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Workflow Template

Master key system request and approval Workflow

Captures master key system requests for buildings, routes the design through locksmith tasking, obtains contact approval of the key plan (with a bounded revision loop), then tracks production and installation through to completion.

Someone needs a master key system fitted across a building, and normally that means chasing a locksmith for a plan, emailing back and forth for sign-off, and hoping nothing gets lost between the design stage and the install. This workflow captures the request through a form, tasks the locksmith to design the key plan, sends the plan to the contact for approval with a bounded revision loop if changes are needed, then tracks production and installation through to a confirmation email. Your team gets a clear record of where every request stands, from New Request through to Installed, without needing to manually follow up at each stage.

Business Outcomes

  • Cuts down time spent chasing locksmiths and contacts for updates on key plan status
  • Makes it easier to track requests from initial enquiry through to completed installation
  • Reduces back-and-forth confusion during plan revisions with a structured, bounded review loop
  • Gives every request a clear reference number and timeline that staff can check at a glance
  • Helps standardise what information is captured at each stage, from door counts to key registers

Workflow Steps

Steps

  1. 1
    Create Master Key Request Recordcreate record

    Registers the incoming request as a master key request record.

  2. 2
    Set Status: New Requestupdate record

    Sets the key system status to New Request.

  3. 3
    Send Acknowledgement Emailsend email

    Emails the contact an acknowledgement with their reference number.

  4. 4
    Locksmith: Design Key Plancreate task

    Assigns the locksmith a task to design the key plan, due in 5 days.

  5. 5
    Save Key Plan Details to Recordupdate record

    Persists the key plan chart, cylinder/key counts, price and lead time to the record.

  6. 6
    Set Status: Awaiting Approvalupdate record

    Sets the key system status to Awaiting Approval.

  7. 7
    Request Contact Approval of Key Planrequest external input

    Sends the contact a form with the key plan details and asks them to approve or request changes.

  8. 8
    Route on Contact Approval Decision

    Routes the workflow depending on whether the contact approved the plan or requested changes.

    approval_decision: "Approve"→Set Status: In Production
    approval_decision: "Request changes"→Set Status: Revising
    Default→Set Status: Revising
  9. 9
    Set Status: Revisingupdate record

    Sets the key system status to Revising when changes are requested.

  10. 10
    Locksmith: Update Key Plancreate task

    Assigns the locksmith a task due in 3 days to update the key plan based on the contact's comments.

  11. 11
    Save Revised Key Plan to Recordupdate record

    Persists the updated key plan chart, cylinder/key counts and price to the record.

  12. 12
    Set Status: Awaiting Approval (Revised)update record

    Resets the key system status to Awaiting Approval before looping back to the contact.

  13. 13
    Loop Back to Contact Approvalrestart from step

    Restarts the workflow from the contact approval request so the revised plan can be reviewed again, up to 3 times.

  14. 14
    Set Status: In Productionupdate record

    Sets the key system status to In Production once the contact approves the plan.

  15. 15
    Locksmith: Cut and Install Keyscreate task

    Assigns the locksmith an open-ended task to install cylinders, issue keys and record the key register.

  16. 16
    Save Production Details to Recordupdate record

    Persists the cylinders installed, keys issued and key register to the record.

  17. 17
    Set Status: Installedupdate record

    Sets the key system status to Installed.

  18. 18
    Send Installation Complete Emailsend email

    Emails the contact confirming the master key system is installed, with keys issued and authorised orderers.

Fields

  • Organisation Name*
  • Contact Name*
  • Contact Email*
  • Contact Mobile*
  • Site Address*
  • Number of Doors*
  • +16 more fields

Forms

Master Key System Request

11 fields

Data Views

Master Key System Requests

organisation_name, site_address, number_of_doors, price +1 more

Dashboard Widgets

Systems by Key System Status

Recommended integrations

Setup the following integrations to extend workflow capability.

  • Send email in the workflow

    AWS SES logoAWS SES
master key system request and approvallocksmith and access controltradetrades

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Similar Categories

trades home services

FAQs

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

No, the template is ready to use as soon as your workspace publishes it. There's no installation or development project involved, so your team can start capturing master key requests through the request form right away.

Can my team customise the request form or the steps involved?

Yes, you can describe the change you want in plain English or edit the steps directly in the workflow editor. Earlier versions of the workflow are kept, so you can adjust the form fields, tasks or approval steps without losing track of previous setups.

Who is responsible for each task in this workflow?

The locksmith is assigned tasks for designing the key plan, updating it if changes are requested, and later cutting and installing keys. These tasks are assigned to team members in your workspace, and the workflow waits for each one to be completed before moving forward.

What happens if the contact requests changes to the key plan?

The status is set to Revising and the locksmith is tasked with updating the key plan based on the contact's comments, due in 3 days. Once the revised plan is saved to the record, the workflow loops back to ask the contact for approval again, and this can repeat up to 3 times.

Do contacts need to create an account to approve the key plan?

No, contacts take part through a form emailed to them, so they never need to create or log into an account. They simply review the key plan details and submit their approval or request changes directly through that form.

Is this suitable for buildings with restricted key systems?

Yes, the request form captures whether a restricted key system is wanted along with the number of doors, key levels needed, and who needs access to each area. This information is available to the locksmith when they design the key plan.

What gets recorded once the keys are installed?

The locksmith's final task records cylinders installed, keys issued and the key register, all of which are saved to the record. The contact then receives a confirmation email listing keys issued and who is authorised to order keys, and the record's timeline reflects the full history of the request.

Can I see the status of a master key request at any point?

Yes, each request is a record with its own reference number, status and timeline showing what has happened so far. Table views and dashboards let your team see requests grouped by status, from New Request through to Installed.

What if the revision loop runs out before the contact approves the plan?

The workflow allows for up to 3 rounds of revision between the locksmith and the contact. Each round follows the same pattern: the locksmith updates the plan, it's saved to the record, and the contact is asked to review it again.

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Master key system request and approval Workflow | assess.one