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Keyhive Help

How to export key sets to a spreadsheet

In short: From the Key Sets page in the web portal, click Export key sets, choose which columns you want, and click Export. Keyhive builds the file in the background and drops a notification in the bell menu when it’s ready: download it as a .csv or an .xlsx (Excel) file.

When you’d do this: When you need your list of key sets outside Keyhive, for a sheet you can walk the board with and tick off, a copy for someone who doesn’t use Keyhive, or a list of what’s out and who’s got it that you want to sort and mark up your own way.

Steps

  1. Go to the Key Sets page in the web portal, via the Key Sets link in the sidebar.

  2. Narrow the list first, if you want to. The export gives you exactly what the list is currently showing, so anything you do to the list before you export carries through to the file:

    • Search. Type part of a key set’s name, its asset’s name, or the name of whoever’s holding it.
    • Filter → Status. Pick, for example, only the sets that are out, or only the untagged ones that still need a fob.
    • Filter → Key holder. Narrow to sets held by your own team, or by contacts.

    If you want everything, clear the search and leave the filters alone.

  3. Click Export key sets at the top of the list.

  4. Choose your columns. A window opens listing everything that can go in the file: the set’s name, its key / hook number, the asset it belongs to, where it is right now and who’s holding it, how many keys and fobs are on the ring, and any notes. Untick anything you don’t need.

    The Export key sets window listing the available columns with tick boxes

  5. Click Export. The window closes and Keyhive starts building the file in the background. You can carry on working, or leave the page.

  6. Download the file from the bell. When it’s ready, the bell icon in the top bar gets a red badge. Click it and you’ll see Export completed, telling you how many rows were exported, with two links:

    • Download .csv. Opens in any spreadsheet program, and is the safe choice for feeding into another system.
    • Download .xlsx. An Excel file, tidier to read and print.

    Click whichever you need and the file saves to your computer.

    The notifications panel showing an "Export completed" message with Download .csv and Download .xlsx links

Good to know

  • One row per key set, not per asset. An asset with three sets of keys gives you three rows, each with its own status and holder.
  • It’s a snapshot of right now, not a history. The file tells you where each set is today. For a record of every time a set went out and came back, export your checkouts instead. See How to export checkouts to a spreadsheet.
  • Big lists take a little longer. The file is built in the background exactly so a large export doesn’t tie up your screen. If the notification hasn’t appeared yet, give it a moment. It’ll arrive on its own.
  • The notification waits for you. It stays in the bell menu until you clear it, so you can come back to the download later. Once you’ve cleared it, run the export again to get a fresh file.
  • Exporting changes nothing. It’s read-only: no key set is altered, moved or checked in by exporting it.