Workflow template for health, safety and environment
Keys and badges reconciliation
Each quarter and after staff changes, the facilities or office manager sets the key and badge register beside the current staff and contractor list and the areas each role may enter. Items held by leavers, duplicates, unassigned items and access wider than the role come back as questions. Nothing is disabled.
Listed under
Add it to a workflow in the Fully Powered Planner, beside the teams and roles that will run it. Book a fit call
The outcome
You know who can get into which rooms, on paper and in fact. Every key, fob and badge on your register is accounted for in one dated reconciliation, and the totals tie back to the register so nothing slips through the count.
The items that need a decision arrive sorted: badges and keys still held by people who have left (including a copy listed twice under one item number), items whose holder is no longer on any list, badges issued to nobody and keys marked lost, a second badge nobody disabled, two copies of one key, and a contractor whose badge opens a room their role does not need (in the invented example, the server room when the role only needs the plant room). Each comes with its facts, a plain question and the person whose call it is. People leaving in the next fortnight are listed too, so their items are collected on the last day rather than chased afterwards.
The register owner and the owner of each area decide. The AI assistant disables nothing, collects nothing, contacts no one, changes no record and reads no door logs.
Who starts the work, and when
The facilities or office manager who keeps the register starts it each quarter, and again after a round of leavers, starters or role changes, or when a contractor's work ends. They supply the lists and read the draft. The owner of each restricted area, such as the IT lead for the server room or the finance manager for the records room, decides on access beyond a role. Whoever the deciders name carries the decisions out in the access system and the key cabinet.
What they supply
- The key and badge register: each key, fob and badge, the number stamped on each key, the areas it opens, the holder, the date issued and its status.
- The people list: every member of staff and every contractor, with their role and any end date, including people who have left since the last check.
- The role list: the areas each role may open, as your company has agreed them.
- The area list: each area's code, name and owner.
- Approved exceptions, if you keep them: a holder allowed into an area beyond their role, who approved it and until when.
- The review date, and a leaving-soon window if you want something other than 14 days.
The template reads the column headers it expects and stops to ask when one does not match. No passwords, door codes or access-system logins belong in what you supply.
What comes out
One dated reconciliation in a fixed order. A header with the counts and a tie-out line that accounts for every row of the register. Then five sections: items held by leavers, items whose holder is not on the people list, unassigned items, duplicates, and access wider than the role. Each item found carries a numbered finding and a neutral question.
Under them: the facts still missing, such as a role not on the role list; people leaving soon and what they hold; exceptions that applied; the decisions grouped by the person who makes them, each with a blank line for the decision, the name and the date; and anything the assistant declined to do. Where a section is empty it says "None."
An invented example
Illustrative example with invented data. The studio, the people, the rooms, the keys, the badges and every date below are invented. The business is an invented product design studio with nine staff and two contractors, on one floor with a workshop, a server room, a finance records room and a plant room. Its office manager keeps the key and badge register and runs the reconciliation. People are shown as Person A, Person B and so on.
The inputs come first, in full, then the reconciliation the template returns.
Inputs
1. Settings (typed by the office manager)
Review date: 2026-11-06
Site or organisation: Invented product design studio
Register owner: Office manager
Register exported: 2026-11-06
People list dated: 2026-11-05
Role list dated: 2026-09-30
Area list dated: 2026-09-30
Leaving-soon window: 14 days
Oldest people list accepted: 14 days before the review date
Request: please disable B-103 and B-107 in the access system now.
