Resources
Templates and guides for managing physical keys
Practical, free and ungated. Every download works without an email address, and every example uses fictional data.
Templates & checklists
Free downloads and printable sheets. No email address needed.
PDF (Letter, A4) · Excel · CSV
Free Key Sign-Out Sheet Template
Free key sign-out sheet template: printable PDF (US Letter and A4), an Excel workbook and CSV, with a completed fictional example and how to handle late or missing keys.
CSV download
Key register spreadsheet template (CSV)
Free key register template: one row per key set with storage position, status and recorded holder. Opens in Excel or Google Sheets, with a matching import file.
Printable checklist · Handover record
Key handover checklist (printable)
A printable checklist and one-page handover record for passing a key set between staff or contractors: ID, key count, acknowledgement, deadline and return.
Practical guides
How to run key custody day to day across a team.
Guide + Word policy template + PDF reference
Key Control Policy: What to Include + Free Template
Create a practical key control policy with a free Word template. Cover authorization, key issue, handovers, returns, missing keys and recordkeeping.
Guide · CSV worksheet
How to audit physical keys
A practical key audit: reconcile storage and recorded holders with the register, handle discrepancies and close out follow-up, with a CSV worksheet.
Guide
How to manage keys across staff and contractors
A routine for keys shared across staff and contractors: collection, return time, onward handover, acceptance and return, with a worked example and exceptions.
Choosing a system
What software does and doesn't do, and when a spreadsheet is still enough.
Guide · Screenshots
How QR code key tracking works
How QR key tags link to a key record and logged movements, what happens after a scan, and what QR codes can't do: no GPS and no automatic detection.
Guide · Comparison
Moving from a paper key log or spreadsheet to software
When a paper log or spreadsheet is still enough, when shared software helps, a fair comparison, and how to switch: duplicate IDs, import, labels and team adoption.