Lockbox & Key Code Tracker Template

Know the current code and key location for every property. This template helps property management and maintenance teams track lockboxes, keys, keypads, fobs, and smart locks in one place. Technicians and vendors get the right access information without a round of phone calls.

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Riverside Ops
Lockbox & Key Codes
Properties
Work Orders
Lockbox & Key Code Tracker48 access points · 3 need update MRJLTKList ViewNew access point
AskSearchFilterSortGroups (1)
Property
Access Type
Code
Location
Needs Update(3)
412 Maple Ave
Lockbox
4-2-7-1
Hose bib, left side
Harbor View #6
Keypad
8830#
Front door
Active(44)
Riverside Lofts #2B
Smart Lock
App
Unit door
1200 River Rd
Fob
—
Front desk drawer
Oak Court Duplex
Key
—
Office key cabinet, hook 14
Decommissioned(1)
88 Pine St
Lockbox
—
Removed Feb 02

How the Lockbox & Key Code Tracker Workflow Works

Add each access point

Create a record for each lockbox, key, or lock with its Property, Access Type, and Lockbox Location. Access types include Lockbox, Key, Keypad, Fob, and Smart Lock.

412 Maple AveActive
Property412 Maple Ave
Access TypeLockbox
Lockbox LocationHose bib, left side

Record the current code

Enter the Current Code / Combo and the Last Code Change date, and set who is responsible in Assigned To.

412 Maple Ave
Current Code4-2-7-1
Last Code ChangeSep 03, 2025
Assigned ToMRMaria Reyes

Keep codes current

Mark an access point Needs Update when a code must change, and Decommissioned when it is no longer in use.

Codes by status
412 Maple AveCode last changed Sep 03, 2025
Needs Update
Harbor View #6Tenant moved out Mar 01
Needs Update
Riverside Lofts #2BCode changed Feb 18
Active
88 Pine StLockbox removed Feb 02
Decommissioned

Benefits of This Lockbox & Key Code Tracker Workflow

  • One source for access information

    Codes, key locations, and notes are in one list instead of texts and spreadsheets.

  • Stale codes are easy to spot

    The Needs Update status and Last Code Change date show which codes are due for a change.

  • Clear responsibility

    Assigned To shows who owns each access point.

What’s Included in This Workflow

Access point records

One card per access point, with Property, Status, Access Type, Current Code / Combo, Lockbox Location, Last Code Change, Assigned To, and Notes.

  • Access Type
  • Current Code / Combo
  • Lockbox Location
  • Last Code Change

Status tracking

Status options for Active, Needs Update, and Decommissioned.

  • Active
  • Needs Update
  • Decommissioned

List view

A List view grouped by status that shows each access point's property, type, code, and location.

  • Grouped by status

Customize the Workflow for Your Team

Add fields such as a code change interval or the vendors who have access. Connect the Property field to your existing Properties or Locations workspace so each access point links to its property. Coast AI can add code change reminders, a view by property, or a notification when a code is updated.

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FAQs About Lockbox & Key Code Tracker

What happens when I add this workflow to Coast?

Coast creates a Lockbox & Key Code Tracker workspace with access point fields, Active, Needs Update, and Decommissioned statuses, and a List view grouped by status.

How can Coast AI help with this workflow?

Coast AI can add fields and reminders, and answer questions such as what the current code is for a property or which codes have not changed this year.

How is this different from the Lock & Tag Hardware Register?

This workflow tracks property access: lockboxes, keys, and codes. The Lock & Tag Hardware Register tracks lockout-tagout safety hardware.

Can I import my current key and code list?

Yes. Import a spreadsheet of properties and codes, or ask Coast AI to help map your columns.

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