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Choosing a key system

Software, a cabinet, or a book on the counter

Every office lending keys settles on one of three. Here is what each one actually costs you, and what it does when a key does not come back.

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How we compare

Three ways to keep track of keys

Most offices are choosing between buying a system, writing it down, or running software over the keys they already have.

  ItemTrak An instrumented cabinet A book or spreadsheet
What it costs to start $39.95/mo, nothing upfront Thousands per site, before any subscription Nothing to buy, and nothing to rely on
Works with the cabinet or hook board you own Yes — keep your hooks No — you buy theirs, and mount it No help with the keys themselves
Chases a late key without being asked Yes — text and email, automatically Rarely, and usually costs extra No — somebody has to notice first
Tells you who has what, from anywhere Yes — any phone or computer At the cabinet, on site Only if the last person wrote it down
A record that stands up months later Every movement, searchable Tied to that cabinet and its own log As good as the handwriting
More than one office All of them on one screen A system to buy per site A separate book per site
Time to be up and running Minutes, on your own Quote, order, install, train Minutes — then nobody keeps it up
Try it before you commit 14 days free, cancel any time A sales call and a quote first Nothing to try, nothing to prove
When you grow Add an office to the same plan Buy and fit another cabinet Another book nobody reads

Same hooks, same keys, same people — the difference is that the chasing happens whether anyone remembers to do it or not.

The three, in plain terms

A book or a spreadsheet

It costs nothing and it works, right up until the afternoon somebody is in a hurry. The entry that matters is the one nobody wrote, and you find that out weeks later when an owner asks who had the key. Nothing chases a late key, because nothing knows it is late - somebody has to notice first, and noticing is the part that fails.

An instrumented cabinet

Real money up front, per site, and a fitter to book. What you buy is physical control: the cabinet will not release a key to the wrong person, which is worth having if your keys must be locked away from your own staff. What you do not buy is the chasing - most of them will tell you a key is out, and leave you to do something about it.

Software over the hooks you own

The keys stay where they are. The register moves off paper, the chasing happens without anybody remembering, and the record is searchable months later when somebody asks. It costs a subscription rather than a purchase, and you can stop paying it.

How to choose

If a key must be physically locked away from the people in your office, buy the cabinet - no software over open hooks will do that, and this one does not pretend to. If the problem is knowing who has what and getting it back, that is what ItemTrak is for, and the fourteen days are free precisely so you can find out on your own keys rather than take our word.

Simple pricing

One flat monthly fee. No hardware to buy.

Every plan includes email reminders, full audit trail, overdue alerts and reporting. SMS reminders are pay-as-you-go — top up credits anytime. Cancel anytime.

Single Office

For one office or site
$39.95 / month
  • 1 office
  • Unlimited keys & users
  • Email reminders included
  • Pay-as-you-go SMS credits
  • Full audit trail & reporting

14-day free trial

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Small Group

For groups of up to 4 offices
$79.95 / month
  • Up to 4 offices
  • Everything in Single Office
  • Central multi-site dashboard
  • Per-office key registers

14-day free trial

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Multi Office

For groups of up to 9 offices
$159.90 / month
  • Up to 9 offices
  • Everything in Small Group
  • Consolidated reporting
  • Priority support

14-day free trial

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Enterprise

For 10+ offices
Let's talk
  • 10+ offices
  • Volume pricing
  • Onboarding support
  • RFID scanning (coming soon)
Contact for price

Prices in AUD per month. Email reminders are included; SMS reminders use pay-as-you-go credits you top up as needed.

Before you start

Questions we are asked

Do I have to buy anything?
No. ItemTrak works with the key cabinet or hook board you already own - there is no cabinet to buy, nothing to mount on a wall and no installer to book. If your keys hang on hooks today, they can hang on the same hooks tomorrow.
Do I need to install software?
No. It runs in a web browser, so it works on the office computer, a phone at the front counter and a tablet in the car without anything to download or update. Signing in is done with a Google account, so there is no new password to remember.
What happens when the 14 days are up?
The plan you chose starts, at the price shown on the pricing table. Nothing is charged during the trial - PayPal holds the payment method from the start, which is what lets the subscription begin without anybody having to remember to set it up, and the first payment is taken the day the trial ends.
Can I cancel?
Any time, from the Business screen, without asking anybody. Everything keeps working until the end of the period you have already paid for, and nothing further is taken. Your keys, your people and your history are kept for 90 days after that in case the cancellation was a mistake, and then deleted.
Where is my data kept?
The application and its database run in Singapore, the nearest region to Australia, which is what keeps the service quick for the offices using it. Text messages go through an Australian provider. We take backups. The privacy policy lists every company that touches your information and what each of them gets.
What do the text messages cost?
Email reminders are included in every plan at no extra cost. Text messages are pay-as-you-go: you top up a balance and each text comes out of it at the rate for wherever it is going. Nothing is charged for texts you do not send, and there is no monthly minimum.
How many keys and people can I have?
As many as you like. Plans are priced by the number of offices, not by keys, staff or contractors - so a busy office pays the same as a quiet one of the same size, and nobody has to think about a limit before adding a key.
What if I have more than one office?
They sit on one screen, each with its own keys, its own people and its own history, and you can move between them without signing out. Keys can be handed back at any of your offices if you switch that on.

Something not answered here? Ask us — we answer the same day.