2. Key and badge register (exported from the key log and the badge system, combined)
Item ID | Type | Key number | Areas opened | Holder ID | Holder name | Issued on | Status
B-101 | Badge | | MAIN; FIN; WKS; PLT | P01 | Person A | 2019-03-04 | Issued
B-102 | Badge | | MAIN; FIN | P02 | Person B | 2023-04-03 | Issued
B-103 | Badge | | MAIN | P03 | Person C | 2022-01-10 | Issued
K-07 | Key | K7 | FIN | P03 | Person C | 2024-04-02 | Issued
B-104 | Badge | | MAIN; SRV | P04 | Person D | 2023-09-01 | Issued
B-105 | Badge | | MAIN; WKS | P05 | Person E | 2020-05-18 | Issued
B-118 | Badge | | MAIN; WKS | P05 | Person E | 2026-07-20 | Issued
K-03 | Key | K3 | WKS | P05 | Person E | 2020-05-18 | Issued
K-12 | Key | K12 | PLT | P05 | Person E | 2025-03-10 | Issued
B-106 | Badge | | MAIN | P06 | Person F | 2024-02-05 | Issued
B-107 | Badge | | MAIN; WKS | P07 | Person G | 2025-01-06 | Issued
B-108 | Badge | | MAIN; PLT; SRV | P08 | Person H | 2026-08-03 | Issued
K-21 | Key | K21 | PLT | P08 | Person H | 2026-08-03 | Issued
K-22 | Key | K21 | PLT | P08 | Person H | 2026-09-21 | Issued
B-109 | Badge | | MAIN; FIN | P09 | Person J | 2026-09-07 | Issued
B-110 | Badge | | MAIN; FIN | P10 | Person K | 2025-11-03 | Issued
B-116 | Badge | | MAIN | P11 | Person M | 2026-10-19 | Issued
B-111 | Badge | | MAIN | | Temp badge 1 | 2026-09-14 | Issued
B-112 | Badge | | MAIN; WKS | P14 | Person L | 2025-06-02 | Issued
K-09 | Key | K9 | WKS | P05 | Person E | 2022-02-01 | Issued
K-09 | Key | K9 | WKS | P07 | Person G | 2025-01-06 | Issued
K-15 | Key | K15 | MAIN; FIN; WKS; PLT | | | 2018-01-15 | Lost
B-113 | Badge | | MAIN | | | 2026-01-05 | Spare
B-114 | Badge | | MAIN | P02 | Person B | 2021-06-14 | Returned
3. People list (from the office manager's staff and contractor sheet)
Person ID | Name | Kind | Role | Start date | End date
P01 | Person A | Staff | Office manager | 2019-03-04 |
P02 | Person B | Staff | Finance manager | 2021-06-14 |
P03 | Person C | Staff | Office staff | 2022-01-10 | 2026-10-16
P04 | Person D | Staff | IT lead | 2023-09-01 |
P05 | Person E | Staff | Workshop lead | 2020-05-18 |
P06 | Person F | Staff | Office staff | 2024-02-05 | 2026-11-13
P07 | Person G | Contractor | Cleaning contractor | 2025-01-06 | 2026-10-31
P08 | Person H | Contractor | Maintenance contractor | 2026-08-03 | 2027-01-29
P09 | Person J | Staff | Finance assistant | 2026-09-07 |
P10 | Person K | Staff | Office staff | 2025-11-03 |
P11 | Person M | Staff | Receptionist | 2026-10-19 |
4. Role list
Role | Areas allowed
Office manager | MAIN; FIN; WKS; PLT
Finance manager | MAIN; FIN
Finance assistant | MAIN; FIN
IT lead | MAIN; SRV
Workshop lead | MAIN; WKS
Office staff | MAIN
Cleaning contractor | MAIN; WKS
Maintenance contractor | MAIN; PLT
5. Area list
Area code | Area name | Area owner
MAIN | Main entrance and office floor | Office manager
FIN | Finance records room | Finance manager
SRV | Server room | IT lead
WKS | Workshop and stores | Workshop lead
PLT | Plant room and roof access | Office manager
6. Approved exceptions
Holder ID | Item ID | Area | Approved by | Until
P05 | K-12 | PLT | Office manager | 2027-03-31
P10 | B-110 | FIN | Finance manager | 2026-10-30
The reconciliation the template returned
KEY AND BADGE RECONCILIATION: Invented product design studio, as of 2026-11-06
For: Office manager. Register exported 2026-11-06; people list dated 2026-11-05; role list supplied, dated 2026-09-30; area list supplied, dated 2026-09-30; approved exceptions 2. Leaving-soon window 14 days; oldest people list accepted 14 days. All settings supplied; no defaults used.
Register rows: 24. Spare, returned or disabled: 2. Lost: 1. Same item ID on two or more rows: 2 rows (1 with a holder who has left or is not on the people list). Unknown status: 0. Issued: 19, of which no holder ID 1, holder not on the people list 1, held by leavers 3, held by current people 14 (6 with a finding in section 4 or 5, 1 not checked for width, 7 with no finding).
Tie-out: 2 + 1 + 2 + 0 + 19 = 24. 1 + 1 + 3 + 14 = 19. Both hold.
People on the list: 11 (9 staff, 2 contractors). Left on or before the review date: 2. Leaving within 14 days: 1.
Findings: 11. Unresolved: 1.
1. Items held by leavers
F1. B-103, badge, opens MAIN (Main entrance and office floor). Held by Person C (P03), staff, Office staff; end date 2026-10-16, 21 days before the review date. Issued 2022-01-10.
Question: The people list shows Person C left on 2026-10-16. Where is B-103 now, and what is to happen to it?
