Keys can be introduced as something that contributes more to a hotel’s most practical and safe value. The first thing that comes to anyone’s mind as a hotel key is the hotel room key. But apart from that, keys can be used in offices, store rooms, and other places. There are two types of keys used in hotels. They can be known as manual keys and electronic key cards. In addition to these two types of keys, some hotels use a technique that allows you to open doors by QR codes using smartphones or smart wristwatches.
Manual keys
Manual keys are used to open hotel rooms, even in old hotels and nowadays. The hotel reception gives these keys to the guests and collects them when they check out (departure). These keys are used in a key tag, and the room number or name is mentioned in the key tag.
Setting up a manual key in a hotel room costs less. But if a key is lost, a security problem arises. Therefore, a new key must be obtained, and the door lock must be replaced entirely. It takes time and a high price. If the key is lost, the room must be locked until it is found. Some manual keys can be broken even in the key holder of the door. However, even in today’s hotels, manual keys are still used because they are easy to use.
Electronic key card.
Nowadays, most hotels use electronic key cards to open the hotel’s guest room door. The electronic key card is plastic, similar to a visa or credit card. The hotel’s name is mentioned on one side, and the other side of the electronic key card consists of a magnetic strip. How to use the card and additional important information are also mentioned in the card. The name or number of the room should be mentioned on the electronic key card holder. It is noted in the cardboard directory that contains the card.
An electronic key card system costs more to start up than a manual key. All doors are connected to an electronic system. A computer and separate software are also used to operate the electronic key card. On the plus side, a plastic card weighs less than a manual key. This key can be programmed using the required time. For example, if a guest checks in today at noon and checks out tomorrow at noon, the electronic key card can be programmed to open the room door only from noon today to noon tomorrow. As a result, it will not be possible to open the door of that room using the card afternoon tomorrow. This is an excellent security method. After guest checkout, there is no chance for another person to open the door with another electronic key card. The disadvantage is that if the guest stays in the hotel for too long, he will have to reprogram the electronic key card to open the door again. For that, they have to contact reception again.
It does not cost much to reprogram an electronic key card. A reprogramming machine can do it in less time. If the electronic key card is lost, the cord of the old electronic key card can be deactivated, and a new card can be used. Therefore, the door lock should not be removed when the manual keys are lost. It can save cost and time. Electronic key card systems have many advantages. But if there is a problem in the computer system or network system and in the machine or software used to program the electronic key card, it will only be possible to program the key card once they are repaired.
In addition to the hotel guest room key, it is essential to pay attention to several other types of keys when paying attention to an operation in a hotel. These keys are used to carry out the process of a hotel more successfully.
- Duplicate key
- Floor section key
- Floor master key
- Master Key
- Grand Master key / Emergency master key.
Duplicate key.
All rooms in a hotel have duplicate keys with the front office manager, and they are locked in a key box. These keys are used if two guests are in the same room, and if they need separate keys, then this key is used if they have made a request about it. Every time these keys are used, a note must be made in the log book in the front office, which room it was given to and the reason for using it. The duty manager should also be notified. A log note should also be put in after receiving the keys.
Floor section key
The room attendant uses this key, and this key is used to open the rooms to clean. This key makes it possible to open all the doors in one section of a particular floor. For example, imagine 50 rooms on the 5th floor and two sections. Suppose there are 25 rooms in one area, ranging from 500 to 525. Imagine the other section is named 526 to 550. think one room attendant allocate to clean rooms no 500 to 525. If room attendants start cleaning from room no 500 to room no 525, he/she can open all room doors from 500 to 525 with the floor section key. With that section key, he/she can not open other sections’ room doors.
Things to be concerned about are that the room attendant should only use this key to open the room doors to be cleaned. This key should not be used to open the door of a room for another matter or person. For example, some guests request to open their room door using the section key because they can explain to the room attendant they forgot the room key inside the room. In such cases, the Room attendant should first notify the floor supervisor and open it according to the floor supervisor’s advice. In some hotels, room attendants need to inform the floor supervisor, housekeeping desk attendant, Duty manager or receptionist and open the guest’s door through them. It is more secure.
The floor section key should be collected from the housekeeping desk attendant when starting daily duties and returned after the duties are over. During receiving and handover of the floor section key, room attendants must sign the key register mentioning the floor’s date, time, and name.
Floor master key.
The housekeeping floor supervisor uses this key, and it is possible to open all the doors of a particular floor with this key. After the room attendant cleans the rooms, the housekeeping floor supervisor checks whether the rooms have been adequately cleaned and arranged. For that, he or she needs to convert the rooms on the floor from time to time, and the floor master key is used for that. If this key is used for other purposes and the door of the rooms on the floor is opened, the housekeeping desk attendant, assistant housekeeper, and duty manager should be informed about it.
The floor master key should be obtained from the housekeeping desk attendant when starting daily duties and should be handed back after the duties are over. During receiving and handover, the key register must be signed using the floor’s date, time, and name.
Master Key
The deputy housekeeper or assistant housekeeper uses the Master Key. The doors of all the rooms in the hotel can be opened with the Master Key. This key is used in particular situations. For example, if a guest forgets the key to their room and closes the door while inside the room, in such a case, they will not be able to go back to the room. In such cases, this Master Key is used to re-enable the room. If this key is used, the duty manager and executive housekeeper should be informed about it. The reason the Master Key was used should be mentioned in the housekeeping log book along with the date and the reason.
