How to Prepare Keys and Access for Your Cleaning Team
If you are not physically present at your property, your cleaning team needs reliable, secure access. The access method you choose affects turnover speed, security and your ability to manage the property remotely. This guide covers the main options and their trade-offs.
Key Safes and Lockboxes
Wall-mounted or railing-mounted key safes are the most common access method for short-let properties. Pros: no need to be present, code can be changed between guests, cleaning team can access independently. Cons: codes can be shared or observed, some buildings restrict external key safes, weather exposure can degrade the mechanism. Best practice: change the code after every guest stay and confirm the cleaning team has the updated code before every turnover.
Smart Locks
Digital smart locks (Yale Conexis, Nuki, August) allow you to issue time-limited access codes to guests and cleaning teams. Pros: full audit trail of who entered and when, no physical key to lose, time-limited codes expire automatically. Cons: battery dependent, Wi-Fi dependent for remote management, higher upfront cost. Smart locks are increasingly popular with portfolio operators because they eliminate key management entirely.
Concierge and Porter Handovers
In managed buildings, the concierge or porter holds a master key. Pros: secure, no external hardware, professional building staff handle access. Cons: depends on concierge availability and building policy, some buildings require advance notice for cleaning team access, access hours may be limited. Always provide your cleaning team with the concierge phone number and your unit number.
Communicating Access Instructions
Whichever method you use, provide clear written instructions: the access method, the code or procedure, any security gates or fob requirements, which floor and flat number, and a contact number in case of access issues. Update these instructions whenever anything changes — a new code, a broken buzzer, a relocated key safe.
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