Keys are one of the most overlooked aspects of a company’s day-to-day operations. But behind those small metal objects, plastic cards, or electronic chips lies one of the most complex and time-consuming tasks in facility management. The larger the property portfolio and the more diverse the locking systems, the more often one question arises: Who currently has which key—and why?

In reality, even well-organized companies often run into trouble here. Multiple locations, changing users, individual access permissions, temporary key handouts, and undocumented returns quickly create a lack of transparency.

Again and again, it becomes clear: What once worked with spreadsheets or local key cabinets is now a growing security and efficiency risk for modern, dynamic organizations.

Moving from Analog to Digital

That’s why more and more companies are moving to digital key management—fully integrated into their CAFM (Computer-Aided Facility Management) software. The benefits are obvious: Instead of fragmented information and error-prone manual processes, you get a single, centralized system where all relevant data is up-to-date and fully traceable.

And it’s not just about traditional keys anymore. Transponders, electronic access cards, and mobile access solutions (via smartphone or tablet) can also be managed seamlessly.

Modern CAFM systems like the one of speedikon FM AG typically offer key features such as:

• Centralized management of all locking systems and keys
• Detailed assignment of keys to individuals, departments, or external service providers
• Full documentation of key issuance and returns
• Flexible, time-restricted access permissions
• Transparent tracking in cases of loss or system changes

Prioritizing Security and Efficiency

One of the biggest advantages of digital key management is dramatically improved traceability: You’ll always know exactly who received which key—and when. Automatic reminders help ensure keys are returned on time, reducing the risk of gradual key loss.

At the same time, CAFM-based solutions lighten the load for facility teams. Instead of lengthy coordination and manual updates, the system enables fast, streamlined processes—whether issuing keys to new employees or preparing them for visitors.

Creating Order, Reducing Risk

Key management is not a side issue. It’s a core part of any organization’s security strategy. With a fully integrated digital solution in your CAFM system, your company gains back control, transparency, and efficiency.

And in today’s world of rising employee turnover, increasing security demands, and fast-changing work environments, this step is more important than ever. It ensures that the “little key” never turns into a big problem.

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