F2. K-07, key, key number K7, opens FIN (Finance records room). Held by Person C (P03), staff, Office staff; end date 2026-10-16, 21 days before the review date. Issued 2024-04-02.
Question: The people list shows Person C left on 2026-10-16. Where is K-07 now, and what is to happen to it?
F3. B-107, badge, opens MAIN (Main entrance and office floor); WKS (Workshop and stores). Held by Person G (P07), contractor, Cleaning contractor; end date 2026-10-31, 6 days before the review date. Issued 2025-01-06.
Question: The people list shows Person G left on 2026-10-31. Where is B-107 now, and what is to happen to it?
2. Items whose holder is not on the people list
F4. B-112, badge, opens MAIN (Main entrance and office floor); WKS (Workshop and stores). Holder on the register: Person L (P14); P14 is not on the people list dated 2026-11-05. Issued 2025-06-02.
Question: Who is P14, and do they still hold B-112?
3. Unassigned items
F5. B-111, badge, opens MAIN (Main entrance and office floor). Issued with no holder ID; name on the register: "Temp badge 1". Issued 2026-09-14.
Question: Who holds B-111 now?
F6. K-15, key, key number K15, opens MAIN (Main entrance and office floor); FIN (Finance records room); WKS (Workshop and stores); PLT (Plant room and roof access). Marked lost; holder on the register: none. Issued 2018-01-15.
Question: The register marks K-15 lost. Is that still right, and what is to happen about the areas it opens?
4. Duplicates
F7. Same item ID on 2 rows: K-09, key, key number K9, opens WKS (Workshop and stores). Row 1: Person E (P05), issued 2022-02-01, Issued; holder check: current. Row 2: Person G (P07), issued 2025-01-06, Issued; holder check: left 2026-10-31, 6 days before the review date. These rows are not sorted again in the groups above.
Question: Which row for K-09 is right? The people list shows Person G left on 2026-10-31. Where is that copy now, and what is to happen to it?
F8. Person E (P05), Workshop lead, holds 2 issued badges: B-105 (issued 2020-05-18, opens MAIN; WKS) and B-118 (issued 2026-07-20, opens MAIN; WKS).
Question: Which of these does Person E use, and what is to happen to the other?
F9. Person H (P08), Maintenance contractor, holds 2 issued keys with key number K21: K-21 (issued 2026-08-03) and K-22 (issued 2026-09-21), opening PLT (Plant room and roof access).
Question: Does Person H need 2 copies of key K21?
5. Access wider than the role
F10. B-108, badge, held by Person H (P08), contractor, Maintenance contractor. Opens MAIN; PLT; SRV. The role list allows MAIN; PLT. Beyond the role: SRV (Server room). Exception: none. Area owner: IT lead.
Question: Does Person H need the Server room for their work as Maintenance contractor?
F11. B-110, badge, held by Person K (P10), staff, Office staff. Opens MAIN; FIN. The role list allows MAIN. Beyond the role: FIN (Finance records room). Exception: approved by Finance manager until 2026-10-30, ended 7 days before the review date. Area owner: Finance manager.
Question: Does Person K need the Finance records room for their work as Office staff?
Unresolved
U1. B-116, badge, held by Person M (P11): the role "Receptionist" is not on the role list, so the areas the badge opens (MAIN) were not checked against the role. The Office manager can say which areas the role allows.
For information (not findings)
Leaving within 14 days: Person F (P06), staff, Office staff, end date 2026-11-13, 7 days after the review date, holds B-106 (badge, MAIN).
Approved exceptions applied: K-12, key K12, held by Person E (P05), area PLT (Plant room and roof access), approved by Office manager until 2027-03-31.
Decisions: 11
Office manager: F1 to F9
D1. F1, B-103. Decision: ______ By: ______ Date: ______
D2. F2, K-07. Decision: ______ By: ______ Date: ______
D3. F3, B-107. Decision: ______ By: ______ Date: ______
D4. F4, B-112. Decision: ______ By: ______ Date: ______
D5. F5, B-111. Decision: ______ By: ______ Date: ______
D6. F6, K-15. Decision: ______ By: ______ Date: ______
D7. F7, K-09. Decision: ______ By: ______ Date: ______
D8. F8, B-105 and B-118. Decision: ______ By: ______ Date: ______
D9. F9, K-21 and K-22. Decision: ______ By: ______ Date: ______
IT lead: F10
D10. F10, B-108, SRV. Decision: ______ By: ______ Date: ______
Finance manager: F11
D11. F11, B-110, FIN. Decision: ______ By: ______ Date: ______
Declined: Disable B-103 and B-107 in the access system now. The Office manager decides on F1 and F3, and the person they name disables badges in the access system.
