Register the stock first

Keys → Register a Key. Give each one a Key label and say which office, floor or common area it opens.

Register everything you physically hold before you start issuing — every key, fob and card, including the spares. A register that only contains the keys currently out tells you nothing about the ones that should be in the drawer and are not.

Issuing

Issue a Key: pick the key and the person. Their company and the office they lease fill in from the CRM, so you are not retyping what the system already knows. Add Notes for anything unusual — a temporary issue for contractor access, for instance.

The key moves to Issued and appears on that person's contact record *and* on their tenancy.

Returns, and the ones that do not come back

Mark a key returned and it goes to Available.

If it does not come back, mark it Lost. That is a decision worth recording rather than leaving ambiguous — a lost master is a re-keying conversation, and you will want the date it went missing when you have it.

The audit trail

Audit Trail logs every issue and return with a timestamp and the Processed By name. It cannot be edited.

That is the whole point. A register you can quietly amend after the fact is worth very little in the situation you are actually keeping it for — after an incident, when the question is who could have got into a particular room on a particular night. An uneditable history answers it; a spreadsheet does not.

Finding things

Filter by All statuses, All people and All rooms. "Every key issued to this company" is the view you want in front of you at move-out.

Move-out

Clearing the key register belongs in the move-out routine. The tenancy record shows Keys Issued, so anything outstanding is visible before the deposit is returned — the one moment you have leverage to get it back. See tenancy lifecycle.

The same applies when a member of your own team leaves. Deactivating their login does not retrieve their keys, and the register is where you check.

Fobs and access cards

Digital credentials register exactly like mechanical keys, against a named holder with the same audit trail.

One honest limit: WorkHub records who holds what; it does not drive your door controller. Deactivating a fob on your access control system is a separate action today. Access control integration is on the public roadmap, where telling us which system you run helps us prioritise it.

Contracts

Contract Keys in settings controls which keys the tenancy contract forms offer once an office is chosen, so the agreement lists the right ones automatically.

Keys sit alongside the rest of the building's operational record — tenant CRM, tenancy lifecycle and housekeeping and compliance.