More Transparency Behind Every Door

Challenges

In an environment with workshops, offices, and a variety of users from start-ups, universities, and partner companies, structured access management is particularly important. To make processes efficient, transparent, and secure, key management had to be rethought.

With ongoing digitalization and the implementation of an integrated Odoo ERP system, it became clear that the previous processes were no longer sufficient. The goal was to integrate access management seamlessly into the existing system, maintain all data centrally, and define responsibilities clearly – ensuring maximum transparency, security, and efficiency.

When Excel Reaches Its Limits

Before the project started, key management was organized in Excel. Maintenance was handled by individual responsible persons with access to the file. What initially seemed practical soon proved error-prone and confusing in daily use. Simultaneous edits led to overwriting, and if the server connection was interrupted, users worked with outdated versions.

Most importantly, transparency was lacking: It was difficult to track who had access to which door. Handovers, returns, and key assignments were not systematically documented. A reliable history did not exist. As organizational complexity grew, there was a need for clear responsibilities and a reliable data basis. Key management should no longer be handled in isolation but become part of the central system logic. 

The Idea: Integration Instead of an Isolated Solution

The focus was on making key management simpler, more transparent, and organizationally reliable – without additional tools or parallel data systems.

Instead of introducing a separate application, the solution was implemented as an extension of the existing Odoo system. Contacts, permissions, and organizational structures were directly linked. The principle was clear: the fewer isolated tools in use, the more consistent the data – and the more transparent the processes. This strategic decision laid the foundation for implementation.

The Solution: RS Key management as an Odoo Extension

With the introduction of RS Key Management, the entire lifecycle of a key is digitally mapped. Every action – from creation to assignment, handover, or return – is systematically recorded. Keys are structured and clearly assigned to individuals. Every action is logged and fully traceable.

A key feature is the direct link between keys and contact details within Odoo. In case of loss, it is immediately clear who is affected. Replacement or follow-up costs can be calculated faster, and responsibilities clearly assigned. In daily operations, key management is now mainly handled by the secretariat. The process is structured clearly enough that no specialized administrators are required. The system remains intuitive.

As one internal comment put it:

If you can use Word, you can use this system

Results & Benefits

The organizational impact is clearly noticeable: Manual reconciliations and version conflicts are eliminated. All data is current and centrally available in Odoo. Information quality has improved, and transparency has increased significantly.

Security also benefits 

Clear assignment of keys to individuals enables quick access to relevant contact data in emergencies. Responsibilities are clearly documented.

Flexible, extendable key management:

The RS Key Management system is flexibly extendable. Additional permission concepts or links to safety instructions are already being discussed.

Thanks to Odoo’s architecture, such requirements can be structured and sustainably integrated.

Looking back, capturing requirements systematically was key to project success.

The collaboration was experienced as straightforward and solution-oriented. Many processes could not only be digitalized but fundamentally optimized.

visit ProduCt page