From lost time to peace of mind: key tracking in Ailo
Thien Pham
01 October 2025
For something so small, keys have always caused outsized stress in property management.
Keys move in and out of the office all day — for inspections, repairs, handovers, vacates. And for years, the “system” was clipboards, spreadsheets, or bolt-on software that didn’t talk to anything else. When a key went missing, the fallout was bigger than a re-cut: hours lost, trades delayed, renters frustrated, reputations damaged.
With legacy tools, the burden fell on property managers. If the logbook wasn’t updated, the spreadsheet was wrong, or the add-on didn’t sync. Chaos followed.
A digital key management that finally works the way you do
That’s why we built Keys in Ailo. Until now, Ailo helped you record keys. Now you can actively track them:
Real-time tracking
1. Stop losses before they start.
Track keys in real time so there are no wasted hours, delays, costly re-cuts, or frustration
Built-in, not bolted on
2. Workflows that lift pressure
Key management is built into inspections, repairs, and new tenancy projects in Ailo, so there are no more paper logs or extra software (plus, add key actions into any project template!)
Transparency builds trust
3. Trust and peace of mind for clients
Every handover logged, every overdue flagged, giving renters, investors, and trades peace of mind
Because keys are embedded inside projects, they fit naturally into the work you’re already doing.
- Heading out for inspections? Bulk check out your keys in one go in your Ailo app.
- Sending a tradie? Reserve the keys, so they’re ready when they arrive and avoid double booking.
- Running a vacate? Keys are in projects so the handover is logged automatically and tracked to completion.
- Covering for a colleague? Instantly see who has a key, when it was due back, and the full activity history, so you can step in without missing a beat.
- Not sure if a key’s overdue? Alerts flag it straight away, so you can nip delays in the bud.
No extra software. No chasing down clipboards. No risk of something being missed when a teammate is off sick. Just keys managed with the same visibility and accountability as everything else in Ailo.
Check out this demo from Thien, the product manager who built it 👇
Tracy’s verdict: tracked, transparent, stress-free
Before Ailo, Tracy’s team at Ray White Northern Coast relied on paper sign-in sheets. It was slow, manual, and meant chasing people for updates.
Now, it takes moments, and has also been a powerful trust signal. “With Ailo, you know exactly what keys you have, and exactly where they are at any moment. This is huge for investors – it gives them peace of mind knowing their keys are safely tracked.”
Keys under control, at last
With Keys in Ailo, one of property management’s oldest frustrations finally disappears. Keys are tracked, transparent, and part of the same connected system that powers payments, inspections, repairs, and compliance.
One less risk. One less time-waster. One more way Ailo helps you run a better property management business.
If you’re already using the Ailo platform, visit the Help Centre to learn more. If you’re not using the Ailo platform (yet!), get in touch – we’d love to show you how it works!
Save time. Impress investors. Build trust where it counts.
Keys in Ailo gives your team control and your clients confidence — built right into the Ailo platform.
What is property management key tracking software?
Property management key tracking software enables property managers to track, reserve, check out, and monitor keys in real-time, eliminating manual logs and preventing losses through automated alerts and integrated workflows.