Eboracum ClavisKEY CONTROL Book a demo
CLAVISLatin, noun. a key

Know where every key is, who has it, and when it's due back.

Clavis is the key control system built by Eboracum UK Ltd for its own keyholding and alarm response work. It replaces the paper key book with a live register that runs on a phone, a tablet or the key office PC.

Book a demoTake the tour
  • Scan a QR tag to sign out
  • Signatures, seals and key counts
  • Overdue alerts
  • Audit-ready PDFs
clavis.eboracumuk.com
Clavis home screen on a desktop, showing items needing attention
Clavis home screen on a phone

Who it's for

One system for the people who run the key office and the people who answer for it

If you manage keys day to day

Supervisors, control room staff and key office managers.

  • See at a glance what is out, who has it and what is overdue.
  • Sign keys out in seconds by scanning the tag, with the checks built in.
  • Run a short weekly audit instead of a dreaded annual count.
  • Pull a full history of any key as a PDF when a client asks.

If you're choosing a key control system

Directors, operations leads and compliance owners.

  • Evidence of control for clients, insurers and auditors, kept automatically.
  • Nothing to install: it runs in the browser on the devices you already have.
  • Built and used daily by a working security company, not designed at a desk.
  • Your existing register can be brought in, including photos.

How a key moves

From the hook to the holder and back, every step recorded

  1. ScanScan the QR tag on the key or the mobile key safe. Clavis opens the right form.
  2. CheckWho is taking it, why, photo ID, seal number and how many keys are on the bunch.
  3. ConfirmHolder signs on screen. High-risk keys need a second officer's PIN.
  4. TrackThe key shows on the Out board with its due time. Overdue keys turn red and alert.
  5. ReturnSigned back in with condition, count and seal checked. Problems are recorded there and then.
  6. ProveRolling audits, monthly reports and per-key history PDFs, ready for anyone who asks.

Guided tour

Every area of Clavis, on desktop and on a phone

Click any screen to see it full size.

Screens show a demo register. Keys, people and seal numbers are made up.
  1. 01Home
  2. 02Key register
  3. 03Key record
  4. 04Signing out
  5. 05Out board
  6. 06Mobile key safes
  7. 07Audits
  8. 08Key office screen
  9. 09Log and reports
  10. 10Photo round
  11. 11Tidy up
  12. 12QR tags
01

Home: what needs you right now

The first screen anyone sees after signing in. Overdue keys, keys with no photo, an audit check that is due and open audit findings are listed in plain words, each one tap away from the fix. Shift handover lives here too: the outgoing and incoming officers count the keys in the office and sign it off together.

clavis.eboracumuk.com
Home screen on desktop
Home screen on phone
For managersStart every shift knowing exactly what is outstanding.
For the businessProblems surface the moment they happen, not at the next audit.
HandoverEach handover records who, the key count and whether it matched.
02

Key register: the whole key office in one list

Every key set with its number, photo, description, hook and seal. Filter by in, out, overdue, in a mobile safe or missing a photo. Search by key number or by the person holding it. A sign out or sign in button sits on every line.

clavis.eboracumuk.com/keys
Key register on desktop
Key register on phone
Find it fastType a number or a name and the list narrows as you type.
See itPhotos on each line stop the wrong bunch going out.
LiveEvery device updates the moment a key moves.
03

Key record: everything about one key

The photo, hook, number of keys on the bunch, current seal, spare copies in existence and recent movements. Managers can edit the record, replace the photo, mark it high-risk or download its full history.

clavis.eboracumuk.com/keys/001
Key record on desktop
Key record on phone
Copies registerWho authorised each spare, who cut it and who holds it.
SealsEvery seal applied, broken and replaced, with dates.
High-risk keysOne tick adds a second-officer check to every sign-out.
04

Signing out: the checks happen every time

Scan the tag or pick keys from the list, and add more by scanning the next tag. Clavis asks for the holder, company, contact number, reason and job reference, confirms photo ID, shows the seal and key count to check, and takes a signature. When a high-risk key is included, a second officer has to confirm with their own username and PIN, and can't be the person taking the key.

clavis.eboracumuk.com
Sign-out form with second officer check on desktop
Sign-out form with second officer check on phone
No shortcutsThe form won't save until the required details are in.
Two-person ruleCollusion on sensitive keys needs two people, both on record.
Due backSet a return time, or mark long-term issue for contractors.
05

Out board: who has what, and for how long

Every key and mobile key safe currently out, with the holder, how long it has been out and when it is due. Overdue items go to the top in red. Sign keys back in from here with the condition, count and seal recorded, or report a key lost.

clavis.eboracumuk.com/out
Out board on desktop
Out board on phone
Chase earlyOverdue keys are obvious before a client notices.
Lost key processReport, then record it found or replaced, all on the key's history.
ReceiptsSigned receipts as PDFs when a key changes hands.
06

Mobile key safes: sign the safe out, not twenty keys

Load key sets into a vehicle or patrol safe once. When the safe leaves the key office, one sign-out covers every key inside it, with the officer, vehicle and due time. On return, Clavis lists the keys that should be back and flags any that are not. Each safe has its own QR code.

