Workflow Template

Key and Access Request Workflow

Manages facilities key and access requests from submission through manager approval, security vetting, issuance, and (for temporary access) return/revocation, with status tracking and notifications at each stage.

Someone needs a new key or building access — maybe a new starter, a contractor, or a manager covering another site — and normally that means emails back and forth between the requester, their manager, and security, with no easy way to see where things stand. This workflow takes the request from the initial form through manager approval, security vetting, issuance, and (for temporary access) collection or revocation, updating the record's status and notifying people automatically at each stage. Your team just works through the tasks assigned to them, while anyone can check a record's reference number and timeline to see exactly where a request is up to.

Business Outcomes

Fewer status-check emails, since requesters get automatic updates at each stage
Clearer accountability with approval and security tasks assigned to named people
Faster turnaround from request to issuance with no manual chasing between steps
Better visibility of temporary access that needs to be collected or revoked by an end date
A full timeline per request showing approvals, security results and issuance details

Workflow Steps

Steps

1
Create Request Recordcreate record
Registers the submitted key/access request as a record.
2
Set Status to Submittedupdate record
Sets the record's access status to Submitted.
3
Email Acknowledgementsend email
Emails the requester an acknowledgement with their reference number.
4
Manager Approvalrequest approval
Manager reviews and approves or rejects the request.
5
Route Manager Decision
Routes the workflow based on the manager's approval decision.
approval_status: "approved"→Security: Carry Out Checks
approval_status: "rejected"→Set Status to Rejected
Default→End
6
Set Status to Rejectedupdate record
Sets the access status to Rejected after manager rejection.
7
Email Requester - Not Approvedsend email
Emails the requester that the request was not approved by the manager.
8
Security: Carry Out Checkscreate task
Security carries out the required checks and records the result and notes.
9
Save Security Check Resultupdate record
Persists the security check result and notes to the record.
10
Route Security Check Result
Routes based on whether the security check cleared the key holder.
security_check_result: "Cleared"→Set Status to Cleared
security_check_result: "Not cleared"→Set Status to Rejected
Default→End
11
Set Status to Rejectedupdate record
Sets the access status to Rejected after failing security checks.
12
Email Requester - Security Checks Not Passedsend email
Emails the requester that the security checks were not passed.
13
Set Status to Clearedupdate record
Sets the access status to Cleared after passing security checks.
14
Security: Issue Key or Accesscreate task
Security issues the key or access and records the key/card number and date issued.
15
Save Issue Detailsupdate record
Persists the key/card number and date issued to the record.
16
Email Key Holder - Conditions of Userequest external input
Emails the key holder a form showing the key/access issued and requires acceptance of the conditions of use.
17
Set Status to Issuedupdate record
Sets the access status to Issued once the key holder has accepted the conditions.
18
Email Requester - Access Issuedsend email
Emails the requester confirming that access has been issued.
19
Route on Access Duration
Routes to the return/revoke process if the access is temporary.
access_duration: "Temporary"→Security: Collect Key / Revoke Access
Default→End
20
Security: Collect Key / Revoke Accesscreate task
Security collects the key or revokes access on the end date and records the date returned.
21
Save Return Detailsupdate record
Persists the date returned/revoked to the record.
22
Set Status to Returnedupdate record
Sets the access status to Returned once the key/access is collected or revoked.

Fields

Show all 16 fields

FormKey & Access Request Form

Requester Name*· Text
Requester Email*· Email
Key Holder Name*· Text
Key Holder Email*· Email
Site*· Text
Key or Access Level Needed*· Text
Business Reason*· Long text
Permanent or Temporary*· Choice
End Date (if Temporary)· Date

TaskSecurity: Carry Out Checks

Security Check Result*· Choice
Security Check Notes· Long text

TaskSecurity: Issue Key or Access

Key or Card Number Issued*· Text
Date Issued*· Date

TaskSecurity: Collect Key / Revoke Access

Date Returned / Revoked*· Date

Other fields

Access Status· Choice
I accept the conditions of use*· Checkbox

Requester Name*
Requester Email*
Key Holder Name*
Key Holder Email*
Site*
Key or Access Level Needed*

Forms

Key & Access Request Form

9 fields

Data Views

Key & Access Requests

key_holder_name, site, access_level, end_date +1 more

Dashboard Widgets

Requests by Access Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

key requestbuilding access requestaccess card requestproperty accessfacility access

Similar Workflows

User Access Request Workflow Visitor Check-In and Check-Out Workflow Asset Handover and Return Workflow

Similar Categories

Property Management Information Technology Operations Management

FAQs

Do I need to set this up for every site or key type separately?

No, one workflow handles requests across sites since the form captures Site and Key or Access Level Needed for each submission. Every request becomes its own record with its own reference number and status, so you can filter and track them by site or type in your table views.

Can my team customise the approval or security steps?

Yes, you can describe the change you want in plain English or edit the steps directly in the workflow editor, and earlier versions are kept so you can review what changed. For example, you could adjust who the manager approval task is assigned to, or change the wording in the emailed notifications.

Who actually approves or rejects a request?

A manager is assigned the approval task and decides whether to approve or reject the request. Depending on that decision, the workflow either moves the record forward to security checks or sets the status to Rejected and emails the requester that it wasn't approved.

What happens if security doesn't clear someone?

Security carries out the required checks and records the result and any notes directly on the record. If the result is Not cleared, the status is set to Rejected and the requester is emailed to let them know the security checks weren't passed; if cleared, the record moves on to issuance.

Does the key holder need to log in to accept the conditions of use?

No, the key holder receives an emailed form showing the key or access issued and confirms they accept the conditions of use, all without needing an account. Their response is saved to the record, and once accepted the status updates to Issued.

How does temporary access get returned or revoked?

If the request was marked Temporary on the original form, the workflow routes to a step where security collects the key or revokes access on the end date and records the date returned or revoked. That detail is saved to the record and the status updates to Returned, while permanent access requests skip this step entirely.

Is this suitable for tracking who currently holds which keys?

The workflow records each request's status, key or card number, and issue and return dates on the record's timeline, which gives you a running history of activity. Each business should confirm this level of tracking meets its own audit or compliance obligations, since requirements vary.

Can requesters submit this without creating an account?

Yes, requesters use a public request form to submit their details, and both the requester and key holder are kept updated by email at each stage without needing to log in anywhere. All they need is their reference number if they want to check progress.

Ready to use this workflow?

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