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Security Desk Logs in Excel: Visitor, Key and Pass Tracking Template

Visitor log, key issue log and pass register in one Excel file: "in building" status, highlighting of unreturned keys and expiring passes, and a print-ready daily log.

Security Desk Logs in Excel: Visitor, Key and Pass Tracking Template
≈ $3.59
290 ₽
Blank template + filled-in example · Excel 2007+, LibreOffice, Google Sheets
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What it is for

Keep all your security post logs in a single file: who came and left, who currently holds the keys to which rooms, which passes are valid and when they expire. Excel calculates visit duration, shows who is in the building right now, and highlights keys that have not been returned, visits that run too long and passes nearing expiry.

What is inside

  • "Instructions": how to get started in 5 minutes, what the colors mean, caveats and a personal data warning.
  • "Settings": organization, post, allowed visit duration, end of the working day, time a key may stay out, pass expiry warning period; lists of rooms, departments, officers on duty, pass types, documents and visit purposes.
  • "Visitors": up to 1000 records: date, entry time, name, document, who they are visiting and which department, purpose, pass No., exit time; duration, "in building / left" status and checks are automatic.
  • "Keys": up to 600 key issue and return records, "out / returned" status, highlighting of unreturned and re-issued keys, number of keys out right now.
  • "Passes": a register of up to 300 passes (one-time, temporary, permanent) with validity period, status and a warning N days before expiry.
  • "Summary": visitors by day and week, most visited departments, keys out, passes about to expire, and a chart.
  • "Print log": the visitor log for a chosen date in a print-ready layout with columns for the duty officer's signature.

For public institutions and large sites

In a government office, school, hospital or municipal building, the duty officer sees who is in the building right now, while the head of security gets a ready summary of visitors and keys and a list of passes that need to be renewed or collected. The print form for a chosen day is handy for shift handovers and inspections.

Who it is for

Duty officers and heads of security, access control staff, facility managers and building administrators, and managers of schools, hospitals, offices and other organizations who keep a visitor log, a key issue log and a pass register.

Compatibility

Excel 2007 and later, LibreOffice. No macros or external links. The allowed time, end of the working day, key time limit and warning period in the sample are defaults: check them against your local rules and your own access control procedure. This is a working log form, not an official blank form. The file is in English. It contains visitors' personal data: store and process it according to your organization's rules.

📘 How to Keep a Visitor Log, Key Log and Pass Register in Excel

Questions and answers

How can I see who is in the building right now?
The "Visitors" sheet marks rows with no exit time for the current day as "In building", and their number is shown at the top of the sheet and on the "Summary" sheet. Visitors who did not leave on previous days are highlighted in red.
Can I set the allowed visit duration?
Yes, on the "Settings" sheet (120 minutes by default). If a visitor stays longer, the row turns yellow with a note that the time is exceeded. Check the value against your own access control rules.
How are unreturned keys tracked?
A key with no return time gets the status "Out"; if it is not returned by the end of the working day or stays out longer than the set number of hours, the row is highlighted. Issuing a key to the same room again without a return is also flagged.
How does the pass expiry warning work?
Each pass has a "Valid until" date; N days before it (14 by default) the status changes to "Expires in…", and after that date to "Expired" until a return date is entered. The list of such passes is on the "Summary" sheet.
Is this an official log form?
No, it is a working form based on the usual structure of such a log; your organization may use its own form. The file contains personal data, so store it according to your organization's rules.