After-Hours Lock and Unlock Procedures for Commercial Properties
Property management, tenants and security personnel need one current schedule.
How Should Keys, Fobs and Alarm Codes Be Controlled?
Keys and credentials should be treated as part of the security system.
The property should maintain records showing:
Who received each key or credential
Which areas it can access
When it was issued
Whether it has been returned
When access was changed or cancelled
Who approved after-hours privileges
Alarm codes should not be written beside the keypad or shared among large groups of employees.
When someone leaves the organization, access should be removed promptly. Waiting for a physical key to be returned may not be enough if the person also has an active fob or alarm code.
Lost or stolen credentials should be reported immediately. The property should define who can deactivate access outside normal business hours.
How Can Security Support Employees Working Alone?
The first person in and the last person out may be working alone during the property’s quietest periods.
A lone-worker procedure may include:
A scheduled arrival or departure time
A check-in with management or security
A mobile phone or radio
A duress alarm
Security escort to a vehicle
A designated parking area
A missed check-in response
A rule against investigating suspicious conditions alone
Employees should know that they are not expected to confront an unknown person or search a building after signs of forced entry.
Security support can be especially valuable for employees arriving before daylight, leaving after dark or working in isolated parts of a property.
What Should Mobile Patrol Check?
Not every property needs a full-time guard stationed at the entrance.
A scheduled mobile patrol may complete the opening or closing procedure, attend shortly before employees arrive or confirm the building is secure after the last person leaves.
Depending on the assignment, patrol duties may include:
Checking parking and exterior areas
Inspecting doors and gates
Looking for signs of forced entry
Unlocking a designated entrance
Confirming alarm status
Checking common areas
Locking the building after cleaners leave
Reporting lighting or access problems
Responding to alarm calls
Documenting the completed visit
The patrol route and responsibilities should be written into the site instructions.
The article How to Plan Security Guard Coverage for a Commercial Property explains how on-site guards and mobile patrols can be scheduled around opening, operating and closing periods.
What Should Be Recorded?
A completed opening or closing should create a basic record.
The report may include:
Property name and address
Date and time
Guard or employee name
Arrival and departure time
Exterior condition
Alarm status
Doors and areas checked
Contractors or employees present
Unusual vehicles or people
Damage or maintenance concerns
Actions taken
People notified
Police, fire or alarm company involvement
Follow-up required
Routine records confirm that the procedure was completed. Exception reports provide more detail when something unusual occurs.
Clear records become particularly useful when management needs to determine when a door was last checked, who remained inside or when damage first appeared.
Read Why Security Incident Reports Matter More Than Most Property Managers Realize for more information about factual reporting.
When Should the Procedure Be Updated?
Lock and unlock procedures should be reviewed when the property changes.
A review may be required when:
Operating hours change
A new tenant moves in
An employee with access leaves
Renovations add or remove entrances
A new alarm or access system is installed
Cleaning or maintenance contracts change
A break-in or attempted break-in occurs
Reports show that doors are repeatedly left unsecured
Employees raise concerns about early or late shifts
Seasonal hours begin
Holiday closures are scheduled
Shorter daylight hours can also affect visibility around entrances, parking areas and exterior routes. The opening and closing process may need to account for lighting that was adequate during summer but is not sufficient during fall and winter.
For a broader review of unattended-property concerns, see Security Risks Property Managers Miss After Hours.
Questions Property Managers Should Ask
When reviewing the current procedure, ask:
Is there a current list of authorized opening and closing personnel?
Are keys, fobs and alarm codes assigned to specific people?
Does the opening check begin outside?
Do employees know what to do if they see signs of forced entry?
Is the order for disarming and arming the alarm clear?
Are all entrances, loading doors and gates included?
Does the procedure account for cleaners and contractors?
Can staff confirm whether anyone remains inside?
Are multi-tenant schedules kept current?
Can employees request assistance when working alone?
Is each opening and closing recorded?
Are unusual conditions reported to the correct person?
Is the procedure reviewed after an incident or schedule change?
If the answers depend on who happens to be working, the process needs to be documented more clearly.
Make Opening and Closing Predictable
Opening and closing should follow the same defined sequence even when different authorized people perform the work.
A consistent procedure helps identify problems before employees enter, prevents doors from being overlooked and gives management a record of what happened outside regular business hours.
Security personnel can complete scheduled checks, manage authorized access, respond to alarms and document exceptions. Property management remains responsible for defining who can enter, which areas must be checked and who should be contacted when something is wrong.
Contact Lima Security Services to discuss mobile patrol, alarm response and lock or unlock coverage for a commercial property in Toronto or the GTA.
Frequently Asked Questions
What is a commercial lock and unlock service?
A security guard or mobile patrol attends the property at a scheduled time, checks the assigned areas and locks or unlocks designated entrances according to the site’s written procedures.
Does the security guard remain after unlocking the property?
Not necessarily. Some assignments require the guard to unlock and inspect the property before employees arrive. Other properties require the guard to remain during the opening period or continue with on-site coverage.
What should someone do if they find signs of forced entry?
They should not enter alone to investigate. They should move to a safe location and follow the property’s procedure for contacting police, security, management or the alarm company.
Can a mobile patrol manage the building alarm?
A mobile patrol may arm or disarm the alarm when authorized and trained on the site’s procedures. Alarm codes and responsibilities should be assigned and documented.
What should be included in a lock or unlock report?
The report should record the date, time, person completing the service, alarm status, areas checked, unusual conditions, actions taken and people notified.