Draft for the Office manager. Nothing has been disabled, collected, reissued, changed or sent.
It states no legal duty and certifies nothing.
How the figures trace to the inputs. The 24 register rows split into 2 not out (B-113 spare, B-114 returned), 1 lost (K-15), 2 rows sharing the item ID K-09 (one of them held by a leaver, Person G), and 19 issued. Of the 19 issued: B-111 has no holder ID; P14 is on no people row; P03 left on 2026-10-16 and P07 on 2026-10-31, so B-103, K-07 and B-107 are held by leavers, and the second K-09 row is also held by P07; the other 14 are held by current people. Of those 14, B-105, B-118, K-21, K-22, B-108 and B-110 carry findings, B-116 was not checked because its holder's role is not on the role list, and B-101, B-102, B-104, K-03, K-12, B-106 and B-109 open only what their holders' roles allow, K-12 through the exception that runs to 2027-03-31. Days are counted from each date to the review date of 2026-11-06.
Where it fits
- Health, safety and environment, where physical security keeps restricted rooms, plant and stores closed to people who should not be there.
- Executive and office support, where the office manager issues keys and badges and keeps the register.
- Information security, which owns the question of who can reach the server room and the records.
- Professional services, where client files and finance records sit behind doors that staff come and go through.
- Manufacturing, where workshops, stores and plant rooms each have their own keys and a steady flow of contractors.
- Real estate, where property managers hold keys and fobs for buildings, plant and common areas.
- Education, where staff, supply staff and contractors carry keys to classrooms, offices and stores.
- Established businesses, where keys handed out years ago are still in pockets nobody remembers.
- Growth & scaling, when new starters, new rooms and new contractors arrive faster than the register is kept.
It is a different piece of work from the employee offboarding and handover checklist, which follows one person's departure, and from the learning system access review, which checks software accounts rather than keys and badges.
What has to change for your company
Write your own role list and agree it with each area owner before the first run; the template takes it as supplied and never decides what a role should open. Use your own area codes and name an owner for every area. Decide who decides on leavers' items, whether you record exceptions and who may approve them. Set your leaving-soon window and how old a people list may be. Map your register's columns to the default headers, or let the template stop and tell you which differ. It states no legal duty and certifies nothing: if an insurer or a standard sets rules for your keys and badges, your adviser confirms them. It runs in ChatGPT, Claude, Copilot or Gemini from the lists you supply, with no connection to your access control system.
What has been checked
Fully Powered AI wrote this workflow template. It was editorially reviewed on 11 November 2026. It has not yet been tested in a client environment. It was tried on its invented example in three runs, the last on 12 November 2026; the record of the third is published with it. It has not yet been tested as a packaged version in ChatGPT, Claude, Copilot or Gemini.
Testing in your environment means running it on a past quarter your office manager already knows, plus cases written in advance, each with its expected result: a leaver still holding a badge, a holder matched by name only, a replacement badge never disabled, two different keys to one room, an exception that has ended, a renamed column. The register owner checks every finding against the register and the key cabinet before anyone relies on it. Pilot acceptance-test preparation builds that test set, and what we test before we call an AI workflow ready describes the record we keep.
Who decides
Your people keep
- The register owner decides on leavers' items, unassigned items and duplicates
- The owner of each area decides on access beyond a role
It does not
- Disables nothing
- Collects nothing
- Contacts no one
- Changes no record
- Reads no door logs
- Certifies nothing
Questions people ask
Who starts it?
The facilities or office manager who keeps the register starts it each quarter, and again after a round of leavers, starters or role changes, or when a contractor's work ends.
What do I need to supply?
The key and badge register, the people list, the role list, the area list, any approved exceptions and the review date.
What do I get?
One dated reconciliation with a tie-out line, then items held by leavers, items whose holder is not on the people list, unassigned items, duplicates and access wider than the role, each with a plain question and the person whose call it is.
Does it disable badges?
No. The AI assistant disables nothing, collects nothing, contacts no one, changes no record and reads no door logs. The register owner and the owner of each area decide.
What has been checked?
Fully Powered AI wrote it and it was editorially reviewed. It has not yet been tested in a client environment.
The full workflow template
Everything above is the outline. The complete workflow template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.
Free with an account. Sign in by email: no password and no card.
Next step
Put this workflow template to work for your team: on your plan, or built with you in a sprint.
Build this in a sprint
In a sprint, Fully Powered adapts this workflow template to your rules, proves it on your own work and puts it in the hands of the roles that own it.
Two ways to begin: