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The modern workplace looks different than it did a decade ago, with flexible work arrangements a mainstay. As of August 2026, 21.9% of employees work remotely either part-time or full-time. The most popular arrangement is hybrid work, with over half of remote-eligible employees spending part of their week on-site. Based on these numbers, it’s clear hybrid workplaces are here to stay, so it’s important to adapt how your organization manages physical keys.
1. Organize Your Keys in a Secure System
When employees aren’t on-site every day, it’s harder to keep track of the physical keys assigned to them. Manual key management methods such as pegboard systems, key boxes, and manual logbooks make it easy for keys to become disorganized or go missing. They also make it difficult to quickly determine who has a key and whether it’s been returned.
Instead, use an electronic key control system to organize and secure your keys, including fobs and access cards. To simplify your key management process, look for a system with a mobile app so you can check key activity from wherever you are.
2. Automate Key Management Tasks
To stay on top of your keys, automate as much of the key management process as possible. Digitizing your key management process can help automate routine tasks while giving you better visibility into key and user activity. Here are three ways to use electronic key control to your advantage:
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Automatically create an audit trail. To prevent inaccurate or incomplete data, use a key control method that automatically records key transactions. Moving away from manual key logs to an electronic system holds employees accountable, saves time, and provides better security controls.
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Set up automatic reports to track key and user activity. The most helpful reports show you data such as recent transactions, all currently checked-out keys, and overdue keys.
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Receive text or email alerts for security incidents. Alert triggers can include unreturned keys, access attempts by unauthorized people, an open key system drawer, and more.
Simplifying your processes with an electronic key control system can help your organization maintain consistent security and accountability.
3. Review Key Access Needs When Work Arrangements Change
Flexible work arrangements can also change employee access needs. An employee who once needed regular access to an office, storage area, or other secured space may no longer require that same access.
Establish a process for reviewing physical key assignments when an employee's role, location, or work arrangement changes. If an employee no longer needs a key, make sure they return it. An electronic key control system can help your organization maintain an accurate record of key assignments and manage employee access based on individual user profiles. For temporary staff or employees with short-term access needs, set up a user profile with a deactivation date.
4. Maintain Insight Into Key Use
Employees who work hybrid or remote schedules may spend less time in the office, making it more difficult to know whether they still have physical keys assigned to them.
If employees need to take keys off-site, can your organization easily identify which keys are off-site and who has them? With your key control system, you can:
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Document the user’s work arrangements in the Notes section of their system profile
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Use checkout reasons to show why they have the key
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Set up overdue key alerts to ensure they return the keys on time
If you’re away from the office yourself, you can stay up to date on key activity through your system’s mobile app, automatic reports, and email or text alerts.
Adapting your physical key management to a hybrid work model doesn’t have to be difficult. With an effective process for securing keys, reviewing employees’ access, and maintaining insight into key activity, you’ll be able to keep tabs on your keys — no matter where employees are working.
Frequently Asked Questions
How does hybrid work affect physical key management?
Hybrid work can make physical key management more complicated because employees may not be on-site every day to check out, return, or account for keys. As schedules and access needs change, it’s important to have a consistent process for reviewing key assignments, tracking key activity, and confirming keys are returned on time.
How often should I review employee key access?
Review employee key access needs when an employee changes roles, locations, or work schedules. It’s also important to confirm keys are returned when temporary access ends or an employee leaves your organization.
Should hybrid employees be allowed to take physical keys home?
When possible, physical keys should remain secured on-site, ideally in an electronic key control system. If an employee needs to take a key off-site, document who has it, why they removed it, and when it’s due back. A key management system will automatically capture these details.
How do I monitor key activity if I’m working remotely?
An electronic key control system with a mobile app can provide a high-level view of key activity when you're away from the office. Reports, email alerts, and text notifications can help you identify overdue keys or unauthorized system activity.
This post was originally published in 2022 and updated in 2026.
