Key sign out log software for an attended key desk.
Key sign out log software records who took each key, when it is due back and who returned it. vFound Equipment replaces the paper key log with a scan at the desk, reminders before keys are due and a full history for every key. It costs US$58/month per site, billed yearly at US$696.
vFound Equipment is key sign out log software for an attended desk. It treats each key or labelled key set as an item, records the person taking it and its due time, and keeps the return on the same checkout.
The key desk can see overdue key sets and their recorded holders.
14-day free trial we set up with you, then yearly by invoice.
Reviewed
Fit and limits
- Who it is for
- Attended desks that sign keys or labelled key sets out and back in.
- Price
- US$58/month per site, billed yearly at US$696. 14-day free trial we set up with you, then yearly by invoice.
- What it replaces
- A sign-out sheet or a spreadsheet, with QR labels, due times, reminders and a recorded return.
- What it does not do
- It is an attended issue log, not electronic access control, and it does not unlock cabinets or operate doors.
- It is not full asset management: it does not track depreciation or software licences.
- Only with vFound Enterprise
- More than one site, single sign-on, two-step sign-in and deployment in your own country are only available with vFound Enterprise, which is scoped and priced for your organisation. What Enterprise includes
Key facts
| Price for one site | US$58/month per site, billed yearly at US$696. Prices in EUR, GBP, CAD and AUD |
|---|---|
| What is included |
|
| Limits | No limit on records, team members or storage. Other limits: 50,000 people on the people list, shared by Parcels, Equipment and Visitors, 5,000 rows per equipment import, 10 API keys and 25 webhook addresses. |
| Languages | Borrowers see pages and emails in 13 languages: English, Spanish, French, German, Dutch, Italian, Portuguese, Polish, Swedish, Turkish, Japanese, Simplified Chinese and Arabic. The staff workspace is in English, Spanish, French, German, Dutch, Italian and Arabic. |
| Where data is held | Hosted by OVHcloud in Singapore, with an encrypted copy of backups in Canada. When AI assistance is on, vFound AI reads the photo or text in Australia. Deployment in your own country comes with vFound Enterprise. |
| How to start | 14-day free trial we set up with you, then yearly by invoice. Request a trial |
Facts from the field
Figures and rules published by operators, regulators and industry bodies, each linked to its source.
- At Cornell, a master key for temporary access must be returned the same day it is signed out. Cornell University Facilities and Campus Services
- Cornell signs out no further keys to an employee until all of their overdue keys are returned. Cornell University Facilities and Campus Services
At the start and end of a job
Read more
- 1Issue
Use one record for the labelled key set
Scan its label and select the person. Choose a due time that reflects the job rather than leaving an indefinite paper entry.
- 2Overdue
Follow up with the holder
The desk sees overdue items and can use the existing reminder workflow. A reminder does not recover or disable a missing key.
- 3Return
Inspect, then record the hand-back
Check the set physically before recording its return. Put it back in your secured storage; the software does not lock it away.
Find the key record before issuing it
A key is an Equipment item. Its label lets staff open the right record, rather than guessing which paper line refers to the key ring. Keep door locations and security-sensitive notes appropriate for your own access policy.
Labelled key sets are Equipment items in the attended desk register.
Keep the cabinet procedure alongside the log
A cabinet and a custody log answer different questions. Your cabinet procedure controls physical access. vFound records the checkout, due time and return; it does not confirm who passed through a door or stop someone making a copy.
Check the physical-security boundary first
Read more
| Your requirement | Fit | What to check |
|---|---|---|
| A named holder and due time | Yes | Check out a labelled key or key set to a person in the site people list. |
| Signature at checkout | Yes | Enable required checkout signatures in site settings; the checkout then records a signature and emails a receipt. |
| Automatic release from a key cabinet | No | vFound does not unlock cabinets or operate doors. |
| Proof that a returned key still works | No | Staff inspect the physical key. A recorded return is not a lock test. |
| Access rights or key-cutting control | No | The register does not grant door access, prevent copying or replace your physical-security policy. |
Try a short job and an overdue return
Use a fictional person and a sample key tag. Check out the set with a signature, confirm the due time and take it back. Review the overdue list with the desk and test your separate missing-key procedure. The 14-day free trial is set up with you.
Questions from key sign-out desks
Does the key sign-out log control an electronic cabinet?+
No. vFound records the key checkout and return. It does not release a cabinet slot or unlock a door.
Can a key set have one checkout record?+
Yes. Record the labelled set as an Equipment item, then check it out to a person with a due time and, when required by your site, a signature. Staff should inspect the set on return.
What happens when a checked-out key is overdue?+
The desk can see the overdue item and use Equipment reminders. The software does not disable the key or recover it physically.
Does a key return prove the key has not been copied?+
No. A return record shows the recorded hand-back. It does not detect copies, test locks or establish door-access history.
Do key holders need staff workspace accounts?+
No. A person can be a borrower in the site people list without a staff login. Staff run the attended checkout.
Can a key desk take deposits or missing-key fees in vFound?+
vFound never takes a payment, but a site can turn on fees to record a deposit it took or a missing-key charge. Collect the money through your own procedure.
How does a key desk know who holds a key a contractor took?+
Each key or labelled key set is an Equipment item checked out to a named person in the site people list, with a due time and, when your settings require it, a signature. The desk sees overdue items and records the return on the same checkout after inspecting the key. The log does not unlock cabinets or prevent copying.
Try the workflow with sample items.
Request your free trial: a 14-day free trial we set up with you, then yearly by invoice.
Request your free trial