An employee leaves. Maybe on good terms, maybe not. Either way, one question comes up fast: do they still have a key? And if they gave one back, how sure are you that no copy was made?
For most businesses, the honest answer is that you can't be sure. Here is how to think about rekeying after a staff change, what it involves, and when it makes sense to move to key fobs or keycards instead. This guide is written for office managers, practice managers and owners in Walnut Creek, Pleasant Hill, Concord and across Contra Costa County.
The short answer
If a key left with someone, or you can't account for every copy, rekeying is the safe move. That is especially true for:
- Someone who left on bad terms
- A manager or keyholder who had a master key
- Anyone with access to cash, records, medications or inventory
- A business that has never rekeyed and has no idea how many keys are out there
If every key came back and the person had limited access, some businesses decide to wait. That is a judgment call. But keys are easy to copy at most hardware stores, so a returned key doesn't prove much.
Rekeying vs. replacing locks
These get mixed up a lot, and the difference matters for your budget.
- Rekeying means a locksmith changes the small pins inside your existing lock so old keys no longer work. You keep the same hardware and get new keys. It is usually quicker and costs less than replacing.
- Replacing means new locks. It makes sense when locks are worn out, damaged, low quality, or when you want to upgrade, for example to a keypad lock or a key fob system.
For a typical office suite with good-quality commercial locks, rekeying is often enough.
What about master keys?
Many offices and buildings run on a master key system: each person's key opens only the doors they need, while a manager's key opens everything. When someone with a master key leaves, every lock on that system is exposed.
A locksmith can rekey the system so the old master no longer works, and that is a good time to fix common problems: too many people holding masters, no record of who has which key, and keys that are easy to copy. Restricted keys can only be copied through an authorized locksmith, which gives you real control over duplicates. A written key log (who has which key, and when they got it) makes the next staff change much easier.
When to switch to key fobs or keycards instead
If you are rekeying after every staff change, it may be time to stop relying on keys for your main doors. With a key fob or keycard system, an employee's access is turned off in seconds from a computer or phone. Nothing to collect, nothing to copy, and no locksmith visit every time someone leaves.
Other things owners and managers like about key fob and keycard entry:
- Each person has their own credential, so you know who has access.
- Schedules, so doors can unlock during business hours and lock automatically after.
- Entry history on many systems, so you can see which credential opened which door and when.
- Phone credentials with some systems, so staff can use their phone instead of a fob.
B&B installs and services systems from PDK (ProdataKey), Verkada and others. Many businesses go hybrid: key fobs on the front door, back door and server or supply room, with rekeyed mechanical locks on the remaining interior doors.
A simple checklist for the next time someone leaves
- Collect keys, fobs, cards and any building or parking passes.
- Turn off their fob, card, keypad code or phone credential the same day.
- Change alarm codes and any shared keypad codes they knew.
- Check whether they had a master key or keys to safes, cabinets or cash drawers.
- Rekey anything you can't fully account for.
- Update your key log.
If they had access to a safe, change the combination too. That is a quick job for a locksmith with the right training.
Book a free on-site assessment
B&B Locksmith & Security is a C-28 licensed, bonded and insured locksmith and access control company that has served the Bay Area since 2011. We can rekey your office, set up or clean up a master key system, or show you what a key fob system would look like for your doors. We serve Walnut Creek, Concord, Pleasant Hill, Lafayette, Martinez, Danville, San Ramon, Dublin and Benicia.
Call (415) 423-0182 or text (925) 266-3393 to book your free on-site assessment.
FAQ
How long does it take to rekey an office? It depends on the number of locks and the type of hardware. A small office can often be done in one visit. We will give you a clear plan during the free assessment.
Is rekeying cheaper than replacing locks? Usually, yes, because you keep the existing hardware and only change the inside of the lock. Replacing makes sense when locks are worn or you want to upgrade.
Can you rekey just one door? Yes. If only one key is missing, we can rekey that lock. If it was a master key, the whole system usually needs attention.
What happens to my key fob system when someone leaves? You turn off their fob or card in the software. It stops working right away. No rekey needed for those doors.
Do landlords or property managers need to rekey between tenants? It is good practice for commercial suites, since you rarely know how many keys the last tenant made. Check your lease for who is responsible.