Checklist template

Guest room key and access control for hotels

A ready-to-use checklist with 110 items in 6 sections, covering Key issuance, Master keys, Lock audits, Lost keys, Staff access, Records. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 110 Items
  • 90 Yes / No checks
  • 6 Scored ratings
  • 120 Points

Use this template How audits work

1. Key issuance 20 items

  1. A guest asking for a replacement key shows photo identification before the key is made Yes / No 1 pt
  2. The name on the identification is compared with the registered guests on the room before a key is issued Yes / No 1 pt
  3. A person not registered on the room is refused a key until the registered guest authorizes it in person or by a verified call Yes / No 1 pt
  4. The agent does not confirm to a caller or visitor which room a named guest occupies Yes / No 1 pt
  5. Room numbers are written or shown to the guest, never said aloud at the desk Yes / No 1 pt
  6. Key cards carry no room number and no hotel address printed on the card Yes / No 1 pt
  7. Guest keys are encoded to expire at the check-out time of the departure date Yes / No 1 pt
  8. Keys for a late check-out are extended only to the agreed time Yes / No 1 pt
  9. Making a new key for a room cancels the previous guest's keys, as shown by a test at the lock Yes / No 1 pt
  10. The number of keys issued per room does not exceed the number company policy allows Yes / No 1 pt
  11. Key encoders require each agent's own log-in Yes / No 1 pt
  12. Encoders lock or log out after the idle period set by company policy Yes / No 1 pt
  13. Blank key cards are stored in a locked drawer or cabinet Yes / No 1 pt
  14. The stock of blank key cards is counted and reconciled on the schedule set by company policy Yes / No 1 pt
  15. Digital keys sent to a phone are issued only after the identity check the brand procedure requires Yes / No 1 pt
  16. Guest keys do not open back-of-house doors, other guest floors with restricted elevator access, or closed amenities Yes / No 1 pt
  17. Returned key cards are erased or collected in a locked box before reuse Yes / No 1 pt
  18. Replacement-key requests observed during the visit Number
  19. Of those, requests where identification was checked Number
  20. Identity checks in the replacement-key requests observed or tested Rating
    • Checked every time 5 pts
    • Checked most times 3 pts
    • Key given without identification 1 pt

2. Master keys 19 items

  1. Master and floor master keys in the property's key inventory Number
  2. Master and floor master keys physically accounted for during the visit Number
  3. Every master key is individually numbered or coded to one named holder Yes / No 1 pt
  4. Section or floor keys for room attendants open only the rooms of the assigned section Yes / No 1 pt
  5. Property-wide master keys are limited to the positions listed in the key control policy Yes / No 1 pt
  6. Master keys are signed out at the start of the shift with the time and the holder's signature Yes / No 1 pt
  7. Master keys are signed back in at the end of the shift, and the log shows no open sign-out from a previous day Yes / No 1 pt
  8. Master keys not signed out are kept in a locked key cabinet or electronic key box Yes / No 1 pt
  9. Access to the key cabinet is limited to the positions the policy names Yes / No 1 pt
  10. Master keys are attached to the holder by a lanyard, wrist coil or belt clip while in use Yes / No 1 pt
  11. No master key was found unattended during the visit (on a desk, in a hung jacket, left in a door) Yes / No 1 pt
  12. Master key cards are set to expire at the end of the shift or within the period set by company policy Yes / No 1 pt
  13. Master keys do not leave the property, as confirmed by the sign-in log and by the employees asked Yes / No 1 pt
  14. The emergency key that overrides the deadbolt is sealed in a tamper-evident envelope or a break-glass box Yes / No 1 pt
  15. Each use of the emergency key is recorded with the date, room, reason and two names Yes / No 1 pt
  16. The emergency key seal number matches the number on the last log entry Yes / No 1 pt
  17. Contractors and vendors are escorted, or issued a time-limited key signed out in the log Yes / No 1 pt
  18. Metal keys for mechanical overrides, plant rooms and stores are on the same sign-out system as key cards Yes / No 1 pt
  19. Control of master keys on the day of the visit Rating
    • All accounted for and signed out correctly 5 pts
    • All accounted for with gaps in the log 3 pts
    • A master key could not be accounted for 1 pt

