Streamlined Key Handling with Key Management Software

Key Management Software

An unnamed jewellery company was reported to have their gold, silver, and platinum stolen in the course of 3 years, from 2020 to 2023. The thief turned out to be one of its employees. Had the owner realised earlier, the misconduct would not have lasted that long and caused more than $1 Million in losses.

This is why monitoring access to restricted rooms with valuables inside is crucial. Not only will it encourage accountability among team members, but it also facilitates the investigation process should any misconduct like theft happen.

Key management software is a system that you can use to prevent such issues. With its ability to track and control key accesses, it helps to tell the history of key usage and is equipped with layers of protection that ensure only authorised individuals can access the key cabinet.

What is key management software? How does it work in streamlining key handling for better security? Find the answer in this article.

What is Key Management Software?

Simply put, key management software consists of systems that streamline the use of keys stored within a facility. These keys hold importance as they serve as access to rooms that may store valuables or confidential data, both vulnerable to theft or misuse

Given the importance of the items placed inside these rooms, access must be carefully monitored. This monitoring encourages accountability and facilitates the efficient use of keys among individuals who regularly access these secure areas.

Traditionally, these keys are placed inside a key cabinet. However, the traditional key cabinet lacks monitoring capabilities. It is hardly possible to know by who and when the keys are leaving the cabinet. Key management software comes into play to enhance key cabinets with automated access control.

How Does Key Management Software Work?

Key management software is integrated within multiple components, essentially working together to facilitate seamless key tracking that enhances security and operational efficiency. These components include:

Electronic Key Cabinet

An electronic key cabinet is a designated key storage. However, unlike traditional key cabinets, it is equipped with more advanced authentication to ensure only authorised individuals can access the keys.

Its integration with key management software will also automate control and tracking. Every time each key leaves the cabinet, the software will track the usage accordingly, providing information like usage history and access logs.

User Authentication

User authentication is needed to access the electronic key cabinet. The method varies depending on the type of cabinet, but users will need to authenticate their identity either through key cards, PIN codes, or biometrics (e.g., fingerprints and facial recognition).

The authenticated user is further divided hierarchically based on their roles within the institution. This division ensures that access privileges are appropriately assigned and managed across different levels of authority and responsibility within the organisation.

Central Hub

The central hub serves as a monitoring centre for key usage within a facility. It tracks in real-time which keys are currently in use and by whom, providing detailed logs of when keys are accessed and returned to the cabinet.

This real-time tracking enhances security by ensuring all keys are accounted for at all times. Beyond security, it improves operational efficiency by allowing users to check key availability before accessing them via the central hub.

Implementing Key Management Software

Key management software helps to streamline key handling as well as protect secure areas within the facility. Implementing it entails a thorough process which takes time and costs to procure.

Therefore, several considerations should be made before integrating it into your company’s existing systems. This ensures that you select the most suitable software and achieve a worthwhile return on investment.

Here are the factors to consider:

Factors to Consider

Security Features

Key tracking software holds crucial and confidential information, making it a potential target for hacking. Unauthorised access to this data can lead to security breaches, allowing intruders to gain entry to secure areas.

That is why security features, such as user authentication and encryption in key management, are necessary to protect the data.


As your company grows, the number of secure areas and individuals handling the keys may also increase. In this case, you will need key management software that can accommodate your changing needs.

This is why having key management software with robust scalability will be helpful. It allows you to seamlessly expand and integrate new features as your requirements increase.

Integration capabilities

If you have existing systems (i.e., security and access control), having key management software that integrates with them seamlessly is essential. It helps to streamline operations and enhance overall security.

User-friendly interface

Key management software with a user-friendly interface will ensure smooth navigation for administrators and users. This will also reduce the likelihood of errors when accessing the electronic key cabinet, which increases operational efficiency.

Reporting and monitoring tools

Choosing key tracking software with comprehensive reporting and monitoring capabilities is crucial. With such features, it allows you to seamlessly track key usage, identify potential issues, and generate audit reports as needed.

Support and maintenance

There are times when key management software may face unwanted disruptions. This is why you need to ensure that the vendor offers reliable support and maintenance services, including regular updates and patches to keep the systems secure and functioning optimally.

Compliance requirements

Different industries will have distinct requirements to adhere to. Make sure to choose key management software that meets your industry-specific compliance requirements or regulations that your organisation is subject to.


Procuring key management software will incur costs of ownership, including upfront fees, ongoing maintenance subscription fees, and other additional expenses like training or customisation–make sure that the fees incurred are within your budget.

The Process

After considering the previously mentioned factors thoroughly, the next thing to understand is how key management software is implemented. Here is the general overview of what the process is like:

Assessment and planning

Evaluate how your current key handling practices perform and identify the weaknesses that can be improved with the software.

You may do this by defining your goals or objectives first, whether it’s enhancing security, efficiency, compliance requirements, or a combination of the factors mentioned.

Vendor selection

Conduct a thorough research of the software vendors by evaluating the previously listed factors. Make sure that they provide support during the implementation aside from the product quality they offer.

You may also request demonstrations and trials to understand the software’s usability and compatibility with your organisation’s needs.

Deployment and configuration

After you have selected the vendor and progressed past consultation and assessment, the next step is software installation and configuration to your institution’s servers and cloud environment.  Give due assessment to vendors who do not require software installation.

