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There's an Easier Way to Keep Track of Keys and Keyholders


Whether your job is to track a few or a few thousand employees and an equal number of keys it can be an overwhelming task. If you’re using excel spreadsheets or a log book to keep track of who has what keys, you know it takes a significant amount of time to keep everything organized. Even the most diligent record keepers can’t ensure that keyholders have their issued key or that a key has not been copied and given to an unauthorized person. And what happens if someone other than the record keeper needs access to keyholder records? You’ll have to spend time getting that info where it needs to go.

There’s a simple way to add time back to your day and keep tighter control on your mechanical key system. A key receipt system tied to a software platform will do the trick!

It should be easy to know exactly what key was issued to a keyholder and when, along with what those keys open. This can be done simply through key serialization or stamping each key with a unique identifier and in-turn recording these identifiers on key receipts. In addition, using restricted keyways will allow you to be sure that an issued key doesn’t get copied, potentially ending up in the wrong hands. Manufacturers of restricted keyways don’t allow key blanks needed for making copies to be available at retail outlets where keys are typically copied.

Although key restriction and serialization can significantly improve security and key trackability, these are not required to simplify key management. Maybe you already have a key control system that’s been working for you. That may include engraving, key caps, color-coded keys or key rings, lanyards or coils linking keys to employees and/or departments. There’s no need to reinvent the wheel. is flexible enough to handle just about any method to support the management of any key system. Whether you prefer to manage them digitally or on paper, you can streamline the process of issuing and collecting keys using Key Receipts.

Simply have a key holder sign for the keys they are issued, acknowledging procedures and penalties (as they exist) for losing keys or not returning them upon separation, and you will have an official record of who has what key(s). This information is then stored in a cloud-based platform to be accessed in the future on-demand. Do you need a key receipt as part of an investigation? Find it in seconds with

After checking out our system for key receipts and control, you might want to consider taking advantage of InstaKey’s total key management system.

The complete InstaKey proprietary system includes serialized keys. A unique number on each key makes it easy to match it with an employee, door, department, or location. Only InstaKey and our authorized dealers have access to our key blanks. That eliminates unauthorized copies.

InstaKey also supplies user-rekeyable lock cylinders. What happens if an employee loses a key? Insert our step change key into the cylinder, turn it 180 degrees and the lock is changed. Think of the money saved compared to calling a locksmith or managing a core swap program.

We have the solutions you need to get organized, stay organized, save money and harden security - no matter the type of key system. Our entire system is built around industry best practices that have been proven to work for more than 30 years.

You will find our products in more than 148,000 locations across the U.S., helping to control access to nearly 400,000 doors. See what InstaKey can do for you. Check out our website or call our trained staff at 1 (800) 316-5397. We’ll show you how to tame the task of key management.


Not sure if switching to InstaKey will provide the ROI you expect?

Check out the Loss Prevention Research Council's latest research on lock programs across Retail for some insight.

LPRC Lock Program Industry Survey