PillarTrak KEYS

Clear accountability for every physical key.

Maintain a dependable custody record for every key, showing what is available, what is in use, and who is responsible.

A key being issued across a front desk beside a wall key cabinet
The problem with physical key control

Small objects can create large operational risks.

When physical keys move between people, departments, and facilities, handwritten logs leave important gaps.

KEYS creates one structured record for requesting, issuing, locating, and returning keys.

Key recordIn use
KEY-114Radiology set · Cabinet B · 4 keys
HolderS. Okoye
Issued27 Jul · 06:40
Approved byR. Chen
Opens2.14 · 2.16 · Store 3
Due backEnd of shift
Record returnAdd note
A nurse choosing a key on the request kiosk beside a wall-mounted key cabinetA security officer handing a tagged key across the counter once the request is approvedAn officer checking the current holder, status and due date on screen while a nurse leaves with a keyA returned key being scanned back in at the counter and released to the next user

From request to return

One custody record, four steps

See the capabilities

Core capabilities.

Every key in one chain of custody.

One chain of custody for key records, locations, requests, exceptions, and history.

Records

Key and key-set records

Maintain clear records for individual keys, grouped key sets, and the assets or access points they control.

Key set
Radiology · 4 keys
Controls
Doors 2.14, 2.16 · Store 3
Environment

Doors, locks, cabinets, and locations

Connect each key to the physical environment around it so users understand what it opens and where it belongs.

Cabinet B · Level 2
Door 2.14 · ImagingHook 04
Door 2.16 · ControlHook 05
Store 3 · SuppliesHook 11
Custody

User assignment and custody

Record who received a key, when it was issued, its expected return, and its current status.

S. OkoyeIn use
KEY-114 · Radiology set · Due end of shift
Issued 06:40By R. Chen
Requests

Requests and approvals

Give authorized users a consistent way to request keys and let administrators manage approvals and availability.

T. Bennett · FacilitiesRequests Plant room set · 2 days
ApproveDecline
2 more pendingReview
Scanning

Scanning and identification

Use supported barcode or QR workflows to reduce manual entry and improve transaction accuracy.

Tag scanned · KEY-114
Matched to custody record
Alerts

Notifications and exceptions

Alert the appropriate people when a key is overdue, missing, unavailable, or requires attention.

KEY-114 is two hours past its expected return.
Extended to end of shift.
Logged 15:02
Reporting

Reporting and history

Review activity, custody, returns, exceptions, and historical records without rebuilding the chain of events manually. Searchable history supports operational questions and missing-key response.

Search keys, holders, cabinets
KEY-114 · returned27 Jul
KEY-208 · overdue27 Jul
KEY-032 · reassigned26 Jul
Built for accountable environments

Where physical access has to be traceable.

KEYS is designed for hospitals, facilities, campuses, and other organizations where physical access must be traceable. Roles, permissions, locations, reports, and notifications can be configured around the organization's structure.

Hospitals and health systemsDepartment key sets, controlled rooms, and shift handoffs across multiple buildings.
Campuses and educationSeasonal reissue, contractor access, and a clear record of who held what and when.
Facilities and public agenciesPlant rooms, vehicles, and equipment cabinets held by crews who change every day.

Configured for your structure

Configure key types, sets, cabinets, access points, approval rules, due dates, roles, alerts, and reporting around your existing control structure.

Talk to us about your key control
Configured for your structure
Roles and permissionsWho can request, approve, issue, and review — by department and responsibility.
Locations and cabinetsEvery cabinet, position, door, and access point mapped to where it belongs.
Keys and key setsIndividual keys and grouped sets, each tied to what it opens.
Reporting and historyCustody, returns, exceptions, and history available to the people accountable for them.
The PillarTrak suite

Connect key activity with the larger picture.

KEYS can run as a focused key-accountability application or work alongside GUEST and iReport as part of a coordinated healthcare-security solution.

PillarTrak suite

Bring every key into a clear chain of custody.

We will tailor the walkthrough around your cabinets, key sets, approval rules, and reporting needs.

For IT and procurement

Security overview, data retention policy and an implementation plan, provided on request before any pilot starts.

Request documentation