3. Lock audits 20 items

  1. Management can read the opening history of a guest room lock on site, with the reader or through the online lock system Yes / No 1 pt
  2. A lock read is performed for every reported theft from a guest room Yes / No 1 pt
  3. Lock reads for the incidents of the last 12 months are filed with the incident reports Yes / No 1 pt
  4. Random lock audits are carried out on the schedule set by company policy Yes / No 1 pt
  5. Date of the last random lock audit Date
  6. The clock in three locks sampled shows the correct date and time Yes / No 1 pt
  7. Three locks sampled recorded the test entries made during the visit under the correct key holder Yes / No 1 pt
  8. Locks reporting low battery are listed, and the batteries were replaced within the time set by company policy Yes / No 1 pt
  9. Each guest room door sampled closes and latches by itself from a half-open position Yes / No 1 pt
  10. The deadbolt or privacy latch of each door sampled engages fully Yes / No 1 pt
  11. A guest key from a stay that has ended was refused by the lock when tested Yes / No 1 pt
  12. The lock reads sampled show no staff key entry to an occupied room outside the key holder's shift hours Yes / No 1 pt
  13. Staff key entries to vacant rooms in the lock reads sampled match a cleaning, inspection or maintenance assignment Yes / No 1 pt
  14. Random lock audits on file are signed by a manager who does not hold the keys audited Yes / No 1 pt
  15. Findings from the lock audits on file (unexplained entries, clock errors, unknown keys) each have a recorded follow-up Yes / No 1 pt
  16. Locks taken out of service or replaced are recorded with the room and date Yes / No 1 pt
  17. The lock system software is on a version supported by the vendor Yes / No 1 pt
  18. Guest room doors tested during the visit Number
  19. Doors tested that failed to self-close, latch or deadbolt Number
  20. Result of the door and lock tests Rating
    • Every door latched and every lock recorded the test entries 5 pts
    • One or two minor faults, reported for repair 3 pts
    • A door that does not latch or a lock that does not record 1 pt

4. Lost keys 15 items

  1. A lost or missing master key is reported to the manager on duty in the same shift Yes / No 1 pt
  2. Each lost master key in the last 12 months has a written incident report Yes / No 1 pt
  3. The locks opened by a lost master key were re-coded or the key was cancelled in the system within the time set by company policy Yes / No 1 pt
  4. Master keys reported lost or missing in the last 12 months Number
  5. Date of the most recent lost master key incident Date
  6. A lost guest key is cancelled by encoding a new key and using it at the lock, or through the online system Yes / No 1 pt
  7. Guests reporting a lost key are asked whether the key sleeve with the room number was lost with it Yes / No 1 pt
  8. Where the sleeve and key were lost together, the guest is offered a room move or the lock is re-sequenced Yes / No 1 pt
  9. Key cards found on the property are handed to the front desk and erased or destroyed Yes / No 1 pt
  10. Keys left in rooms at check-out are collected by the room attendant and returned to the desk in a closed container Yes / No 1 pt
  11. The key drop box at the desk or exit is locked and emptied daily Yes / No 1 pt
  12. Unreturned master keys of employees who left the company were cancelled on the last day worked Yes / No 1 pt
  13. Employees asked knew whom to tell and how quickly if they lose a key Yes / No 1 pt
  14. Each lost master key report on file states the action taken with the key holder, as the written policy requires Yes / No 1 pt
  15. Response to the lost key incidents on file Rating
    • Reported, cancelled and documented each time 5 pts
    • Cancelled but poorly documented 3 pts
    • No record of action taken 1 pt

