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What Happens to Key Access When an Employee Leaves?
Turning off one login ends a former employee's access to the keys in your iSafe, with nothing to rekey.
When someone leaves your dealership, their access to the keys should end the same day. With traditional keys, that's hard to guarantee, because the person may still hold a key, or know the code to the key box. Here is how dealership key management works when access is tied to a login instead, and what to do on an employee's last day.
Access Tied to a Person, Not a Key
A code the whole team knows walks out the door with every employee who leaves. In 1Micro's iSafe, every employee has a personal login instead. Access is set by person, so you decide who can take which keys, and every removal is logged under the name of the person who took it.
Each employee can have a different level of permissions, so a salesperson, a technician, and a manager each get what their role needs. Spare keys can be limited to admins, a technician can be limited to the keys assigned to them, and iLot can limit how many keys any one user has out at a time.
See What They Still Have Out
The iSafe already knows which keys an employee has out, so you get the answer in seconds. No calling around and no asking them to check their pockets. iLot shows who has each key, and the Keys Checked Out report in iLot Reporting lists every key currently out of the system and why it was removed.
If you're out on the lot instead of at a desk, iLot Core lets you search or scan a vehicle and see who has its key, or which iSafe the key is sitting in.
Hand Their Keys to Someone Else
If the employee has keys out, you don't have to wait for them to walk back to the cabinet. With iLot KeyTransfer, the person holding a key scans a one-time transfer code to pass it to another employee. The record updates to show the new holder.
There's no need to return the key to the iSafe and take it out again. Once the code is scanned, the key belongs to the new person in the record, so a key never sits under a former employee's name.
Turn Off the Login and Skip the Rekey
When the employee is done, an administrator can deactivate their personal login right away. Once it's off, they can no longer pull a key from the system. There are no locks to rekey and no shared code to change, because their access was tied to their login and never to a key.
Compare that to the alternatives. Without personal logins, someone leaving can mean rekeying locks, which is slow and expensive, or changing a code and passing the new one to everyone who's staying. With a login, it's one step, and the iSafe keeps working for everyone else exactly as before.
Look Back at What They Handled
iLot Reporting keeps a record of activity that you can filter by day, week, or month, so you can look back at transactions from months ago. If a question comes up after someone leaves, the record is there. It's cloud-based and available 24/7 from any device.
You can see transactions, audit trails, and employee activity in one place, and you can schedule an automated report to your managers every day.
A Short Checklist for When Someone Leaves
A car dealership key management system built on personal logins turns an employee's last day into three steps: see what they have out, hand it to someone else, and deactivate the login. No locks are changed and no code is reset.
See How Dealership Key Access Works
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