An Excel workbook (XLSX) for short-term rental hosts, B&B and guesthouse owners who use smart locks, keypads, key boxes or gate codes. Register each lock per property, record who holds a code (guest, cleaner, co-host, maintenance, owner) with issue and valid-until dates, log each guest check-out and each code rotation, and the workbook flags locks that need a new code, codes that expired but are still on the lock, and guest codes with no end date. A 10-step rotation procedure is included. A BLANK workbook and a DEMO workbook with fictional data come in English, Italian, Spanish, French and German. It stores only the last digits of each code, by design.

The problem it solves

Codes are changed when someone remembers. A guest code stays on the lock for weeks, a plumber's temporary code is never deleted, and nobody can say when a door was last rotated or who still has access.

Who it is for

Hosts, B&B and guesthouse owners and small property managers with one or more rentals and several people holding door codes, who work in desktop Excel.

What you get

• A register of every lock, key box and keypad per property, with the rule 'rotate after every check-out: yes or no' and a maximum number of days between rotations
• Rotation flags worked out from your dates: Rotate now, Due soon, OK or No rotation logged, with the reason shown
• Access Codes sheet: role, name or booking reference, issue date, valid-until date and removal date, with an Expired: remove flag for codes still on the lock
• Check-outs sheet shows which departures have been followed by a rotation and which are still waiting, with grace days you set
• Dashboard with totals, a status table for every lock and a list of expired codes still to remove
• A 10-step rotation procedure to follow each time: new code, delete old codes, test from outside, check batteries, update the register
• Built for safety: the code columns accept 6 characters at most, so you keep only the last digits here and the full codes in the lock's own app
• All files in English, Italian, Spanish, French and German; start from the BLANK workbook or learn first with the DEMO

How you use it

1. Download and unzip, open the folder of your language and try the DEMO workbook first.
2. Open the BLANK workbook in desktop Microsoft Excel and save a working copy. In Setup, check the grace days, the default maximum days between rotations and the lists.
3. In Locks, add one row per lock, key box or keypad: property, door, type, last digits of the code, and whether it is rotated after every check-out.
4. Add each guest departure in Check-outs and each code change in Rotation Log. Add each person who holds a code in Access Codes and fill Removed on when you delete it from the lock.
5. Read the Dashboard for locks to rotate, expired codes to remove and check-outs still waiting.

Questions