key control system in hotels

Bonus: These reports just might lower your premiums! Background checks can only do so much, and employees with key access are given a level of trust that can be easily violated. All Rights Reserved. Guests use many criteria to choose a hotel: price, amenities, customer service, ambience and in today’s connected world — social media. When an authorized employee needs a particular key or key card, he or she must check it out of the locked “smart” box — using a PIN, badge, fingerprint or other biometric form of authentication to gain access. The actual number of incidents of theft and victimization can be greatly reduced with key control, sometimes eliminated altogether. To learn more about how HandyTrac can help your hotel property, contact us today. Since 2012 Setupmyhotel.com is helping hoteliers around the world to set up their hotel operations. Temporary staff and contractors can be issued access to keys, but only for the time they will be needed, with access to be revoked electronically at a set time. Key operates all sections on the floor/ floors supervised by the particular supervisor. Security - Handling Suspicious Items and Packages in Hotels, HR - Sample Reference Check Questions For Recruiting Hotel Staff, Security - Types of Emergency Situations Encountered in Hotels, Store - Inventory Stock Check Policy for Hotels, Security - Types of Safety and Security Functions in Hotels, HR - Confidentiality Policy Sample for Hotel Staff | Managers, HR - Complaint Handling Procedure For Bullying and Sexual Harassment, HR - Bullying and Sexual Harassment Policy Sample Hotel Staff, HR - Sexual Harassment Policy Sample For Hotel Staff. ● Peace of mind. Key control systems can limit access to outdoor storage areas that house pieces of equipment that keep your hotel running. When keys are lost or compromised, the only true way to restore security is to call the locksmith. Daily usage reports can also be used, not only for judging the operating efficiency of the hotel, but as proof to insurance companies that you are reducing liability in case of possible lawsuits or other customer actions. Should anyone else (even other authorized staff try to return it) the system will send an alert or email to management. This is the ultimate goal, after all—to keep your guests safe. Key control helps minimize the security risks of a hotel in a number of ways: ● Greater employee accountability. Not only does this reduce the possibility of it landing in the wrong hands, it saves you the cost of having a replacement cut. Simply put, employees tend to stay honest and behave when they know their activities are being tracked. The log should be dated and signed by the individual taking the key. Key control systems can’t prevent this from happening, but they can give you the ability to monitor and locate your hotel’s keys in real time — even send an alert to management should an employee, inadvertently or advertently, start to walk off the premises with the key. With hotel key systems, there is no more wasted time receiving assignments, signing key logs, and punching in or out, which can help save 12 to 15 minutes. ● Customizable reason codes: The system should track not just which keys are pulled, but by whom and for what reason. Including, The emergency key opens all guestroom doors, even when they are. (No more wasted time tracking down missing keys!). 800-665-9994    |    2020 © Copyright HandyTrac. When keys are lost or stolen, the locks should be changed or rotated to another part of the property. Some things never change. Key control greatly reduces the number of times you have to do this — especially if you use keycard access, since card keys are disposable and can be simply deactivated if lost. Facebook and Instagram can be your best friends as long as guests post pictures of themselves having the times of their lives. Simply put, employees tend to stay honest and behave when they know their activities are being tracked. When employees know their key access activities are tracked, the tendency … Key Plugs are individually locked into a numbered port on the board. This makes work easier for the payroll department as well. Get sample Stationery, Formats, Hotel SOP's, Staff Training Tips, Job Descriptions and more. The same goes for landscaping equipment, such as chainsaws and power mowers, that require training or skill for safe usage. By nature, hotels have many rooms with many access points and large amounts of traffic, making them a favorite target for thieves and predators. If someone does manage to do harm on the premises, your legal liability may be greatly reduced since key control demonstrates good intent and weakens the argument of negligence. Consider the ROI when key control cabinets are installed on various floors of the hotel for the housekeeping staff. individualized key for each lock. For example, master keyed pin tumbler locks will have two shear points at each pin, Key operates all locks in the Hotel. Improve Accountability. A comprehensive key control system will allow management to track activity by key; employee; time; and building, room or outdoor location. One of the best ways to prevent or limit this liability is to implement a strong key control system, one that tracks and restricts employee access and keeps all keys in a secure location. One of the most efficient ways to keep track of your keys around-the-clock is with a key control system. It goes with the territory. When employees are finished with the key, either at day’s end or when they no longer need it, they must log it back in to its place, using the same form of authentication. No unauthorized person should be allowed access to any key, either to examine or handle it, since a photograph or impression can be taken in few seconds and duplicate subsequently made. All Rights