Handling Access Control and Key Management

This article is for Security Guards.

Access control is one of the most critical responsibilities you have on site. Managing who enters and exits, tracking physical keys, and maintaining accurate records of access events protects the client's property and creates an audit trail that can be invaluable in an investigation. This guide explains how to handle access control duties and log key management activities in Attlock.

Your Access Control Responsibilities

As a security guard, your access control duties typically include:

• Controlling entry and exit at designated access points.
• Verifying identity of personnel requesting access.
• Issuing and receiving keys or access cards.
• Logging all access events — who entered, when, and why.
• Reporting anomalies — unauthorized access attempts, lost keys, or malfunctioning access systems.

Your specific duties will be outlined in your site's Post Orders. Always read and acknowledge them before your first shift at a new site.

Logging Access Events

Every significant access event should be documented. In Attlock, you can log access events through:

Visitor Log

For external visitors, contractors, and non-regular personnel:

1. Tap More > Visitors.
2. Tap New Visitor.
3. Enter the visitor's name, company (if applicable), and the person they are visiting.
4. Select the access point they are entering through.
5. Record their vehicle if they are driving on site.
6. Tap Check In.
7. When they leave, find their entry and tap Check Out.

Pass-Down Log

For access events that need to be communicated to the next shift:

1. Tap More > Pass-down > Create.
2. Set the category to Security.
3. Describe the access event: who, when, which entry point, and any relevant context.
4. Attach a photo if relevant (e.g., a vehicle, an ID, or a damaged access point).

Incident Report

For unauthorized access attempts, forced entry, or any access event that represents a security concern:

1. Tap More > Incident Reports > New Report.
2. Select the appropriate incident type (e.g., "Unauthorized Access Attempt").
3. Document the full details and attach any available evidence.

Key Management

Physical keys are high-value assets. Losing a key can require expensive re-keying of an entire facility. Follow these practices:

Issuing Keys

When issuing a key to an authorized person:

1. Verify the person's identity against the authorized access list in your Post Orders.
2. Record the issuance in your Key Log (physical logbook or the Attlock Visitor/Pass-Down system, depending on your site's procedure).
3. Note: the person's name, the key number or description, the date and time, and the purpose.
4. Have the recipient sign the log if a physical logbook is used.
5. Set a return time if the key is being issued temporarily.

Receiving Keys Back

When a key is returned:

1. Verify the key number matches what was issued.
2. Inspect the key for damage.
3. Record the return in the log: person's name, key number, date and time returned.
4. Secure the key in the designated key cabinet or lockbox immediately.

Key Discrepancies

If a key is not returned on time, is damaged, or goes missing:

1. Attempt to contact the person it was issued to.
2. Notify your supervisor immediately.
3. File an Incident Report in Attlock documenting the discrepancy.
4. Do not issue any further keys until the discrepancy is resolved.

Monitoring Access Points

During your patrol or while stationed at an access point:

• Check that doors and gates are secured at the correct times per your Post Orders.
• Test electronic access readers if they appear unresponsive — note any faults in your Pass-Down Log.
• Report damaged locks, broken gates, or malfunctioning card readers immediately via a Maintenance Report or Incident Report.
• Never prop open a secured door — even briefly. If a door needs to be held open for a legitimate reason, stay present and log the event.

Handling Unauthorized Access Attempts

If someone attempts to access a restricted area without authorization:

1. Stay calm and professional — do not escalate physically unless you or others are in immediate danger.
2. Deny access clearly and politely: "I'm sorry, this area is restricted. I can't let you through without authorization."
3. Ask for identification and the name of the person they are trying to reach.
4. Contact the relevant person to verify if access should be granted.
5. Document the event in an Incident Report immediately after the situation is resolved.
6. If the person becomes aggressive or refuses to leave, contact your supervisor and, if necessary, emergency services.

Tips

• Never lend your own access card or key to anyone, even a colleague.
• Log everything — a brief note is always better than no record at all.
• Know your Post Orders — they define exactly who has access to what and when.
• Report malfunctions immediately — a broken card reader is a security gap.
• Count keys at the start and end of every shift — discrepancies are easier to resolve when caught early.

Related Articles

• Reading Post Orders and Policies
• Logging Visitor Check-Ins
• Submitting an Incident Report
• Reporting Maintenance Issues at Your Site
• Using the Pass-Down Log