A key and access register answers a practical question: who can enter each property, and for what reason? It should cover physical keys and authorised digital access while keeping sensitive credentials in an appropriately restricted system.
A property address in a team chat is not an access-control process.
Give keys and access permissions a clear reference
Use a stable property identifier and a reference for each key set or permission. Record the holder, purpose, issue date and expected return or review date.
Avoid labelling a physical key with the full address in a way that makes a lost key immediately useful to a stranger. In the operational record, keep enough information for authorised staff to identify the right set.
For digital access, record the authorised holder and scope without duplicating passwords or permanent codes in a broadly shared spreadsheet.
Separate routine access from exceptional visits
A regular cleaner, an owner and a one-time supplier may need different arrangements. Grant access through the property or device's approved process and limit it to the agreed purpose.
A supplier visit should include a confirmed window and receiving contact. Do not leave an old permission active merely because the job has been marked complete.
Keep guest access instructions tied to the actual stay and property. Shared building entrances and individual apartment doors may have different arrangements that need explaining separately.
Record transfers instead of relying on memory
When a key moves from one teammate to another, update the holder. An entry saying “in the office” is not useful if nobody can find it during an arrival problem.
An illustrative handover record could read:
Key set G-02-B transferred from the duty coordinator to the approved technician for the scheduled inspection. Return expected to the management office after the visit.
Confirm the return rather than assuming it happened. If a key is missing or access may be compromised, involve the responsible manager and appropriate professional to decide the response.
Review access when responsibility changes
Owner handovers, staff departures, supplier changes and property offboarding all require a review of who still needs access. Follow the supported process to return keys or remove permissions, then record the result.
The property offboarding guide covers the wider handover, while smart lock battery checks address device readiness.
Rentevo can help coordinate the related task and guest communication. It should not be treated as a key cabinet, password manager or universal smart lock controller.
Keep a controlled contingency for an access problem and verify that the responsible team can actually use it. An undocumented spare key is a weak substitute for a clear, maintained process.
Explore the vacation rental growth playbook for related guides.