After-Hours Access, Keys and Alarm Codes
After-hours access is where most office cleaning arrangements fail, not from theft or negligence, but from documentation gaps. A cleaning crew that cannot get in on a scheduled night costs money. A crew that can get in but does not know the alarm procedure costs more. Getting the access arrangement right before the contract starts is straightforward if you treat it as part of the scope document rather than an afterthought.
Types of After-Hours Access
Most commercial offices in Hennepin County use one of four access arrangements for cleaning crews:
- Physical key: A key is provided to the contractor, documented in writing with a key number or copy number. The contractor is responsible for that key for the duration of the contract. Key return is documented at contract end.
- Key lockbox: A lockbox at the entry holds a key accessible by code. The code is documented in the scope and changed at contract end. Lockboxes are common for small offices where a key transfer is impractical.
- Keypad entry: A dedicated cleaning-crew access code is set on the building keypad. This code is different from the master code and can be deactivated at any time without affecting other codes. This is the preferred arrangement for most commercial offices.
- Met-at-door: A staff member or building manager admits the crew and is present for the cleaning. This works for initial visits and walkthroughs but is not practical as a permanent arrangement for a nightly contract.
Alarm Codes and Procedures
If your office has a monitored alarm system, the cleaning crew needs to know the following before the first visit:
- The entry code to disarm the alarm
- The delay period between entry and when the alarm trips (typically 30–60 seconds)
- The keypad location
- The exit code and arming procedure
- What to do if the alarm trips accidentally (monitoring company contact number)
- Whether the crew needs to be added to the authorized user list with the monitoring company
This information should be documented in the scope in a format that can be referenced quickly if the crew lead forgets the procedure. It is not appropriate to rely on verbal transmission of alarm codes; the crew lead who learned the code verbally may not be the crew lead who arrives on a given night.
What the Scope Document Should Record
The access section of a well-written cleaning scope should record the access method (key, lockbox, keypad), the specific code or key identifier, the alarm disarm and arm procedure, the monitoring company name and contact number, the emergency contact for the facility manager, and the protocol if the crew cannot gain entry on a scheduled night.
What to Do If Access Fails
Define the failure protocol before it happens. If the crew arrives and cannot get in, what do they do? The scope should specify: the crew contacts the facility manager by text at the number provided, waits a defined period (typically 15 minutes), and returns to base if access is not resolved. The facility manager is responsible for confirming or rescheduling the visit. A clear protocol prevents the crew from making access decisions on their own and prevents the office manager from discovering a missed clean the next morning with no explanation.
Key and Code Security
Physical keys provided to a cleaning contractor should be labeled with a property code rather than a building address. This limits the risk if a key is lost or misplaced. Any key provided to us is logged in our records with the facility identifier, the date issued, and the assigned crew lead. Keys are not shared between accounts.