1. Overview
Keys are provided to individuals working for a utility company to ensure they can access sites, equipment, and infrastructure that require secure entry. Access is necessary for them to carry out their operational duties safely and efficiently, including inspection, maintenance, fault response, emergency intervention, and project delivery.
Because utility sites often contain critical infrastructure and pose safety risks, access must be tightly controlled. Issuing a key gives an authorised person the ability to enter a site without delay, while maintaining accountability and security. Keys are therefore managed under strict procedures to ensure:
Operational efficiency – staff and contractors can carry out essential works without waiting for site access.
Safety – authorised personnel can quickly access equipment in emergencies.
Security – only those with a legitimate business need are provided with keys.
Accountability – records of key issuance and return help track responsibility.
2. Issuing Keys
a. Open the navigation on the left and click 'User Management', then click 'Profiles'
b. In the search bar, type in the name or the email address of the person's profile you are searching for and click the eye icon in the Actions column
c. Click on Keys tab
d. Click Plus button
e. Search for key
f. Select the appropriate key
g. Complete relevant information (Condition, Date Issued, Date Received) & add Serial Number
h. Click Save Changes
3. In Use Keys
a. Open the navigation on the left and click 'User Management', then click 'Profiles'
b. In the search bar, type in the name or the email address of the person's profile you are searching for and click the eye icon in the Actions column
c. Click on Keys
d. Click Edit button
e. Change the Condition of key from dropdown
f. Select In Use
g. Click Save Changes
4. Returned Keys
a. Open the navigation on the left and click 'User Management', then click 'Profiles'
b. In the search bar, type in the name or the email address of the person's profile you are searching for and click the eye icon in the Actions column
c. Click on Keys
d. Click Edit button
e. Change the Condition of key from dropdown
f. Select the Date Returned
g. Click Save Changes
5. Lost/Stolen Keys
a. Open the navigation on the left and click 'User Management', then click 'Profiles'
b. In the search bar, type in the name or the email address of the person's profile you are searching for and click the eye icon in the Actions column
c. Click on Keys
d. Click Edit button
e. Change the Condition of key from dropdown to Lost
f. Click Save Changes
6. Key Register
Used to display keys and their statuses.
