Direct answer
A whole-home access register should identify every controlled opening, the lock or reader serving it, each key, fob, card, remote or digital credential supplied, who is authorised to hold it, and its status at handover. It should also show which construction credentials were withdrawn, who owns the system accounts, how replacement requests are controlled and which items remain outstanding. The objective is not to publish sensitive codes. It is to give the homeowner a complete, auditable view of access without testing unlabeled keys after move-in. For a whole-property project, this register needs to cover the main house, gates, garages, service doors, stores, plant areas, letterboxes and any retained locks.
Start with openings, not the keyring
Build the schedule from the latest door, gate and equipment information, then verify it against the property. Give each controlled opening a stable reference. Note whether it uses a mechanical cylinder, keyed-alike group, master-key hierarchy, access reader, keypad, app, garage remote or combination of systems. ASSA ABLOY describes master-key planning as a hierarchy in which each key is assigned defined openings; that only remains manageable when the openings and permissions are documented. Retained doors deserve the same review as new ones. An old padlock, side-gate cylinder or meter-cupboard key can create the missing link in an otherwise coordinated handover.
- Reference and location of every controlled opening
- Lock, reader or operator type
- Keyed-alike or master-key relationship
- Credential type and quantity expected
- Retained, new or replaced status
Separate physical items from digital ownership
Physical and digital access fail in different ways, so give them separate fields. For keys, cards, fobs and remotes, record quantity, serial or controlled reference where available, holder, issue date and return status. For connected locks or gate controls, record the account owner, administrator role, invited users, recovery method, subscription or hub dependency and confirmation that commissioning accounts have been removed. Do not store reusable passwords or live PINs in a broadly shared document. Instead, record that credentials were reset and transferred through the chosen secure channel. Dormakaba’s guidance on registered locking systems reinforces why ownership information and authority to order replacement keys or access media matter after handover.
Use a four-part handover test
Review completeness, control, operation and recovery. Completeness asks whether every opening and issued item is listed. Control asks whether temporary contractor access is cancelled and future ordering authority is clear. Operation checks representative credentials at the correct openings without assuming one successful key proves the whole set. Recovery checks what happens when a key is lost, a phone is replaced, a remote fails or the owner changes managing agents. A sophisticated access system is not properly handed over if only the installer can administer it. Conversely, a simple mechanical key set still needs disciplined quantities, labels and custody. Choose the level of control to match the property, not the appearance of the hardware.
- Completeness: every opening and credential is mapped
- Control: temporary access is withdrawn
- Operation: agreed samples are witnessed and recorded
- Recovery: replacement and account ownership are understood
Planning example
Planning example: a renovated home has a new front-door cylinder, retained side-gate lock, two garage remotes, a pedestrian-gate fob, a plant-room key and a connected lock on a staff entrance. The first handover pack contains one envelope marked keys and a phone screenshot from commissioning. A register review finds that the side-gate spare is missing, one garage remote remains with a contractor and the connected lock is still administered through the installer’s account. The close-out list assigns each opening a reference, reconciles quantities, returns the remote and transfers administrator ownership before occupancy. This fictional scenario demonstrates coordination; it is not a completed project or security specification.
Control labels without exposing the property
Labels should help the owner while limiting what a lost item reveals. Avoid writing a full address and exact door description on a key tag that may leave the property. Use the register reference on a removable tag, and keep the decoding schedule securely with the owner. If a patented or registered key system is used, link the ownership certificate, authorised dealer and ordering process without reproducing security-sensitive data in public-facing files. ASSA ABLOY’s key-administration guidance centres on four questions: which keys were distributed, to whom, what they open and when they are due back. Those questions are a useful minimum even for a private home.
Checklist before access is accepted
Run the review with the homeowner and the responsible door, gate and access specialists. Resolve discrepancies before the final key envelope is signed over.
- List every door, gate, garage, store, cabinet and plant opening in scope
- Record each lock, reader, remote and control platform
- Reconcile expected and actual key, fob, card and remote quantities
- Identify master, keyed-alike and restricted-copy relationships
- Cancel or recover temporary construction credentials
- Transfer administrator ownership and recovery routes
- Confirm replacement-order authority and supporting certificates
- Witness representative operation and record unresolved defects
- Use a secure process for live codes and account credentials
- Obtain dated receipt for the final issue
Limitations and security boundaries
This register does not design a security system, assess crime risk, certify locks, authorise surveillance, copy restricted keys or instruct anyone to bypass access controls. Those matters require the homeowner and appropriately qualified security, door, gate and technology specialists. Some communities, landlords or system providers control remotes and access media, so their current procedures must be confirmed for the property. Account transfer can also depend on the selected manufacturer and service. Keep sensitive schedules limited to people who need them, and update the register after any lost key, staff change, cylinder replacement or permission change. A handover document becomes unreliable as soon as access changes are made without recording them.
Next step: run a witnessed access reconciliation
Print or securely display the latest register and walk the property opening by opening. Match each item to its reference, test the agreed sample, count duplicates and place unresolved issues on the final close-out list. Then transfer account ownership, remove temporary users and package physical credentials by controlled reference. The homeowner should receive the final register, linked manuals and certificates, support contacts, replacement procedure and a dated issue receipt. Store an owner-controlled copy separately from day-to-day keys. This gives the next lost-key or access-change decision a reliable starting point instead of forcing the household to reconstruct the system from memory.
Sources & further reading
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