in and out from any smartphone — at HQ, on a client site, or between jobs. Every handover is recorded regardless of location, so your helpdesk always has an up-to-date picture of where every key is.
Works With Any Key Storage Setup
Key safe at the client site? Cabinet at HQ? Keys in engineer vehicles? Keyhive works with all of them. Attach an NFC fob to each key and your existing storage becomes digitally tracked — no infrastructure changes required.
Engineer & Team Performance Insight
See which engineers currently hold keys, how many sites they're covering, and whether any returns are overdue. For operations managers running large teams, it's the visibility you need to keep your portfolio moving.
Protect Your Contracts
The Evidence Your Clients Expect
FM contracts live and die on SLAs and documented compliance. When a client challenges a response time or questions who accessed their site, you need documented evidence — not verbal reassurances. Keyhive gives you the records to back up your service delivery.
Documented Key Collection Times
Every key checkout is timestamped with a digital signature. Show clients exactly when your engineer collected the keys for their site — documented evidence to support your SLA reporting.
Client-Ready Reporting in Seconds
Generate professional access reports for any client, site, or date range in seconds — not the three days it takes to compile paper logs. Ready for contract reviews, quarterly reporting, and ad-hoc client requests.
Subcontractor Documentation
When you issue client keys to a third-party contractor, every handover is signed and timestamped. If anything goes wrong on site, you have documented proof of who had the keys and when.
Resolve Disputes with Evidence
Client says nobody attended? Subcontractor claims they returned the keys? Check the system. Digital signatures and timestamps end disputes before they damage relationships.
Works With Your Systems
Fits Into Your Existing Operation
Already using FM software or CAFM systems? Keyhive can integrate with your existing platforms, keeping client and site data synchronised and reducing double-entry.
Client & Site Data Import
Send us your client and site data — we'll handle the import so you're tracking keys from day one, without hours of manual entry.
Growing Integration List
We integrate with a range of management platforms and are adding more all the time. Ask us whether your CAFM or FM system is already supported.
Quick Setup
Most FM companies are live within a week. We handle the technical work — your engineers focus on serving clients.
Trusted by Professionals
What Our Customers Say
"Great system for handling lots of keys, would highly recommend!"
Ben Nicholls
"The Keyhive system is very simple and efficient and helps us easily keep track of our keys."
Nareen
"A great key management system, easy to use and value for money. Would highly recommend."
BA Commercial
2M+
Key movements tracked
7 sec
Average checkout time
5 stars
App Store & Google Play
Questions?
Frequently Asked Questions
This is our number one design priority. Keyhive checkouts take 7 seconds — faster than signing a paper log or texting the office. The mobile app means engineers can check keys in and out wherever they are, with no extra trip to HQ. We typically see over 95% adoption within the first month.
Yes — multi-site management is a core feature. Whether you manage 20 sites or 200, Keyhive gives you a single dashboard with real-time visibility across your entire portfolio. Add new client sites as you win contracts, and you'll have central oversight from day one.
The mobile app works 24/7, so engineers can check keys in and out at any time. More importantly, your helpdesk or on-call coordinator can see in real time which engineer already has the keys for a given site — so you dispatch the right person first time, without phone calls or guesswork. Keyhive doesn't provide physical access to locked key stores, but it eliminates the most common delay: not knowing who has the keys.
Subcontractors can be added to the system in seconds during checkout. They'll receive automatic reminders if keys are overdue. Every handover is signed and timestamped, so you have full documentation of who had client keys and when — even when the work was subcontracted.
Yes. Generate access reports for any client, site, engineer, or date range in seconds. Show your clients exactly how their keys have been managed — every checkout, every return, every signature. Reports export instantly, ready for quarterly reviews or ad-hoc client requests.
Keyhive integrates with a range of management platforms and we're adding new ones regularly. During your demo, our team can discuss whether your specific system is already supported and how we'd get your client data into Keyhive.
Most FM companies are live within a week. We supply the NFC key fobs and optional kiosk hardware, import your client and site data, and train your team — either in person or via video call. Adding new client sites as you grow is straightforward.
Every checkout records: who took the key, when, which client site, expected return time, job reference notes, and a digital signature. You can also require a photo at checkout and return. All records are timestamped and tamper-proof — giving you the documented evidence that clients, contract managers, and auditors expect.
No. Keyhive works alongside whatever key storage you already use — key safes at client sites, cabinets at HQ, keys in engineer vehicles, or a combination. We add a digital tracking layer on top by attaching NFC fobs to each key. No infrastructure changes required at any location.
Yes. Keyhive can track any asset you assign an NFC fob to — access cards, equipment, tools, or specialist items. Everything is managed from the same dashboard, giving you a single system for all asset tracking across your client portfolio.
Keyhive supports teams of any size. Whether you have 20 engineers or 200+, every engineer can check keys in and out via the mobile app. Your operations team gets a single dashboard showing who has which keys across the entire organisation — the larger the team, the more valuable the visibility.
Still have questions? Get in touch
Ready to Take Control?
End Key Chaos Across Your Portfolio
Book a 15-minute demo and see how Keyhive can give your operations team real-time visibility of every key, generate audit-ready reports in seconds, and provide full accountability across every site you manage.
No commitment required. No hard sell. Just a quick look at how Keyhive works for facilities management.