Door Permission Worksheet for Property Teams

A door permission worksheet helps a property team describe who needs access before it considers readers or credentials. Start with work roles and daily routes. Clear permission records make a later design discussion more useful and help staff identify gaps in their current process.

Use the security planning workbook to record the larger facility context first. For an existing access system, the door hardware inventory helps identify what to examine before changing controllers or locking devices.

List doors by purpose

Give each controlled entrance a clear name that staff recognize. Record whether it serves employees, deliveries, visitors, or a restricted work area. Next, note the normal opening hours and the person responsible for that entrance. Include shared doors between tenants or departments. A floor plan can clarify relationships that a list of hardware models cannot explain.

Describe roles and exceptions

Build groups around actual duties, such as receiving staff, cleaners, managers, and temporary contractors. For each group, list the doors and times it needs. Then record exceptions separately. An occasional late delivery should have a defined approval process rather than a permanent expansion of every employee permission. Ask department owners to review the proposed groups before any change.

Plan the account lifecycle

Identify who requests access, who approves it, and who applies the change. Include transfers between departments as well as new starters and departures. Record how a lost credential is reported and how temporary permissions expire. Also consider who can review activity and administer accounts. Those administrative rights deserve their own approval process and periodic review.

Review the door permission worksheet

Use a small set of everyday examples to check your worksheet. Can a cleaner reach the intended area at the scheduled time? Who handles a visitor outside reception hours? What happens when the usual administrator is absent? Finally, record any door condition or emergency-exit question for a qualified review. A permission worksheet describes operating needs; it does not establish that a door or locking arrangement meets every applicable requirement. Keep the approved version and review it after staffing or occupancy changes.

Build a role-to-door permission matrix

Put employees, supervisors, contractors, cleaning personnel and visitors down one side of a worksheet, and controlled doors across the top. For each intersection indicate whether access is always permitted, schedule-limited, escorted or prohibited. Review unusual transitions such as a staff member entering the warehouse during a night shift or a delivery vendor using a shared loading entrance. An exception needs an owner and expiration date, not an informal all-access permission.

Plan employee transfers and immediate revocation

An access system remains secure only when organizational changes reach the credential database. Document who authorizes new access, who receives departure notices and how quickly a departing employee’s credentials are disabled. Test this workflow with a harmless sample account. Review old PINs, shared credentials and temporary contractor passes; there should be a repeatable process for finding permissions that are no longer necessary.

Review hardware and life-safety dependencies

The door schedule must not override applicable egress, fire alarm, accessibility or emergency responder requirements. Record existing door operators, panic hardware, request-to-exit devices, door contacts, fire interfaces and power supplies before proposing control changes. Qualified designers and the authority having jurisdiction should resolve ambiguous requirements. At acceptance, test approved door behavior during normal operation, loss of power and any relevant emergency signal.

Evaluate audit events and clock accuracy

Know which events the organization truly requires: authorized access, denied entries, doors held open and forced entry may be logged differently by the system. Verify that door names correspond to the floor plan and that timestamps match other security equipment. Ask whether management can review the relevant record without receiving unrestricted system administration. Protect reports that reveal employee patterns and set an appropriate access and retention policy.

Schedule a quarterly permission review

Assign each department an access owner who confirms its active users, temporary permissions and nonstandard schedules. Record the date and findings, correct stale credentials and retain approvals in a controlled location. Include tenant move-outs, changes in cleaning contractors and holidays. Treat a functioning card reader with unmanaged permissions as a process defect, not as proof that the entrance is secure.

Review the opening before assigning permissions. Continue with Door Hardware Record Before an Access Upgrade and Exit-Door Review: Documents to Prepare.