At this stage, you will have to set up roles, permissions, and access controls to the software based on a hierarchical structure. This will ensure that access is appropriately managed and aligned with the responsibilities of different users within the institution.

Employee training

Provide thorough training sessions to the employees as the new software sets in. This will help them to operate the software seamlessly in the long run.

Ensure to address any concerns and questions that are raised during the sessions. Having these issues cleared up will facilitate a smooth transition period with minimised disruptions.

Monitoring and maintenance

Key management software usage requires ongoing monitoring to track the key uses, system performance, and unwanted security incidents. To keep the software operating smoothly and securely, regular maintenance is needed.

Benefits of Implementing Key Management Software

  1. Streamlined Key Usage

Within an institution, many individuals require access to multiple rooms daily, creating challenges when multiple people need the same keys simultaneously.

By having the software installed, you can address this issue efficiently. The software will track every key movement, allowing users to instantly check key availability before accessing them.

  1. Encourage Accountability 

It is challenging to track key returns with a traditional key cabinet. While practically possible, you will have a hard time checking them one by one.

By opting for an electronic key cabinet, with the software implemented as well, key returns will be automatically tracked. In turn, users are encouraged to return them promptly after use.

  1. Cost Savings

A lack of visibility into key returns increases the risk of keys being lost, leading to additional costs for key replacement.

Fortunately, key management software promotes accountability among users, helping to reduce the need for key replacements and saving on associated costs.

  1. Increased Security

User authentication and tamper-proof hardware, which key management software provides, bring extra security to key access. Only authorised users can access the key box, reducing the chance of an intruder forcing it open.

In addition, the software also restricts key access based on users’ roles. Certain keys can only be accessed by higher-level individuals, thus ensuring that sensitive areas remain secure.

  1. Industry Compliance

Key management software helps companies protect their internal key information, which is also a part of regulations that must be adhered to.

Failing to comply with these practices not only puts your institution at risk of theft but may also result in legal consequences and financial penalties.

Streamline Key Handling with Ubergard Now!

By this, it is clear that key management software brings robust key handling within your organisation. It ensures that only authorised individuals can access secure areas due to layers of protection implemented in the electronic key cabinet.

Here at Ubergard, we offer an Intelligent Key Lock Application System (iKLAS) that takes key handling with the electronic key box to the next level with its:

  • Central Control Management Software (CCMS-HUB); which provides centralised management of keys, users, and information within a single platform.
  • Embedded Key Management Software; which allows you to divide access based on hierarchical roles, such as Super Admin (1), Senior Admin (2), Admin (10), and User (5000).
  • Third-Party Integration; iKLAS can seamlessly integrate with third-party. You can synchronise with existing access control systems, including HR systems and other third-party platforms.

However, as each institution has unique needs, we also offer customised solutions tailored to your needs. Contact us today for more details, and learn how iKLAS can enhance your key management practices.


Where does key management software store data?

Key management software stores data on CCMS-HUB servers. These servers typically run on the Windows Operating System and utilise SQL databases to store key system configurations, user information, access logs, and other relevant data

How many keys can key management software track?

Key management software can track varying numbers of keys, depending on the selected electronic key box type, ranging from 12 to 252 keys.

How much does key management software cost?

The cost will depend on the specific features and configuration your company requires. Contact us today for a quote.


Mifare or HID onlyAlpha-Numeric Password Format ONLYUser Manangement (ADD/EDIT/DELETE)
Support UID + PIN AccessUser Change Own PasswordKey Management (ADD/EDIT/DELETE)
Built-in 7" Colour TouchscreenSupport PIN AuthenticationKey Movement Transaction Record View
Key Search (Authorised Keys Only - Full FunctionKey Movement Transaction Record Esport via USB Port (PDF/EXCEL)
2-Factor Authentication
Maximum 1,000 Users
List of Keys
Read Card ONLY
iKLAS EKMS ModelNumber of KeysWidth HeightDepth Weight
iKLAS-G3-2412, 18, 24, 30430 mm510 mm180 mm12 kg
iKLAS-G3-4836, 42, 48, 54430 mm750 mm180 mm16 kg
iKLAS-G3-6660, 66, 72 630 mm855 mm220 mm53 kg
iKLAS-G3-9684, 96, 108880 mm685 mm220 mm60 kg
iKLAS-G3-132120, 132, 144900 mm855 mm220 mm65 kg
iKLAS-G3-192156, 168, 180, 192710 mm1300 mm280 mm92 kg
G3 Key Master165 mm375 mm 120 mm
iKLAS-G3-252204, 216, 228, 252710 mm 1600 mm 280 mm115 kg
G3 Key Master165 mm375 mm120 mm
iKLAS-G5-2412,18,24,30440 mm540 mm180 mm23 kg
iKLAS-G5-4836, 42, 48, 54440 mm784 mm180 mm31 kg
iKLAS-G5-6660, 66, 72630 mm855 mm220 mm53 kg
iKLAS-G5-9684, 96, 108880 mm685 mm220 mm60 kg
iKLAS-G5-132120, 132, 144900 mm855 mm220 mm65 kg
iKLAS-G5-192156, 168, 180, 192710 mm 1300 mm280 mm92 kg
G5 Key Master200 mm270 mm70 mm
iKLAS-G5-252204, 216, 228, 252710 mm1600 mm 280 mm115 kg
G5 Key Master200 mm270 mm70 mm115 kg