Case University of the Arts

University of the Arts Helsinki Streamlines Key Management with LokiTime

Digital key management has brought clarity and efficiency to the university’s daily operations, ensuring smooth access control across multiple locations.

From Paper Logs to Digital Efficiency

The University of the Arts Helsinki, which combines the Academy of Fine Arts, Sibelius Academy, and Theatre Academy, is a leading institution for arts education in Finland. With multiple buildings and facilities to manage, efficient key control is a crucial part of its operations. However, the previous system of paper-based key sign-outs presented ongoing challenges.

“Paper sign-outs were often misplaced, and keeping records up to date was slow and cumbersome. Retrieving key information when needed was time-consuming,” explains Jukka Immonen, a facilities manager at the university.

As key management became increasingly complex across multiple campuses, the need for a centralized, real-time digital solution became evident.

LokiTime Brings Clarity and Consistency

The university decided to modernize its key management process with LokiTime, which stood out due to its ease of use and excellent customer support.

“LokiTime was the most straightforward and practical solution for our needs. The interface was clear, and the support team was both professional and approachable,” says Immonen.

Now, keys for all five university buildings are managed through LokiTime. Staff use tablets and mobile phones to sign out and return keys, while a few administrators maintain the records via a web-based interface. This transition has eliminated paper-based tracking, making key distribution seamless and transparent.

“LokiTime was the most straightforward and practical solution for our needs. The interface was clear, and the support team was both professional and approachable.” – Jukka Immonen, Planner / University of the Arts.

Real-Time Access and Additional Benefits

The implementation process went smoothly, though migrating existing records into the new system took some time. Today, all key information is available in real time, improving both tracking and operational efficiency.

LokiTime is also used to manage access cards and audiovisual equipment loans, further consolidating asset management within a single system.

“Having all key information easily accessible across our campuses has been a major improvement. It has made daily operations significantly more organized,” Immonen notes.

Feedback from staff has been positive, with users appreciating the system’s speed and simplicity. While some employees adopted the system quickly, others needed more time to adjust, but overall, the transition has been well received.

Seamless Collaboration with Sowellus

The university has also praised Sowellus, the company behind LokiTime, for their customer support.

“The support team has been fantastic. We’ve always received quick responses, and they’ve even provided useful suggestions to optimize our key management practices,” says Immonen.

An Ideal Solution for Multi-Site Organizations

The University of the Arts Helsinki highly recommends LokiTime for organizations managing multiple locations and a large number of keys, access cards, and shared assets. The system has met the university’s expectations and has significantly improved key tracking and security.

“LokiTime has been an invaluable tool for us. It has simplified our processes and made daily operations more efficient. We highly recommend it to anyone looking to modernize their key management system.”