Mobile key safe 1
Mobile key safe record with QR code on desktop
Loading keys into a mobile key safe on a phone, key numbers shown first
Signing a mobile key safe out on a phone

Safe recordLoading keysSigning the safe out

Faster patrol startsOne scan sends a whole run of keys out together.
Nothing left behindMissing keys are flagged when the safe comes back.
Clear custodyEvery key's history shows its trips in a safe.
07

Audits: a little every week, the whole office every quarter

Choose a full audit, a spot check, sealed keys only, your own chosen keys or the weekly rolling check. Each week Clavis picks the keys that have gone longest without a check, so every key is covered about once a quarter. Each key is marked present, missing, wrong count or seal problem, with notes and a signature.

clavis.eboracumuk.com/audit
Audit area with rolling audit progress on desktop
Rolling audit check in progress on a phone
Coverage you can showA meter shows the share of keys checked in the last 90 days.
Findings followed upOpen findings stay on the home screen until resolved.
Audit PDFEvery audit downloads as a signed report.
08

Key office screen: the board on the wall

A full-screen display for a TV or spare monitor in the key office. Keys in, keys out, overdue items in red, mobile safes out and a live clock. It refreshes itself and keeps the screen awake. Turn on overdue alerts and it sounds a tone when something goes late.

clavis.eboracumuk.com/?screen=1
Key office wall screen showing keys out and overdue
Shared awarenessEveryone in the room sees what is late without asking.
AlertsA tone and notification the moment a key or safe goes overdue.
Zero effortOpen it once and leave it running.
09

Log and reports: the evidence, already written

Every movement, searchable by key, holder or reason and filtered by date. Managers can download a monthly report covering movements, late returns, audits, findings, lost keys, seals and copies, and a history PDF for any single key with its photo.

clavis.eboracumuk.com/log
Movement log on desktop
Key history PDF for key 001

Movement logKey history PDF

Client questions"Who had our keys last Tuesday?" answered in seconds.
Monthly reportOne PDF for the month, ready for a contract review.
Activity logChanges to keys, logins and seals are recorded with who did them.
10

Photo round: picture every bunch in one walk

Clavis lists every key without a photo and steps through them one at a time. Take the picture on the phone, it saves, and the next key appears. Skip any that are out and pick them up next time.

clavis.eboracumuk.com
Photo round on desktop
Photo round on phone
Visual checkOfficers compare the bunch to the photo at sign-out and return.
Quick to finishThe whole office can be photographed in one session.
Stored safelyPhotos sit with the key record, not on someone's phone.
11

Tidy up: keep the register clean

One screen for the gaps that build up over time: duplicate key numbers, empty placeholder records, seal numbers recorded on more than one key, keys with no count and keys with no photo. Each fix is a button, and each change goes in the activity log.

clavis.eboracumuk.com
Tidy up the register screen on desktop
Tidy up the register screen on phone
Clean dataAudits and reports are only as good as the register.
Ideal after importLeftovers from a spreadsheet or old system are found for you.
TraceableEvery renumbering and retirement is logged.
12

QR tags: print, stick, scan

Print a sheet of QR labels for every key and every mobile key safe on standard A4 label sheets (21 per page). Scan a key's tag and Clavis signs it out if it's in, or opens the sign-in if it's out. Scan a safe's tag to send the whole safe out or bring it back.

Sheet of printed QR labels for keys
No typingThe right key, every time, from the phone camera.
Works on any phoneUses the camera through the browser.
Safes tooOne label on the safe covers everything inside.

Risk assessment

The key control risks Clavis is built to reduce

An example assessment for a keyholding key office, scored likelihood × severity on a 5 × 5 matrix, before and after Clavis. Use it as a starting point for your own.

