Moving from a paper key log or spreadsheet to software
Guide · Comparison · Published September 16, 2026 · Updated September 24, 2026 · Example data is fictional
A paper log or spreadsheet is enough for plenty of teams. Here's how to tell when it isn't, and how to switch without losing track of keys along the way.
When a spreadsheet is still adequate
- One office, one key cabinet, and a handful of people taking keys.
- Keys come back to the office rather than passing between people in the field.
- Someone keeps it up to date every day.
Signs shared software becomes useful
- Staff and contractors hand keys to each other off-site.
- People away from the office need to know who has a set.
- You need a history that can't be quietly overwritten.
- More than one person edits the same file, and changes get lost.
A fair comparison
| Paper / spreadsheet | KeyDocket | |
|---|---|---|
| Cost | Free or already paid for | Monthly subscription after a 14-day trial |
| Setup | Minutes | Import a CSV, invite your team, print labels |
| Seeing who has a set | Only where the sheet or file is | Any signed-in team member |
| Handovers | Often not written down | Recorded; the new holder must accept |
| History | Can be overwritten or lost | Every entry saved permanently |
| Works offline / with no phone | Yes | Needs a connection |
| Where keys physically are | Not known | Not known either: it records custody, not location |
Switching over, step by step
- Check what you actually have. Go through every cabinet before importing. If the starting list is wrong, people stop trusting the register.
- Fix duplicate key IDs. Sort by key number and resolve repeats. KeyDocket skips any row whose number is already in the file or the workspace, and ignores upper/lower case and spacing when comparing.
- Import. Use the import file template. Try three rows first, then the rest.
- Label. Print QR labels for the sets that move most, and attach them at the cabinet.
- Get the team using it. Invite colleagues, show them one check-out and one handover, and pick a switch-over day. After that, retire the paper log. Running two systems means neither can be trusted.
The demo includes a CSV import you can try with the template file.
Try importing sample key sets →What usually surprises teams
- Keys nobody can match to a door. Record them, then retire them or mark them missing, rather than leaving them out.
- How often the history gets used: who had a set last, and for what.
Owners can export the register as CSV at any time, so your data is never locked in.
Weighing up the cost? See KeyDocket pricing.
KeyDocket is a shared key register for property teams. 14-day free trial, no card needed.
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