Reliable key tracking for public-private housing management

Managing physical keys across a large portfolio of residential and commercial properties presented significant logistical challenges for SEMISO. In the past, on-call staff moving from building to building had to carry large bags of keys weighing up to 35kg (75lb). If a bag were lost or stolen, SEMISO would need to rekey every affected property.

The administrative side of key management was equally cumbersome. Tracking signouts was entirely manual. Workers needed to fill out paper logs whenever a key changed hands, but they often had to do so in the field. Determining who held a specific key and physically tracking them down to retrieve it was often complicated and inefficient.

SEMISO had a legacy electronic key system for some keys, but it was on-premises hardware that relied on a single server. Whenever the server went down, staff had to wait for IT or an external contractor to fix the issue, resulting in unnecessary delays.

SEMISO installed three ecos electronic key cabinets: two large cabinets at their South-Center office, managing 200 keys each, and a third, more compact cabinet at their Cap Saint-Antoine facility, managing 40 keys. The cabinets manage keys for restricted areas, including vacant apartments, basement storage, equipment rooms, and rooftop terraces that house security cameras.

To address gaps in tracking caused by manual processes, they implemented strict access controls for the key cabinets. Rather than granting access to all employees within the organization, they restricted it exclusively to sector managers, on-call staff, and building management. Each authorized user received an ID badge to authenticate themselves at the cabinet terminal.

ecos key control cabinet at SEMISO	ecos mobile app with alerts on late keys

The operational difference for SEMISO was immediate. The ecos key management system replaced cumbersome, unreliable paperwork with automated traceability and built-in security. SEMISO managers no longer have to memorize which caretaker, maintenance worker, or contractor has a particular key, or waste time tracking them down.

If an authorized user hands off a key to a contractor they’re managing, and that key isn’t returned by a set deadline, the ecos system sends an alert. That SEMISO staff member can then immediately investigate, which helps keep all properties secure.

Because the ecos cabinets used cloud-based software, they didn't rely on a single server. Staff no longer need to call in IT to resolve downtime issues. The ecos system even has built-in fail-safes to handle power outages seamlessly.

Perhaps most transformative, the ecos webman smartphone app has proven essential for SEMISO’s workforce. Sector managers and on-call staff spend most of their time in the field. The app allows them to manage key access on the go, including granting remote access to the cabinets for unexpected contractors without needing to travel back to the office.