AssetCenter
Key log template
Make a printable key sign-out sheet for offices, schools, rentals and job sites: blank rows, or one row for each key with its number and the door it opens. Choose the columns, print on Letter or A4, and keep a record of who holds each key.
In the print dialog, set the scale to 100% or Actual size. Choose Save as PDF as the printer to keep a copy.
Running a key log that holds up
- Number every key, not every door. Three copies of the storeroom key are three keys. Stamp or tag each one with its own number, so the log can say which copy is missing.
- Write the door on the log, not on the key. A key tag that says “Server room” tells whoever finds a lost key exactly where it goes. A number alone tells them nothing.
- Sign for it every time. A signature at handover is what turns “I think Sam had it” into a record. Ask for one when the key comes back, too.
- Record the time for keys that should come back the same day. Contractor and visitor keys, vehicle keys and master keys are the ones that go missing overnight.
- Count the board regularly. Compare the keys on the hook with the open rows on the log. A key that is neither on the board nor signed out is the one to rekey for.
Keys held long-term, such as an employee’s office key or a site lockbox, are better recorded against the person than on a daily sheet. Our guide to equipment checkout software covers when a paper log stops being enough, and the equipment checkout sheet does the same job for tools, laptops and shared gear.
Key log FAQ
For each handover: the key number, the door or area it opens, who it was issued to, the date and time it went out, their signature, when it came back and who received it. Leaving out the signature or the return date is what makes a log useless when a key goes missing.
Not on the key itself. Label each key with a number, and keep the list of which number opens which door on the log or in a secure register. A lost key with a number on it is far less useful to whoever finds it.
A key register lists every key you have, which door it opens and how many copies exist. A key log records each time a key changes hands. This tool prints the log; a list of your keys pre-fills one row per key.
No. The sheet is made and printed in your browser, and your settings are remembered on this device only.
Know who holds every key
AssetCenter records each key, vehicle and piece of equipment with who has it, since when and its full handover history, and scans tagged items with a phone camera. Free for up to 25 assets.