5. Staff access 18 items

  1. Room attendants keep the door closed or block it with the cart while cleaning, as company policy states Yes / No 1 pt
  2. A guest returning to a room being cleaned is asked to open the lock with their own key before entering Yes / No 1 pt
  3. An attendant approached during the visit with a request to open a room refused and gave the correct direction Yes / No 1 pt
  4. Employees knock and announce themselves before entering any guest room Yes / No 1 pt
  5. Maintenance entries to occupied rooms are linked to a work order or a guest request Yes / No 1 pt
  6. Room service and minibar attendants use keys limited to their task and shift Yes / No 1 pt
  7. Employees are not on guest floors outside their shift or assignment, as checked against today's schedule Yes / No 1 pt
  8. Access levels in the lock system match each employee's current position for ten employees sampled Yes / No 1 pt
  9. Key cards of employees who changed department were re-coded to the new access level Yes / No 1 pt
  10. Back-of-house doors from guest corridors (linen rooms, service elevators, stairwells to staff areas) were found locked Yes / No 1 pt
  11. Linen and storage rooms on guest floors were found locked when unattended Yes / No 1 pt
  12. Exterior doors other than the main entrance are locked or key-card controlled during the hours the policy states Yes / No 1 pt
  13. Elevator floor restriction by key card, where installed, is working in the cabs tested Yes / No 1 pt
  14. Pool, fitness center and lounge doors open only with a valid guest key Yes / No 1 pt
  15. The luggage storage room is locked and opened only by bell or front desk staff Yes / No 1 pt
  16. Do-not-disturb rooms not entered for the number of days set by company policy are checked by a manager Yes / No 1 pt
  17. Back-of-house or storage doors found unlocked on guest floors Number
  18. Compliance of employees with room entry and access rules during the visit Rating
    • Followed by everyone observed 5 pts
    • One lapse corrected on the spot 3 pts
    • Doors propped open or rooms opened for strangers 1 pt

6. Records 18 items

  1. A written key control policy is on site and dated within the review period set by the company Yes / No 1 pt
  2. Each key holder sampled signed an acknowledgment of the key control policy Yes / No 1 pt
  3. The key inventory lists every master, floor, section and emergency key with its holder or location Yes / No 1 pt
  4. The key inventory was verified by a physical count within the period set by company policy Yes / No 1 pt
  5. Date of the last full key inventory count Date
  6. Key sign-out logs for the last 90 days are on file and legible Yes / No 1 pt
  7. A manager initials the key sign-out log each day or each week as the policy states Yes / No 1 pt
  8. The list of users with access to the key encoding system was reviewed within the period set by company policy Yes / No 1 pt
  9. Encoder user accounts of employees who left the company have been removed Yes / No 1 pt
  10. The system report of master keys created in the last 30 days matches the keys in the inventory Yes / No 1 pt
  11. Duplicate metal keys are cut only on written approval of the general manager or chief engineer Yes / No 1 pt
  12. The locksmith or lock vendor used is named in the policy, with a current service agreement Yes / No 1 pt
  13. Guest room theft and unauthorized entry incidents are logged with the outcome of the lock read Yes / No 1 pt
  14. Guest room theft or unauthorized entry incidents reported in the last 12 months Number
  15. Corrective actions from the previous key control audit have been completed Yes / No 1 pt
  16. Name of the manager responsible for key control Short text
  17. Overall key and access control at the property Rating
    • Every key accounted for, identity checked and logs complete 5 pts
    • Keys accounted for, with gaps in logs or checks 3 pts
    • A key unaccounted for, or keys issued without identification 1 pt
  18. Corrective actions required Comments

About this template

This checklist is part of the InspectLoop template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In InspectLoop you can add photos, assign corrective actions, require sign-off and compare results across sites.

Categories

Related templates

← All templates

Brand standards

At every site, every time

Start Free Contact us