Lock & Tag Hardware Register Template

Keep track of every padlock, hasp, and lockout device your team uses. This template gives safety and maintenance teams one register for lockout-tagout hardware: what each item is, its key number, its condition, and who has it. When a lock goes missing or a tag wears out, the record shows it.

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Riverside Ops
Lock & Tag Hardware
Lockout-Tagout
Locations
Assets
Lock & Tag Hardware Register86 devices · 2 lost MRJLTKStatus BoardNew device
AskSearchFilterSortGroups (4)
Available(54)
Padlock — red, key 114
Padlock
Shop cabinet
Good
Group lock box #2
Group Lock Box
Plant floor, Bay 3
Worn
Assigned(28)
Padlock — red, key 087
Maria Reyes
Issued Mar 02
Good
Breaker lockout BL-06
Tomas Kane
Issued Feb 18
Good
Lost(2)
Padlock — red, key 052
Jordan Lee
Issued Jan 09
Good
Retired(2)
Valve lockout VL-03
Valve Lockout
Inspected Dec 04
Damaged

How the Lock & Tag Hardware Register Workflow Works

Register each piece of hardware

Add an item with its Device Type, Hardware / Tag ID, Key Number, and Color. Device types include Padlock, Hasp, Cable Lockout, Breaker Lockout, Valve Lockout, Group Lock Box, Plug Lockout, and Lockout Tag.

Padlock — red, key 087Available
Device TypePadlock
Hardware / Tag IDLT-0087
Key Number087
ColorRed

Issue it to a person

Set the Status to Assigned, record who holds it in Assigned To, and log the Date Issued.

Padlock — red, key 087Assigned
StatusAssigned
Assigned ToMRMaria Reyes
Date IssuedMar 02, 2026

Inspect and retire

Record the Last Inspected date and Condition (Good, Worn, or Damaged). Mark hardware Lost or Retired when it leaves service.

Last inspected
Padlock — red, key 087Inspected Mar 01
Good
Group lock box #2Inspected Feb 14
Worn
Valve lockout VL-03Retired Dec 04
Damaged
Padlock — red, key 052Reported lost Mar 09
Lost

Benefits of This Lock & Tag Hardware Register Workflow

  • Every lock is accounted for

    The Status Board groups hardware into Available, Assigned, Lost, and Retired, so missing locks are visible at a glance.

  • Keys match locks

    Key Number and Hardware / Tag ID sit on the same record, so a key can be traced to its lock.

  • Worn hardware gets replaced

    Condition, Last Inspected, and a Photo field show when a device needs to come out of service.

What’s Included in This Workflow

Hardware records

One card per item, with Device Type, Color, Quantity, Key Number, Hardware / Tag ID, Location / Storage, and Notes.

  • Device Type
  • Key Number
  • Hardware / Tag ID
  • Location / Storage

Status and condition tracking

Status (Available, Assigned, Lost, Retired) and Condition (Good, Worn, Damaged) fields on every record.

  • Available
  • Assigned
  • Lost
  • Retired

Board and list views

A Status Board, a board grouped By Device Type, and a List View.

  • Status Board
  • By Device Type
  • List View

Customize the Workflow for Your Team

Add device types, colors, or fields your program uses, such as the lockout procedure a device belongs to. Connect the Location / Storage field to your existing Locations workspace so each item links to where it is kept. Coast AI can add an inspection reminder, a view of damaged hardware, or a check-out step that sets the status when a lock is issued.

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FAQs About Lock & Tag Hardware Register

What happens when I add this workflow to Coast?

Coast creates a Lock & Tag Hardware Register workspace with fields for Device Type, Hardware / Tag ID, Key Number, Color, Condition, Status, Assigned To, and inspection dates, plus a Status Board, a By Device Type board, and a List View.

How can Coast AI help with this workflow?

Coast AI can add fields, build views, set up automations, and answer questions such as which locks are currently assigned or which were last inspected before a given date.

Does this replace the Lockout-Tagout workflow?

No. This register tracks the physical hardware. The Lockout-Tagout workflow records the lockouts themselves, and the two can be used together.

Can I import my existing lock inventory?

Yes. Import a spreadsheet of your locks and devices, or ask Coast AI to help map your columns to the template fields.

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