{"id":10036,"date":"2026-03-10T12:22:34","date_gmt":"2026-03-10T11:22:34","guid":{"rendered":"https:\/\/www.greengate.de\/produkt\/key-management\/"},"modified":"2026-11-04T14:12:04","modified_gmt":"2026-11-04T13:12:04","slug":"key-management","status":"publish","type":"product","link":"https:\/\/www.greengate.de\/en\/produkt\/key-management\/","title":{"rendered":"Key Management"},"content":{"rendered":"<h2>The Challenges Businesses Face in Handling Keys<\/h2>\n<p>Anyone responsible for key management within a company faces organizational, security-related, and liability challenges:<\/p>\n<ul>\n<li>Key loss \u2013 a security risk when lost keys are not reported or replaced<\/li>\n<li>Key availability \u2013 cannot be guaranteed or tracked with manual, error-prone management using key logs, Excel lists, or simple tools, increasing the risk of longer travel and waiting times<\/li>\n<li>Lock replacement in case of loss \u2013 especially costly for master or grand master keys<\/li>\n<li>Key-to-object assignment \u2013 unclear without traceable, intuitively understandable documentation, leading to increased delays<\/li>\n<li>Unauthorized handover \u2013 risk from employees lending out or copying keys<\/li>\n<li>Unclear processes \u2013 Who is responsible for issuing, returning, or replacing keys?<\/li>\n<li>Insurance implications \u2013 Unclear key management can jeopardize insurance coverage, including when working with external service providers<\/li>\n<li>Liability issues \u2013 When security breaches result from insufficient key control, including when working with external service providers<\/li>\n<\/ul>\n<header>\n<h2>How key management works in GS-Service<\/h2>\n<\/header>\n<p>GreenGate has developed the Key Management module in GS-Service to ensure transparent, traceable, and audit-proof key<br \/>\n management.<\/p>\n<ul>\n<li>There is one key storage location with key cabinets per site<\/li>\n<li>Each key is fitted with a key tag featuring an individual barcode<\/li>\n<li>Keys are created as objects in GS-Service<\/li>\n<li>Keys are referenced with the building units in GS-Service<\/li>\n<li>Required system environment: GS-Works<\/li>\n<\/ul>\n<h3>The following features are available for key management:<\/h3>\n<ul>\n<li>Status \u2013 shows the current state (e.g. available, checked out)<\/li>\n<li>Checked out by \u2013 records the person who took the key<\/li>\n<li>Checkout date \u2013 documents the date the key was handed over (including checkout time)<\/li>\n<li>Checked out externally \u2013 records the external service provider via free text (e.g. name, company, mobile number)<\/li>\n<li>Associated key \u2013 property stored at the building unit; set via a multi-reference<\/li>\n<\/ul>\n<h3>Task processing in GS-Works<\/h3>\n<ol>\n<li>Online mode must be activated<\/li>\n<li>Material list showing required measuring devices and keys<\/li>\n<li>The material list directly shows where the required key is located<\/li>\n<li>Scanning the barcode with a smartphone or tablet checks out the key, setting a timestamp and recording the logged-in user<\/li>\n<li>The &#8220;associated keys&#8221; property is available on mobile for the object within the task<\/li>\n<li>The task list directly shows which key is required for a given task<\/li>\n<li>Upon return, the barcode on the key is scanned first, then the corresponding key cabinet; the system documents the return and releases the key for use again<\/li>\n<\/ol>\n<h2>Advantages for on-call duty<\/h2>\n<ul>\n<li>Creating the fault task automatically loads the relevant object information<\/li>\n<li>Required keys appear directly in the material list<\/li>\n<li>It is immediately clear where the keys are located<\/li>\n<li>If no key is required, there is no need to travel to the key storage location, and the technician can go directly to the customer<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<h2 class=\"content-visual__topic\">Smart &#038; Simple: Digital Key Management in GS-Service<\/h2>\n<p>Key management refers to the <strong>systematic organization, documentation, and control of the issuance, use, return, and inventory of physical keys.<\/strong> Keys regulate access to buildings, rooms, facilities, or security-relevant areas. Key management is a core component of access organization and operational security.<\/p>\n<div class=\"l-container\">\n<header class=\"content-headline content-headline--align_left\">\n<h2>What key management in GS-Service can do<\/h2>\n<\/header>\n<\/div>\n<div class=\"text-media text-media--center text-media--above\">\n<div class=\"bodytext\">\n<ul>\n<li>Structured, cross-site management of physical access keys<\/li>\n<li>Digital management of issuance, return, and inventory in GS-Service<\/li>\n<li>Linking of keys to the respective building unit in GS-Service<\/li>\n<li>Direct overview of checked-out keys in GS-Service<\/li>\n<li>Especially beneficial for regular maintenance, external service providers, and on-call duty<\/li>\n<\/ul>\n<\/div>\n<\/div>\n","protected":false},"featured_media":10037,"template":"","meta":{"_acf_changed":false,"content-type":""},"product_brand":[],"product_cat":[63,67,70,68,65],"product_tag":[73,72],"class_list":["post-10036","product","type-product","status-publish","has-post-thumbnail","product_cat-industry","product_cat-municipal-utilities","product_cat-road-maintenance","product_cat-service-providers","product_cat-utilities","product_tag-key-management","product_tag-key-organization","first","instock","virtual","product-type-simple"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.8 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Key Management with GS-Service | GreenGate AG<\/title>\n<meta name=\"description\" content=\"Centrally manage keys and access permissions, prevent losses, and stay in control at all times \u2013 with GS-Service.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, 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