Night Audit and Handover Sheet
One page that shows the house was counted, the money balanced and the building walked. The morning shift gets what it needs on the same sheet.
HG-17 1 page
Hotels and guest accommodation · HG-20
Room Key Card Programming Log
A free printable key card log sheet for hotels — every card the encoder writes, with room, valid dates, copies, who it was for and when it was cancelled.
Download Free · no sign-up
One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
Know which cards exist for which rooms at any moment. When a card is lost there is a line to point to.
Who it is for
Reception staff and duty managers in hotels and guest houses with an electronic lock system.
How to use it
- Log every card as it is written, including staff and master cards.
- Write the valid-from and valid-to dates as set in your system.
- Note the reason — arrival, lost card, extension, demagnetised.
- Fill in the cancelled column when a card is voided, with the time and who did it.
- Count the blank cards and check the master cards at the end of every shift.
What is on the sheet
One page, top to bottom:
Printed under the title: Every card the encoder writes — which room, for which dates, how many copies, who made it, whether it was a guest card, a replacement or a staff card, and when it was cancelled.
Every card written is a line. A card that was programmed but not handed over, or cancelled without a line here, is the gap a lost card falls through. Validity is set by your system to the stay dates, so write dates here, not a duration. Staff and master cards go on the same page and are counted at the end of every shift.
Write-on lines: Property · Date · Shift · Encoder · Operator
Cards programmed — type: G guest, R replacement, S staff, M master
Table, 12 rows: Time · Room · Type · Valid from · Valid to · Qty · Made for · Made by · Reason · Cancelled
Write-on lines: Blank cards at start · Used this shift · Blank cards at end · Master cards checked · Handed to
Questions
Why write the dates rather than a length of stay?
Because a card's validity is set to dates in your lock system, and it is dates you check when a card stops working or a guest extends. A duration has to be worked out; a date can be read straight off the line.
How does this differ from the key issue and return log?
That log is about the handover — a key or card leaving the desk and coming back. This one is about the encoder: every card that was written, whether or not it was ever handed to anyone, and when it was cancelled.
Related sheets
Lost Property and Guest Return Record
Answer a guest's call about a lost charger with one look at a page. Everything found has a line showing what happened to it.
HG-15 1 page
Key Control Log
Know how many keys exist and where they are, so you can tell whether a lock genuinely needs changing.
AS-06 1 page
Property Key Register
Know how many keys exist and where they are, so you can tell whether a lock actually needs changing.
RP-12 1 page
