Key management systems: security without effort

In our article you will find everything you need to know about key management systems.

Discover the importance of effective key management and how it can support your business. Find out more about the role of digital systems and intelligent key cabinets in reducing administration, increasing security and improving efficiency.

Find the right solutions for your company today.

List of contents

Key management & systems: challenges and solutions

What is key management?

Key management refers to the administration and control of access authorizations and keys for buildings, rooms, and assets. It includes the secure storage of keys and the management of key issues and returns.

Key management can apply both to physical keys, for example for buildings or vehicles, and to digital keys such as passwords or access codes.

Why is effective key management crucial?

Manual key management can be time-consuming and nerve-wracking. The loss of a single key can lead to a lot of trouble and an unsuccessful search, especially if there are many mechanical keys in circulation and the overview is lost.

Manual key management leads to high administrative costs, potential security gaps and financial outlay, especially for security-relevant buildings, rooms, hospitals, vehicle fleets or factories.

In building management effective key management plays an important role in the following areas:

  1. Corporate security: In facilities management, different people have access to keys on site. Security risks can arise from the loss or misuse of keys. External service providers are often commissioned to carry out maintenance work and only require temporary access.

    An important part of the operator’s responsibility is to guarantee the highest safety standards. Effective key management ensures that only authorized persons have access to certain areas or information, and only for a defined period.

    Regular rotation and renewal of keys minimize the risk of data breaches and ensure the protection of sensitive information.

  2. Smooth workflows: Efficient key management ensures smooth workflows, particularly through the effective storage and issuing of keys.

    Tracking key access, i.e. who used which keys, when, and where, is of central importance. Key management systems also offer considerable time savings and more efficient handover and return of keys.

  3. Compliance: Robust key management is crucial for compliance with security regulations and standards such as HIPAA and PCI-DSS.

Innovative key management systems at a glance

The market offers a wide range of innovative key management systems. By using technologies such as RFID, biometrics and cloud computing, key management can be automated and simplified.

Companies have the option of using intelligent key cabinets, key management software, electronic key management systems or mobile apps to store their keys securely and manage access.

In this article, we will focus in particular on key management software solutions and intelligent key cabinets.

Key management software: Keeping an overview with automation

Like all digital solutions, key management software offers many advantages over paper-based systems.

The software tracks key usage in real time and updates the data automatically. Automation minimizes potential errors and also the effort of manual input. Reports are generated automatically, which increases traceability.

Key management software also enables seamless integration with other security systems. For example, an automatic alarm can be triggered if a key is not returned at the scheduled time or if an unauthorized access attempt is detected.

Below we present specific features of key management software.

Wowflow: cloud-based key management software

One example of a digital key management solution is the intuitive software from Wowflow. This video demonstrates how to hand over and return keys easily and clearly in just a few clicks.

YouTube video

Key management software: 3 key functions

Here are 3 reasons why you should consider key management software like Wowflow:

  1. The software can be seamlessly integrated into your existing systems. Implementation is quick and flexible, without the need for special or costly hardware installations. Whether it’s access to buildings, offices or storage areas, every company can benefit from the software.
  2. The intuitive user interface makes key management more efficient and error-free for fast, secure handling.
  3. Software such as Wowflow is characterized by a cost-efficient solution, as there are no additional costs for installation.

Now manage your keys smoothly with Wowflow. Create a free account here

Key cabinets: Central elements for key storage

Key cabinets are a central element for the secure storage of keys. They provide a fixed and lockable location to protect keys from unauthorized access.

Intelligent key cabinets are also integrated with key management software to provide a comprehensive end-to-end solution. This integration combines suitable hardware and software for efficient, seamless key management.

Key cabinets are available in various sizes and designs to accommodate different key ring sizes. By using modular key cabinets, companies can customize their key storage and adapt it to their specific needs.

Key issue with electronic key cabinets

One example of an intelligent key cabinet is the solution from Deister.

3 Advantages of a key cabinet

Here are 3 reasons why you should consider a key cabinet for your key management:

  1. A key cabinet allows key centralization: all keys are stored in one secure location, which leads to improved security. The keys are organized and ready to hand, which reduces administrative work and increases efficiency.
  2. A major advantage of intelligent key cabinets is that they can be located directly in the buildings. This eliminates the need to pick up the key in person at another location. Every employee has the option of taking a key from the key cabinet directly at the maintenance site. This is particularly helpful for facility management teams working in different buildings.
  3. Because the cabinet is designed with the highest security standards, it is an ideal place for secure key storage, unlike other locations such as a simple desk or drawer.

3 tips for your key management

1. Choose the solution that best suits your requirements

Do you absolutely need to know where all the keys are in real-time? This probably means that you should invest in software. As janitor would you like to reach for the next key immediately without having to start the computer? Installing a key box in your immediate vicinity could be an advantage.

Before you consider buying a product, we recommend that you carefully analyze your personal situation and your most important concerns.

Book a 30-minute consultation call with us. We introduce you to our intuitive key management software. Book a consultation here

2. Decide how high your budget is for the solution

Prices can vary considerably. Software solutions for key management generally offer a more cost-effective alternative compared to physical key cabinets.

3. Consider whether you want to continue working with physical keys

The decision as to whether you should work with conventional keys or consider a keyless access solution can depend on various factors.

Keyless access systems are being introduced in smart buildings. They offer a high level of security as they enable additional functions such as coding or remote access. Another aspect is the access history, which tracks who has entered a room and when.

If you need further help in making your decision, the following webinar from ESSECCA on key management will help you:

YouTube video

Your decision-making process is important. If possible, request a demo or have the system demonstrated to you. Wowflow offers free demos without commitment.


Key management plays an important role in a building, especially in terms of security and efficiency. With the right technologies and solutions, you can reduce the administrative workload and keep track of your keys.

The use of digital systems and intelligent key cabinets enables automated and secure key management. As key management software, Wowflow offers an intuitive solution that can be seamlessly integrated into your existing system.

Try Wowflow now free of charge for smooth and secure key management in your company. Start here

Frequently asked questions

Key management is important to ensure the authenticity and confidentiality of keys and to enable secure management and storage. It affects companies of different sizes and from different sectors.

Key management is a structured process that ensures seamless tracking and control of all keys and locking systems in a company. It includes the careful logging of who has access to which keys, the controlled issue and secure collection of these keys and the monitoring of access rights. The primary aim of this process is to reduce potential security risks and guarantee efficient access monitoring.

Key management software is usually flexible and scalable to meet the requirements of companies of different sizes. They can be easily adapted to the specific needs and growth of a company.

Digital key management systems offer functions such as automatic key issue and return, access authorization management and real-time notifications of key movements. This automation helps to simplify manual processes and reduce human error.