Reserved, © Copyright HandyTrac. Schedule your online demo today. In this way, key control systems not only provide tracking of keys throughout the day, but they provide an audit trail for police and insurance investigators, should a room’s security be breached and/or a theft occur. However, true key control goes much deeper than that; it also needs to include restricted and monitored access for hotel employees. The limit can restrict vehicle ignition key access to designated licensed and insured drivers. One metric used to determine hotel key system ROI is employee productivity. The reports they generate can be used for other purposes besides security. Place well-secured key return boxes in the lobby, at exit points of the property, and in courtesy vehicles. The loss or suspected compromise of a key should be reported immediately and, after due investigation, a decision be made as to whether or not the lock should be changed. This is why implementing a strong key control policy is one of the best ways for a hotel to minimize its security and liability risks. The KEYper ® Mechanical Key Control System is a Key Board that holds from 5 to 150 key plugs. With key control, you’ll enjoy reduced risks of employee violations. HandyTrac offers a number of excellent key control solutions designed to enhance employee accountability and mitigate risk. Since keys provide access, keys are also the greatest point of vulnerability. by tkendrick | Mar 20, 2019 | Uncategorized. Follow us: © 2020 Setupmyhotel.com - All rights reserved. In a day when security risks are higher than ever, every hotel should consider reducing their risk by implementing strong key control. Establish protocol for distribution of keys. If the guest room lock is in shut-out mode the guest room key can neither open it nor lock from outside of the room. Most hotels these days have already implemented some form of programmable keycard system for guests to access their specific room for a specific length of time. ● Restricted access: Whenever possible, key control should include customizable access so only authorized employees may pull keys to certain areas of the building or facility. America’s Premier Key Management Systems | Sales: © 2020 KEYper Systems. A good key control system can improve overall workflow processes, which helps your employees stay more productive. The same goes for landscaping equipment, such as chainsaws and power mowers, that require training or skill for safe usage. Persons authorized to remove keys insert their personalized Access Peg into the right port of the desired key location, twist to release the keys and remove them. With key control, you’ll enjoy reduced risks of employee violations. This enables the key control system to track which keys were pulled, by whom and for what reason. ● Unique identification and authorization: The system should be able to identify each employee by a badge and fingerprint as they log in, pull keys and return them. The limit can restrict vehicle ignition key access to designated licensed and insured drivers. ● Mitigated liability. For hotels with keycard access, employee key control can simply be an extension of the type of control provided for hotel guests. While many hospitality companies strive to make their hotel properties as safe and secure as possible for their guests, managing security risks is always one of the greatest challenges. Not only does it provide an effective deterrent against unauthorized access, but it also allows management to instantly identify unusual patterns and identify users who violate the rules. They enforce company key policy since employees have no choice but to follow protocol. See you around and happy Hoteliering. Security of keys is essential from the moment they arrive on site. Key operates all rooms serviced by particular room maid or housekeeping staff. If something like this happens on your property and you haven’t taken every reasonable step to prevent that action, your hotel could be held responsible on the grounds of negligence. Even worse, in these times when safety and security concerns are a staple of our lives, let even one person post on Yelp that his or her room was broken into, or one piece of jewelry went missing, and your worldwide reputation could be damaged. One procedure for emergency keys is to have them locked in a safe or safe deposit box and signed out by the individual needing one. ● Streamlined processes and greater productivity. Types of Keys used in hotels for effective Key control The hotel guest room key is normally issued to open only one room for which it was intended, viz. As a hotel proprietor, you can’t control your guests’ social media accounts, but you can control the keys that keep your hotel safe and secure. In addition, greater key control often results in lower insurance premiums since your liability risks go down considerably. ● Instant reporting and audit trails: A good key control system should always enable management to track activity by key, by building, by day/time and by employee. However, let anything go amiss, and these same guests can turn on you, spreading their gripes and groans for all their friends (and their friends’ friends) to see. Use keys that do not identify the property’s name, address, logo, or room number. If a hotel employee accesses a room unlawfully and steals something (or worse, victimizes a guest), to what extent is that hotel legally liable for the infraction? When you’re in the hospitality business, social media can be a two-edged sword. The data generated can serve as a time sheet, rather than requiring each person to clock in and out. A key control system consists of a tamper-proof box for storing keys and/or key cards to be accessed only by authorized staff, but that’s just the beginning.

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