RS Key Management

Additional Information

Key management for companies with Odoo

The RS Key Management extends Odoo with a professional digital key management system for companies of all sizes and brings order and traceability to your key processes.

Whether building keys, room keys, or equipment keys — you always know who has which key, when it was handed over, and when it must be returned.

Your benefits at a glance

✔ Digital key management directly in Odoo

✔ Management of individual keys and key groups

✔ Room management and assignment of access

✔ Linking with the Odoo employee database

✔ Digital handover and return processes

✔ Acknowledgment of key handovers

✔ Seamless documentation of all processes

✔ Revision-proof and audit-ready

✔ Less paper usage and manual lists

✔ Ideal for facility management, HR, and security personnel

Why RS Key Management?

In many companies, keys are still managed through Excel sheets, paper forms, or manual handover protocols. This quickly leads to a lack of transparency, unclear responsibilities, and increased effort in inquiries, audits, or employee changes.

RS Key Management extends Odoo with a central digital key management system. All keys, rooms, permissions, handovers, and returns are documented directly in Odoo. This provides companies with more security, reduces manual rework, and allows them to maintain an overview of their key inventory at all times.

Manage keys and key groups

With RS Key Management, you can structure and manage individual keys as well as key groups.

Examples:

• Building keys
• Room keys
• Office keys
• Vehicle keys
• Device keys
• Lock groups
• Key sets

This also allows for a clear representation of complex key structures.

Room management and access assignment

The module extends Odoo with a structured room management system. Rooms can be linked to keys or key groups, making it clear at all times which key belongs to which room or area.

This supports companies in managing buildings, offices, warehouses, technical rooms, and other security-relevant areas.

Digital handover and return processes

Key handovers and returns are documented digitally in Odoo.

It can be tracked:

• Who received a key
• When the key was handed over
• Who conducted the handover
• When the key was returned
• Which keys are currently outstanding

This helps avoid unclear responsibilities and creates a traceable documentation.

Linking with employees

The key management is linked to the Odoo employee database. Keys can be directly assigned to employees.

This particularly facilitates:

• Onboarding new employees
• Role or department changes
• Offboarding and return processes
• Traceability of responsibilities

Seamless documentation

Every handover, return, and change is documented in a traceable manner. This creates a transparent history for internal controls, audits, and security checks.

The digital documentation helps to avoid losses, misunderstandings, and unclear responsibilities.

Ideal for

RS Key Management is particularly suitable for:

• Facility Management
• Industrial Companies
• Manufacturing Businesses
• Logistics Companies
• Administrations
• Healthcare
• Schools and Educational Institutions
• HR Departments
• Security Officers
• Companies with Audit and Compliance Requirements

Typical Areas of Application

• Management of Building Keys
• Management of Office Keys
• Management of Vehicle Keys
• Management of Locking Systems
• Key Management in Facility Management
• Key Management in Production
• Key Management in Hospitals
• Key Management in Schools
• Digital Key Handover
• Digital Key Return

Technical Information

Compatibility: Odoo 17, Odoo 18, and Odoo 19

Provision: Odoo App by Rising Systems

License Model: License for one Odoo version and one database

Area of Application: Key Management, Room Management, Facility Management, HR, and Security

More control over keys and access

With RS Key Management for Odoo fully digitize your key management. Manage keys, key groups, rooms, employees, as well as handover and return processes centrally in Odoo and create more security, transparency, and efficiency.