Key plan and access control for your community center: how to set it up
What is a key plan?
A key plan is an overview of all keys that exist for the premises: which lock they open, who owns them, and when they were issued. In a simple case, this is an Excel spreadsheet. For larger premises with multiple wings or floors, it is a formally managed document.
Stap 1: breng alle sleutels in kaart
Start with an inventory. How many keys are there in total? Of which locks? Are there keys issued to people who are no longer connected to the organisation? This is a recurring surprise at premises that have existed for some time.
Noteer per sleutel:
- Key number or code (engrave this on the key)
- Which lock / which door(s) it opens
- Name of the holder
- Date of issue and expected return date
- Signature on receipt
Stap 2: bepaal wie toegang nodig heeft
Not everyone involved with the premises needs a key. Distinguish between:
- Permanent key holders: administrator, long-term volunteer coordinator, board member with a management role
- Temporary key holders: regular tenants for the duration of their tenancy
- Emergency keys: kept in a secure place with a trusted person, not issued as standard
Stap 3: leg de uitgifte vast
Never issue a key verbally without recording it. Use a receipt form whereby the holder signs for receipt and confirms that they will return the key on surrender or departure. Also record the consequences of loss, usually reimbursement of the costs for new locks and keys.
Stap 4: retour bij einde huur of vertrek
Link the key plan to the offboarding process. If a permanent tenant resigns or a volunteer leaves, it automatically appears on the checklist: collect the keys and update the plan. See also our guide on onboarding volunteers for a complete handover process.
Digitaal toegangsbeheer
Larger premises are increasingly switching to digital access systems with codes or badges. The advantage: you can grant and revoke access remotely, and you have a log of who entered and when. The upfront cost is higher, but at a professional rental property it pays for itself.
Periodiek actualiseren
Review the key plan at least once a year. Ideally linked to the annual board meeting. Are all key holders still active? Are there keys returned that have not been removed from the plan? An up-to-date key plan is part of sound risk management.