Access control is one of the highest-trust parts of a Home Watch business.
A client may give you physical keys, gate fobs, garage remotes, alarm instructions, smart-lock access, or other credentials to an unoccupied home.
Treat those items like sensitive business assets, not like spare keys tossed into a desk drawer.
Rule 1: Do not label a key with the full property address
If the key is lost, the finder should not immediately know what home it opens.
Use a neutral internal identifier such as:
HW-0047
Keep the mapping between that identifier and the property in your secure business system.
Rule 2: Keep the key map separate and secured
If physical key storage is compromised, an attacker should not find a paper list taped beside it that says:
HW-0047 = 123 Main Street, alarm code 1234
Separate physical access from identifying information.
What belongs in an access record
For each property, record:
- internal key/access ID
- number of keys received
- what each key opens
- fob/remote count
- smart-lock method
- gate procedure
- alarm procedure
- date received
- person who received it
- date tested
- current storage location/control status
- checkout history when employees use physical items
- return/destruction date when service ends
Avoid putting sensitive credentials in unencrypted spreadsheets or group chats.
Receiving physical keys
When the homeowner hands over keys:
- Count them.
- Identify what each opens.
- Test them.
- Assign an internal ID.
- Record receipt date.
- Store them securely.
- Document whether copies are authorized.
If you make a duplicate, record that copy too.
Garage remotes and gate fobs
These are access devices just like keys.
Record:
- device type
- internal ID
- battery issue if relevant
- where it is stored
- who has it
Do not keep an unmarked garage remote loose in a personal vehicle indefinitely.
Smart locks
Smart locks can reduce physical key handling but introduce digital access risks.
Prefer, where the system supports it:
- unique business/user code
- time-bounded code
- revocable access
- individual employee credentials rather than one shared code
Do not ask clients to send permanent door codes in insecure group messages when a safer method is available.
Alarm information
Store alarm instructions separately and securely.
Know:
- arming/disarming sequence
- entry delay
- false-alarm procedure
- monitoring-company contact process
- whether a verbal password is required
- who is authorized to call
Do not publish alarm information in a client-facing report that could be forwarded widely.
Employee checkout procedure
Once you hire, create a formal chain of custody.
Example:
- Employee receives Key ID HW-0047 for scheduled route.
- System records employee and time.
- Employee completes visits.
- Key returns to secure storage.
- Return is recorded.
If employees take keys home, that should be an intentional written policy supported by your insurance/risk plan — not an informal habit.
Lost key procedure
Decide this before a loss happens.
Procedure should include:
- Stop and search/retrace immediately.
- Notify business owner/manager.
- Determine whether the key can be linked to a property.
- Follow insurer/bond notification requirements.
- Notify homeowner when appropriate.
- Arrange rekey/access changes under the agreed process.
- Document the incident.
- Review how the loss occurred.
Ask your insurance agent in advance how key-loss/rekey claims are treated.
Access failure procedure
If a key/code does not work:
- do not force entry
- document attempted access
- contact homeowner/authorized person
- follow the agreement for missed/inaccessible visits
- do not borrow neighbor/vendor access unless authorized
End-of-service procedure
When a client cancels or returns permanently:
- confirm final visit/report
- return physical keys/fobs/remotes
- record who received them
- remove digital access
- remove employee access
- delete credentials that no longer need to be retained according to your policy
- update the property status
Software and security
HomeWatchTools can store property records and access instructions as part of Home Watch operations. Whichever system you use, protect business devices with strong authentication/device locks and remove former employee access promptly.
A software system is not a substitute for physical key controls.
How to know this step is complete
You should be able to answer at any moment:
- How many physical access items do we hold?
- Which internal ID belongs to which client?
- Where is each item now?
- Who last had it?
- What happens if one is lost?
If not, improve the system before adding staff.
Next step
Learn the exact workflow for a professional Home Watch visit →
Sources
- NHWA professional standards: https://www.nationalhomewatchassociation.org/about-us
- HomeWatchTools security/data context: https://www.homewatchtools.com/
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