HazardWho or what is affectedBeforeControl in ClavisAfter
Key issued to the wrong or an unauthorised personClient premises, client trust, the business164 × 4Holder, company and reason recorded; photo ID check; on-screen signature; per-officer sign-in so the issuer is always known.41 × 4
Key not returned or kept too longClient premises, response times155 × 3Due-back time on every sign-out; Out board sorted by lateness; overdue alerts with tone; wall screen in the key office.62 × 3
Key lost or copied without authorityClient premises, insurance, reputation153 × 5Lost-key reporting on the key's record; copies register with who authorised, cut and holds each spare; history PDF for the client.102 × 5
Bunch returned incomplete or seal tampered withClient premises, evidence chain123 × 4Key count and seal number checked at issue and return; photos to compare against; new seal recorded when one is broken.41 × 4
One person misuses a sensitive keyHigh-value or high-risk sites122 × 5High-risk keys need a second officer to confirm with their own PIN; the second officer can't be the issuer or the holder; both are on record.51 × 5
Keys in a vehicle safe unaccounted forMobile patrol and response clients93 × 3Safe signed out with officer, vehicle and due time; contents listed; missing keys flagged when the safe is signed back in.31 × 3
Register out of date; keys unchecked for monthsAudit outcome, client contract164 × 4Weekly rolling audits covering every key about once a quarter; coverage meter; open findings stay on the home screen; tidy-up screen.41 × 4
Records lost, unreadable or not trustedEvidence for clients, insurers and auditors93 × 3Records held in the cloud, not a paper book; who did what and when on every entry; PDF reports on demand.21 × 2
12–25 High8–11 Medium1–7 LowScores are illustrative. Residual risk also depends on your procedures and training.

Benefits

What changes when the key book goes digital

Less time on admin

Scanning replaces writing. Reports write themselves. The weekly rolling check takes minutes instead of a full day once a year.

Stronger client confidence

Answer "who had our keys?" on the spot, and send a key history PDF with the photo, signatures and seals.

Ready for scrutiny

Helps evidence key control to clients and auditors, for example in SIA ACS or BS 7984-1 keyholding reviews.

Fewer lost and late keys

Due times, red overdue lines and alerts mean late keys are chased within the hour.

Works where your people are

Officers use their phone at the key office or in the van. Managers check from anywhere.

Proven in the field

Built by Eboracum UK Ltd, an SIA Approved Contractor in York, and used for its own keyholding and alarm response keys.

Everything included

Username and PIN sign-inEach officer has their own login.
Manager and officer rolesManagers edit; officers sign keys in and out.
QR scanningKeys and mobile safes.
SignaturesCaptured on screen at issue and return.
Seal trackingApplied, broken and replaced.
Key countsChecked at issue, return and audit.
PhotosOn every key, plus a photo round.
Second officer checkFor high-risk keys.
Mobile key safesSign out a whole safe at once.
Five audit typesIncluding weekly rolling checks.
Overdue alertsTone and notification on the device.
Key office screenFor a wall display.
Shift handoverKey count checked between shifts.
Copies registerEvery spare accounted for.
Lost key reportingFrom report to found or replaced.
PDF reportsMonthly, audit, receipt and key history.

Security and data

Locked down like the keys it looks after

Clavis runs on Google's Firebase cloud platform, with access rules enforced by the database itself, not just the screens.

Everyone signs in as themselves

Personal usernames and PINs mean every entry shows who made it. Switch a login off and it stops working straight away.

Rules enforced at the database

Officers can't edit key records or delete history, even by working around the app. Managers control the register.

History is kept

Mistakes are voided with a reason, not erased, so the record stays complete and trustworthy.

Questions

Frequently asked

Do we need to install anything?

No. Clavis runs in the web browser on phones, tablets and computers. Officers can add it to their phone's home screen so it opens like an app.

Can we bring our existing key register across?

Yes. Eboracum moved its own register of over 230 key sets, with photos, from its previous CRM. The tidy-up screen then finds duplicates and gaps to fix.

What do officers need?

A phone with a camera and their own username and PIN. Scanning uses the phone's camera through the browser.

Can we use our own branding and key office rules?

Talk to us. Due-back times, audit types and high-risk keys are set up to match how your key office works.

How is it priced?

Pricing depends on the size of your register and how many sites and users you have. Get in touch for a demo and a quote.

Contact

See Clavis with your own keys

Book a demo, ask a question or talk through moving your register across.

mail@eboracumuk.com

Eboracum UK Ltd
Popeshead Court Offices, Peter Lane, York YO1 8SU
01904 295570

      
      
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