Grand Master Key.
The Grand Master Key is with the hotel’s general manager/resident manager, executive housekeeper, and chief engineer. All the doors in the entire hotel can be unlocked using the Grand Master Key. This key is used in emergencies. For example, all rooms must simultaneously be open in a fire or other situation. Therefore, this key is also called the Emergency master key.
Key control procedures
It is most useful for those studying the hotel to know how to control the keys available and obtained there. The housekeeping department is responsible for keys other than grand master keys, duplicate keys and guest room keys at the reception. The housekeeping desk attendant is responsible for the floor section and master keys. The housekeeping desk attendant gives and collects the floor section keys and floor master keys to the room attendants and supervisors who come to the work shifts every day in the morning, evening and night. The use of a key control book or a register at the table can be seen in many hotels.
Details for this key register must be given when receiving a key and handing it back. This provides responsibility for the key and its security to the person using it. Likewise, if a problem arises due to circumstances such as lost or broken keys, the data has been taken as to who they were given to.
The assistant housekeeper is responsible for the master key; a log note should be put in the housekeeping log book after use. Likewise, the executive housekeeper should be informed.
At the reception, guest room keys are given and collected by the receptionist. Every day, the receptionists who come for morning, evening and night shifts use a key checklist before starting their shift and note how many keys have been given to the guest and how many keys are still left to be given. This checklist is given to the front office supervisor at the beginning and end of the shift.
In the old and current hotels, a key pigeonhole is used to place the keys at the reception. Similarly, in this key pigeonhole, the keys and the letters and cards or small parcels coming to the guest are kept, and the guest can send them to the room through the hotel porter. The numbers of the rooms are used separately in the key pigeonhole, and the key related to that room is placed in the relevant pigeonhole. It makes it easier to give the appropriate key to the respective guest.
But some hotels use a keys board instead of the key pigeonhole. In addition, some hotels use key hangers.
The front office manager is responsible for duplicate keys. All rooms in the hotel have duplicate keys, and they are kept in a key in the front office manager’s office. Keys are allowed to be used only upon the knowledge of the Front office manager. If these keys are used, a clear description of why these keys were used should be recorded in the log book, and the higher ranks should also be informed. After use, the key should be put back in the key place.
The grand master key is used in emergencies and is the full responsibility of the hotel manager. After use, the reason for using this key should be explained publicly to other officials. If there is a hotel log book for that, it is more important to mention it.
Important to think.
All of us have used a key for various reasons. We mainly use keys to turn something open and close again. In a hotel, room keys have an essential place. The user of keys to open and close a room door has a special responsibility. It is essential to give the right key to the right person and use it at the right time. For example, a guest in a hotel wants to use his room key, which is not a problem. Many people use the room to keep their belongings etc., in the room and to be comfortable and private. But if the key to the guest’s room falls into someone else’s hands without his consent, it raises a problem regarding the security of the guest. The person giving the key may be a thief or some other criminal. If such a thing happens, the hotel will have a security problem. In such a situation, the hotel’s reputation may be ruined entirely. Therefore, hotel room keys should be used very carefully. Likewise, everyone is responsible for protecting the keys from being given to unwanted people.
Dos and don’ts when using Keys.
- If you get to use a key, it is more important to get it signed in the key register or key book because it is more important for your safety as well as the safety of the key.
- Avoid leaving the floor section key on the room attendant trolley if you are a room attendant. If your key falls into someone else’s hands, they can open all the rooms in the lower floor section. Likewise, only keep the floor section key with yourself. Use the floor section key only to open room doors for room cleaning.
- As a room attendant, If you find a guest’s room key during the departure room cleaning, You must hand it over to the reception as soon as possible. The housekeeping desk attendant should also be informed that it has been handed over. At the same time, it is more appropriate to mention it in the room attendant report.
- If a key is lost or broken, inform the supervisor about it. Please note in the log book that you have informed to the floor supervisor.
- Never use a damaged key to open a door. Because the key can be broken further, more damage can be done to the door lock.
- If you are a room attendant, use the key to avoid knocking on the door to open the rooms. However, the key may be damaged if you use the key like that. In addition, the hotel has to spend an additional amount and time to make the new key again.
- If you work at the reception, calculate the key count at the beginning and end of duty. If there is a key defect, let the front office supervisor know.
- If the hotel uses an electronic key card system, be careful if a guest asks to reprogram a key card. Identify the guest correctly. Likewise, after reprogramming the key card, mention it in the log book and inform the front office supervisor.
- If a guest tells you they have a broken or lost key, you should report it to the front office supervisor first. If a key is damaged, Some hotels will recover the loss from guests. But some hotels don’t charge like that. If something like this happens at the hands of one of the staff, then the process will make according to the hotel’s policy.
- If a receptionist cannot collect the guest room key (manual room key) when a guest is checking out, immediately inform the front office staff, the front office supervisor, and the duty manager. Contact the guest as soon as possible through his contact details. Get the key from them as quickly as possible.
In this article, we have explained the types of keys used in hotels and how to handle those keys. To know more about the above-mentioned facts or if you have any other ideas, comment below.