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    • Using KeyLink FAQ

    • Modified on: Tue, 20 Jan, 2026 at 12:35 PM
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    Overview

    In this article, you will find answers to frequently asked questions about using KeyLink. 


    Note: Click on the images to enlarge them.


    Table of Contents


    To prevent synchronization issues, please authorize KeyLink when the program starts by entering your BuildingLink username and password.



    This authorization does not link to an individual user account for future KeyLink transactions. Instead, it connects the KeyLink application as a whole to BuildingLink, allowing the system to function properly.



    When KeyLink is logged in and working online, it stays synced to BuildingLink. 


    This connection allows the system to:


    • Keep all key activities and changes backed up safely.
    • Make sure logs and records are accurate and up to date.
    • Show the most up-to-date unit and resident information.
    • Display the latest Front Desk Instructions.
    • Send email notifications (if enabled).
    • Working online makes sure your work is saved, backed up, up to date, and that notifications go out as expected.



    To check which unit a key belongs to after it has been properly removed from the drawer, tap the round metal chip of the SmartTag on the button reader on the front-right side of the drawer. You should be prompted to authenticate with your fingerprint or BuildingLink username and password. The next screen will show that key's identity, similar to what is shown for keys in the Keys Out section.




    How many keys can we fit on a SmartTag?


    4 Normal-sized keys will fit on a tag; larger keys, such as car keys, will limit the number of keys per tag.







    Yes. You can use KeyLink offline, but the best practice is to always log in to KeyLink when starting the program whenever possible. This ensures all activity is backed up and visible in BuildingLink, preventing missing notifications or delayed records.



    If KeyLink is not logged in or loses its connection, you may see a red “Synchronization failed” message. This means KeyLink is working offline.


    When working offline:

    • Changes are saved only on the local computer.
    • Activity is not backed up.
    • Notifications to Residents are not sent.
    • Unit, resident information, and Front Desk Instructions may be out of date and only reflect the last time KeyLink successfully synced.
    • Data will not appear in BuildingLink until KeyLink is logged in again.
    • There is a risk of data loss if the computer crashes or has an issue before logging back in
    • Offline mode is for times when the internet is down. Your work will be saved on the computer and sent to BuildingLink after KeyLink is logged in again and syncs.


    For more details on working offline, see the KeyLink Property Emergency Guide.



     

    I’ve registered my fingerprint, but why don't I have permission to take out a key?


    Before a user can access the system, they must be granted permissions on the main BuildingLink website by a Security Officer or KeyLink Admin. For instructions on how to grant a user permissions to access KeyLink, see our Configuring KeyLink Settings article.



    KeyLink can be installed on ANY 64-bit PC running Windows 10 or 11. For information on how to install KeyLink, see our KeyLink Software Installation Guide article.