Key & Fob Management

Dashboard overview

1,284
Total Assets
↑ 12 this month
847
Assigned
66% utilization
392
Available
In inventory
23
Lost / Stolen
↑ 3 this month
31
Overdue Returns
Action needed
4
Pending Approvals
Awaiting review

Recent Activity

Key issued to Maria Santos — Franklin Blvd
K-1042 · Physical Key · Sayed Saayed · 2 min ago
Fob returned by James Oluwa
F-0287 · Key Fob · Arden Way · 18 min ago
Lost key reported — Tonya Williams
K-0934 · Master Key · Florin Rd · 1 hr ago · HIGH RISK
Approval requested — Carlos Reyes
3 building keys · Center Pkwy · Pending supervisor approval
Key transferred — David Kim → Lisa Park
K-0551 · Arden Way · Facilities approved · 3 hr ago
HR Termination alert — Robert Vance
3 keys not returned · Escalation active · Today 8:02 AM

Inventory by Site (Top 8)

Florin Road
82
Franklin Blvd
74
Arden Way
68
Auburn Blvd
61
Howe Avenue
54
Center Pkwy
48
College Oak
42
Marconi Ave
38

Approval Queue

4 pending
Carlos Reyes
3 building access keys — Center Pkwy
Requested 9:14 AM · Supervisor: T. Ochoa
Tina Nguyen
Master key — Admin building
Requested yesterday · Supervisor: M. Allen

Risk Alerts

Lost master keys3 active
Terminated w/ keys2 employees
Overdue 30+ days8 assets
Unacknowledged assigns5 pending
Sites needing audit2 sites

🤖 AI Insights

Florin Road — 4 key losses in 90 days. Rekeying recommended.
31 employees approaching 12-month review cycle.
Pattern anomaly: K-1102 scanned outside normal hours.
Predicted need: 6 fobs for Franklin Blvd new hires next month.

Asset Management

Inventory

Asset IDTypeSerial #SiteLocationStatusAssigned ToIssue DateActions
Loading assets…

Asset Management

Employee Assignments

EmployeePositionSiteKeysFobsLast ActivityStatusActions
Kelsey Rogers
kelsey.rogers@hccts.edu
Admin Asst 1Hillsdale11Jan 8, 2024 Active
Maria Santos
m.santos@hccts.edu
Site CoordinatorFranklin Blvd21Today Active
Tonya Williams
t.williams@hccts.edu
PrincipalFlorin Road1 LOST21 hr ago Incident Open
Carlos Reyes
c.reyes@hccts.edu
IT TechnicianCenter Pkwy3 Pending09:14 AM Approval Pending
David Kim
d.kim@hccts.edu
Instructional CoachHowe Avenue113 hrs ago Active

Workflow

Issue Key / Fob

Issue Key / Fob

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Asset ID is required.

Electronic Signature

By signing, the employee confirms receipt and responsibility for return.

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K-1043
Physical Key · Franklin Blvd
Not yet assigned

Chain of Custody

📋 Issued by: Sayed Saayed
👤 Issued to: Maria Santos
📅 Date:
🔒 Record type: Immutable — cannot be deleted

Workflow

Approval Queue

Pending Approvals

EmployeeAsset RequestSiteSupervisorRiskSubmittedActions

Workflow

Returns & Overdue

EmployeeAsset(s)TypeSiteIssue DateDue DateOverdueAction
Robert Vance TERMINATEDK-0811, K-08122× KeyGrand AvenueMar 12, 2024Jun 1, 202516 days
Cynthia LamK-0934Physical KeyMarconi AvenueNov 3, 2024May 3, 202545 days
Brandon HillF-0192Key FobOld Auburn RoadDec 20, 2024Jun 10, 20257 days
Jessica ParkK-1001Restricted KeyBoxwood StreetJan 15, 2025Jul 15, 2025On time

Workflow

Incidents

Incident #TypeEmployeeAssetSiteRiskStatusReportedActions
INC-2025-047LostTonya WilliamsK-0934 — Master KeyFlorin RoadHIGHInvestigatingToday, 1 hr ago
INC-2025-041StolenMarcus GreenF-0281 — Key FobHowe AvenueHIGHInvestigatingJun 10, 2025
INC-2025-038DamagedLaura VegaK-0712 — Building KeyAuburn BlvdLOWResolvedJun 5, 2025

Compliance

Audit Log

All records are immutable. No record can be deleted or modified. This log is SOC2-aligned and FERPA-compliant.
TimestampActionAssetEmployeePerformed ByRoleSiteNotesIP
Loading audit records…

Compliance

Reports & Exports

Inventory Report
By site, building, department
Employee Access Report
All assignments per employee
Lost Asset Report
Lost, stolen, outstanding
Audit Trail Report
Every transaction, date-filtered
Compliance Report
Outstanding returns, violations
AI Risk Summary
Anomaly detection, forecasts

Compliance

HR Separation Workflow

Termination: Robert Vance

ESCALATED
Terminated
Jun 1, 2025
Department
Administration
Site
Grand Avenue
Outstanding Assets (3)
AssetTypeIssuedLocationStatus
K-0811Physical KeyMar 12, 2024Grand Ave MainNot Returned
K-0812Physical KeyMar 12, 2024Grand Ave SideNot Returned
F-0344Key FobMar 12, 2024Grand Ave — DeactivatedFob Deactivated

Termination: Angela Moore

Notified
Terminated
Jun 10, 2025
Department
Wellness Center
Site
Hillsdale Boulevard
AssetTypeIssuedStatus
K-1021Office KeyAug 20, 2024Awaiting Return

Overview

Sites & Facilities

System

Employee Directory

EmployeeIDPositionDepartmentSiteSupervisorKeysFobsStatus
Kelsey RogersEMP-0342Admin Asst 1Wellness CenterHillsdale BlvdRich Henning11Active
Maria SantosEMP-0441Site CoordinatorOperationsFranklin BlvdRichard Ochoa21Active
Tonya WilliamsEMP-0198PrincipalAdministrationFlorin RoadExec Team1 LOST2Incident
Robert VanceEMP-0104Admin DirectorAdministrationGrand Avenue—20Terminated
Angela MooreEMP-0287CounselorWellness CenterHillsdale Blvd—10Terminated

System

Admin Settings

System Settings

Role-Based Access Control

RoleIssueApproveAuditAdmin
System Admin✓✓✓✓
Facilities Admin✓✓✓✕
Site AdminSite onlySite onlySite only✕
HR Admin✕✕View only✕
Supervisor✕✓✕✕
Auditor✕✕Read only✕
Employee✕✕Own only✕