Key Card & Key Control

Purpose

To control access to guest rooms and restricted areas and to prevent unauthorised entry.

Scope

Covers guest key cards, staff master keys, emergency keys and the key encoding system.

Responsibility

Front Desk Associate encodes and issues; Security Supervisor audits; Duty Manager approves master key access.

Detailed procedure

1. Encode key cards only after the guest has been fully registered and the room assigned.
2. Issue two cards by default, and record the number of cards issued.
3. Never announce a room number aloud; write it on the key sleeve instead.
4. Re-encode a lost card after verifying the guest’s identity and invalidate the old card.
5. Issue staff and master keys only against signature and return them at the end of the shift.
6. Wipe unused blank cards daily and keep them in a locked drawer.
7. Run the key audit weekly and report any discrepancy immediately.

Standards and guidelines

• Master keys are never taken off the property.
• Identity must be confirmed before any duplicate key is issued.
• Lost key incidents are reported to Security the same day.
• The encoder is accessible only to authorised staff.

Required records and documentation

• Key issue register
• Master key log
• Lost key report
• Weekly key audit sheet

Related images

Document control