Key Custody Tracking
Know who has every client key, who handed it out, and when it is due back. Overdue keys are flagged, so a missing key becomes a quick follow-up instead of a security incident.
Key security is building security
A record for every key
Log each key with a description, key number, the client it belongs to, the current holder, who checked it out, and any notes, such as alarm instructions.
Overdue keys flagged
Set an expected return date. When a checked-out key passes that date, it is marked overdue in the list so you can follow up the same day.
Four clear statuses
Every key is In Office, Checked Out, Returned, or Lost. Counts at the top of the page show how many keys are out right now.
Find any key in seconds
Search by key, client, or holder and filter by status. When a property manager asks who has access to their building, you can answer while they are still on the phone.
Workflow walkthrough
How key tracking works day to day
Key tracking is a simple log your office manager or supervisors keep up to date. These are the steps.
- 01
Add a key
Choose the client company, describe the key, and give it a number that matches your physical tag. Record who holds it, who issued it, and the expected return date.
On screen
- Client company
- Description and key number
- Holder and issued by
- Expected return date
- 02
Check it out or in
When a key leaves the office, mark it checked out to the cleaner or supervisor. When it comes back, mark it returned with one click.
On screen
- Check out button
- Mark returned button
- Status badge
- 03
Watch for overdue keys
Any checked-out key past its return date is highlighted as overdue, with the due date shown on the record.
On screen
- Overdue badge
- Due date
- Checked-out count
- 04
Handle lost keys
If a key goes missing, mark it lost and add a note. The record tells you which client to call, so you can arrange a rekey before it becomes a dispute.
On screen
- Lost status
- Notes field
- Client on record
Why key control matters to commercial clients
When a cleaning company holds keys or fobs, it holds after-hours access to the client building. Property managers and facility directors know that, and many ask about key control during the bid or in their contract terms.
Sticky notes and group texts work until a key goes missing or a cleaner leaves. A rekey can cost a few hundred dollars per door, and losing a client key is one of the fastest ways to lose a client.
A searchable key log with holders, due dates, and statuses is an easy answer to the "how do you secure our building" question, and it is worth mentioning in your proposals.
A few habits make the log reliable: tag every physical key with the same number used in GrowClean, never let a key leave the office without a record, set a return date even for long-term holders so the record gets reviewed, and update the holder the same day a cleaner changes routes or leaves the company.
Frequently asked questions
It is a log of every client key or fob your company holds, showing who has it, who issued it, when it is due back, and its status. It replaces paper sign-out sheets and spreadsheets.
The client company, a description, a key number, the current holder, who checked it out, the check-out date, an expected return date, a status, and notes.
If a key is checked out and the expected return date has passed, GrowClean marks it as overdue in your key list so you can follow up.
Yes. Add them the same way with a description such as "Lobby access fob" and a number from the card.
Not at this time. Overdue keys are flagged inside the app, so check the key list as part of your daily or weekly routine.
Key custody tracking is part of the Growth and Enterprise plans. See the pricing page for current details.
Know where every key is
A searchable key log your clients will be glad you keep.
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