Key Register | Visitor Register | Employee Movement Pass

In a hotel or any hospitality establishment, security, accountability, and smooth operations are non-negotiable. Simple but well-maintained control documents like the Key Register, Visitor Register, and Employee Movement Pass play a critical role in safeguarding assets, monitoring movement, and ensuring discipline across departments.

The purpose, format, and operational importance of each register in hotels, resorts, and commercial properties.

1. Key Register

What Is a Key Register?

A Key Register is an official logbook used to record the issue and return of keys for guest rooms, offices, stores, lockers, vehicles, and restricted areas.

Why Is a Key Register Important?

• Prevents key loss and misuse

• Maintains security and accountability

• Helps in audits and investigations

• Ensures only authorized access to restricted areas

Common Details in a Key Register

• Date & time

• Key number / key name

• Area or room number

• Issued to (staff name & department)

• Signature (issue & return)

• Time of return

• Remarks

Best Practices

• Keep the register at Front Office or Security

• Never issue keys without proper ID or authorization

• Conduct daily key count checks

• Use separate registers for master keys

2. Visitor Register

What Is a Visitor Register?

A Visitor Register records details of non-employees entering the hotel premises, including vendors, contractors, interview candidates, auditors, and personal visitors.

Why Is a Visitor Register Important?

• Enhances property security

• Tracks visitor movement

• Supports safety compliance

• Helps in emergency situations

Common Details in a Visitor Register

• Date

• Visitor name

• Company name

• Purpose of visit

• Person/department to visit

• ID proof details

• Time in & time out

• Visitor signature

• Security staff signature

Best Practices

• Verify valid ID proof at entry

• Issue a visitor pass

• Restrict access to authorized areas only

• Ensure visitor exit time is recorded

3. Employee Movement Pass

What Is an Employee Movement Pass?

An Employee Movement Pass is used to record staff movement outside the premises during duty hours, ensuring transparency and proper shift control.

Why Is an Employee Movement Pass Important?

• Controls unauthorized absences

• Maintains workforce discipline

• Supports HR attendance management

• Ensures operational continuity

Common Details in an Employee Movement Pass

• Employee name & ID

• Department

• Reason for movement

• Out time

• Expected return time

• Approved by (HOD/Manager)

• Actual return time

• Employee signature

Best Practices

• Mandatory HOD approval

• Limited movement during peak hours

• Regular review by HR or Duty Manager

• Link movement pass data with attendance records

Operational Benefits of These Registers

• Improved security control

• Clear accountability

• Reduced operational risks

• Better staff discipline

• Compliance with hotel SOPs and audits

The Key Register, Visitor Register, and Employee Movement Pass may appear simple, but they are powerful tools in maintaining hotel security, operational discipline, and professional standards.

When implemented and monitored properly, these registers help protect assets, improve transparency, and create a safer working environment for staff and guests alike.

Well-managed registers reflect a well-managed hotel.