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Workflow Template

Key and Access Request Workflow

Manages facilities key/access requests from submission through manager approval, security checks, issuance with holder acknowledgement, and expiry/return tracking for temporary access. Rejected requests are returned to the requester with a reason.

Someone needs a new key or building access, and right now that request might be a hallway conversation or a forgotten email that nobody follows up on. This workflow handles the whole journey automatically — manager approval, security checks, issuance with a signed acknowledgement, and tracking when temporary access needs to expire — so nothing slips through the cracks. Rejected requests get routed back to the requester with a clear reason, keeping the process transparent without extra admin work for your facilities or security team.

Business Outcomes

  • Helps reduce lost or unaccounted-for keys and access cards
  • Supports faster turnaround on approved access requests
  • Improves visibility into who holds access and for how long
  • Makes it easier to track temporary access expiry and returns
  • Reduces manual chasing between requesters, managers, and security

Workflow Steps

Steps

  1. 1
    Create Access Request Recordcreate record

    Registers the submitted request as a record.

  2. 2
    Set Status to Submittedupdate record

    Marks the request as submitted and awaiting approval.

  3. 3
    Manager/Property Owner Approvalrequest approval

    Manager or property owner reviews and approves or rejects the request.

  4. 4
    Route on Manager Decision

    Branches based on manager approval outcome.

    approval_status: "approved"→Set Status to Under Security Review
    approval_status: "rejected"→Record Rejection and Set Status
    Default→End
  5. 5
    Record Rejection and Set Statusupdate record

    Marks the request rejected and captures the reason for returning to requester.

  6. 6
    Notify Requester of Rejectionsend email

    Sends the rejection reason back to the requester.

  7. 7
    Set Status to Under Security Reviewupdate record

    Marks the request as approved by manager and now pending security checks.

  8. 8
    Security Checkscreate task

    Security team carries out any required background/clearance checks before issuance.

  9. 9
    Record Security Check Resultupdate record

    Persists the security check outcome to the record.

  10. 10
    Route on Security Check Result

    Branches based on whether security cleared the request or flagged it.

    security_check_result: "Cleared"→Issue Key or Access
    security_check_result: "Flagged - Needs Review"→Record Security Flag as Rejection
    Default→End
  11. 11
    Record Security Flag as Rejectionupdate record

    Marks the request rejected due to a failed/flagged security check and sets the reason.

  12. 12
    Notify Requester of Security Rejectionsend email

    Sends the security-related rejection reason back to the requester.

  13. 13
    Issue Key or Accesscreate task

    Facilities team issues the key or access and records the item/reference issued.

  14. 14
    Persist Issued Reference and Set Statusupdate record

    Saves the issued item reference and return/expiry date, and marks the request as issued.

  15. 15
    Capture Holder Acknowledgementrequest external input

    Requester confirms receipt and acceptance of the terms of the key/access via an external form.

  16. 16
    Record Holder Acknowledgementupdate record

    Persists the holder's acknowledgement confirmation to the record.

  17. 17
    Route on Temporary vs Permanent Access

    Determines whether a return/expiry date needs to be set.

    is_temporary: "Temporary"→Set Return/Expiry Date
    is_temporary: "Permanent"→Notify Requester Access Issued
    Default→Notify Requester Access Issued
  18. 18
    Set Return/Expiry Dateset due date

    Applies the return or expiry due date on the record for temporary access.

  19. 19
    Notify Requester Access Issuedsend email

    Confirms to the requester that their key/access has been issued.

  20. 20
    Finalise Status as Issuedupdate record

    Confirms the request record remains at Issued as its final status.

Fields

  • Requester Name*
  • Requester Email*
  • Site / Location*
  • Key or Access Level Needed*
  • Business Reason*
  • Is this a temporary access request?*
  • +8 more fields

Forms

Key & Access Request

7 fields

Data Views

All Access Requests

access_request_ref, site, access_type, request_status +2 more

Dashboard Widgets

Access Requests OverviewRequests by Access TypeRequest Pipeline

Recommended integrations

Setup the following integrations to extend workflow capability.

  • Send email in the workflow

    AWS SES logoAWS SES
key requestbuilding access requestaccess card requestproperty accessfacility access

Similar Workflows

user access requestvisitor check in check outasset handover return

Similar Categories

property managementinformation technologyoperations management

FAQs

Do I need any technical setup to start using this workflow?

No, the template is ready to publish and runs directly inside assess.one. Once published, it's live in seconds and your team can start submitting access requests right away — there's no software to install or IT project to run.

Can my team customise the approval steps or security checks?

Yes, you can adjust who approves requests, add or remove security check steps, and change notification rules directly within assess.one. This means you can tailor the workflow to match your building's actual access policies rather than adapting your process to fit rigid software.

Who needs access to this workflow?

Typically requesters, managers or property owners, and whoever handles security checks and issuance need access. You control these roles inside assess.one, so you can decide exactly who sees each step and who can approve, reject, or issue access.

What happens if a manager rejects a request?

The workflow records the rejection and reason, then automatically notifies the requester so they know why their request didn't proceed. There's no manual follow-up needed — the status updates and the requester gets clear feedback.

How are security checks handled within the workflow?

After manager approval, the request moves into an 'Under Security Review' status where the security team records their findings. If a flag comes up, the request is routed to rejection with a notification sent to the requester, keeping the decision trail documented.

Is this workflow suitable for both temporary and permanent access requests?

Yes, the workflow routes requests differently based on whether access is temporary or permanent. For temporary access, it captures a return or expiry date so you can track when keys or access need to be reclaimed.

How does the workflow handle holder acknowledgement when issuing access?

Once access is issued, the workflow captures and records an acknowledgement from the person receiving the key or access, creating a clear record that they've accepted responsibility. This step happens before the request is finalised as issued.

Can we track when temporary access is due to expire?

Yes, the workflow sets a return or expiry date for temporary access and keeps this recorded against the issued reference. This helps your team stay on top of when access should be reviewed or revoked without needing a separate spreadsheet.

Do rejected requests just disappear, or can we see the history?

Rejected requests are recorded with a status and reason rather than deleted, so there's a visible history for compliance or audit purposes. The requester is notified automatically, and the record remains available for reference.

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Key and Access Request Workflow | assess.one