Hospitality properties offer respite for vacation and business travelers, and it is essential for hotel management to prioritize comfort, safety and security to ensure positive guest experiences. Although mechanical room keys adorned with retro diamond-shaped hotel room key tags of yesteryear have been converted to today’s digital access control card technology for guest room access at most properties, housekeeping and security staff still often use traditional keys as a back-up or emergency method for room access.
Hundreds of keys for storage and mechanical rooms and back-of-the-house operations exist on hotel premises as well, and they also require security and accountability for the reduction of liability and security incidents, as well as the maintenance of state and local compliance regulations. Think about what happens when all these keys are mismanaged with no accountability. Inevitably, the risk for security incidents, including theft, arson, sabotage, and vandalism, increases. Frequent occurrences of security incidents reduce occupancy rates and erode profitability and hotel brand reputation as well.
Although keys seem like simple and common security tools that have been used to protect assets for centuries, they are a data blueprint that provides business intelligence for hospitality properties. When data is harnessed from every key transaction recorded and stored within an electronic control system, hotel key control administrators gain knowledge about workflows, unusual activity, and operations based solely on the patterns of use.
How Key Control Systems Gather Information
Electronic key control systems replace manual usage procedures with secure cabinets equipped with software that tracks all movements through authorized users. Key control administrators in various departments throughout the hotel assign specific keys to specific personnel for usage during their work shifts. Authorized users access their keys by entering a PIN code, access card, and/or biometrics. Once the credentials are verified, key ports containing their authorized keys light up and unlock them for immediate use.
The system records all transactions and leaves an audit trail of what keys are currently in use and by whom, and which ones have been returned. Audit trail reports can be instantly downloaded and printed at any time. Knowing the location of all keys with usage tracking saves time, improves productivity, and provides accountability to prevent misuse and lost or missing keys.
Three Ways Hotels Benefit from Key Transaction Data
Electronic key control systems, such as the Morse Watchmans KeyWatcher Touch, provide business intelligence and information that can help reduce operations costs and right-size staffing. These are three of the many ways key control helps hospitality properties become “smarter,” and not just strictly for security reasons.
Forensics – Data collected from every electronic key control transaction provides forensics for security incidents and misuse of hotel property. When analyzing audit trail reports, security and hotel administration can tie the data directly to alleged culprits and take appropriate action to enforce key control, security, and property policies and procedures.
Centralized Key Control – Networked key control cabinets provide convenient access to keys and centralized intelligent inventory management. When connected to the hotel’s main security office server and integrated with other security technology, this enables security personnel to access data from all key control cabinet locations inside and outside the perimeter of the building. This connectivity promotes secure remote management of every single key and every single key user, which saves time and increases productivity, safety, and security.
Operations Insights – Any time a key is removed and returned to the electronic control system, data delivers information about efficiencies, productivity, and supply and demand. Key control assists in helping business operations “right size” their number of employees and assets to optimize efficiency, productivity, and profitability.
Why Key Control is Essential for Hotel Operations
Protecting people, places and personal property is essential for hotels. Electronic key control provides an important component of complete security solutions. By integrating key control with other hotel security technology systems, it can be a powerhouse for access control, asset management, and business operations data.
When lost keys are no longer an issue, productivity is greatly improved among hotel staff members. Key control is essential in providing business intelligence to hospitality management teams, which reduces liability and the number of reportable security incidents for hotels worldwide.
For more information about Hospitality Key Control and Business Intelligence, read our tip sheet.
