Access is part of the construction plan.
A crew cannot work efficiently if the unit key is missing, the elevator is not booked, an alarm code is unclear, or a resident expects a different arrival time.
Create the access plan before the first workday and follow the property’s rules, the agreement, privacy requirements, and emergency procedures. Limit credentials and security information to people who genuinely need them. This checklist supports coordination; it does not replace a building’s security policy, tenancy requirements, condominium rules, or professional advice for a specific situation.
1. Name the access roles
Identify one property contact and one contractor contact, plus after-hours or emergency contacts where appropriate. Record who can approve access changes, who can issue or receive credentials, who notifies occupants, and who confirms the site is secure. Avoid broad group messages containing alarm codes or lockbox combinations.
| Record | Minimum detail | Closeout action |
|---|---|---|
| Key or fob | Unique ID, issued to, date/time | Return time and condition |
| Access window | Date, entry point, approved hours | Actual departure confirmed |
| Temporary code | Approved recipient and validity | Disable or change as planned |
2. Confirm the route and work zone
Document the permitted entrance, parking or loading location, elevator, stairs, corridor, unit, washroom arrangement, material-storage area, waste route, and any restricted space. Walk the route once before deliveries. Note door dimensions, elevator padding or booking rules, floor protection, noise limits, and sign-in requirements.
3. Coordinate occupied spaces
- Confirm the appointment window and how arrival will be announced.
- State whether an adult must be present and who may authorize entry.
- Identify pets, mobility needs, children, home-office hours, and essential rooms without recording unnecessary personal detail.
- Define the work zone, belongings to move, dust protection, ventilation, and daily cleanup.
- Explain which services may be interrupted and how restoration will be checked.
- Provide a clear contact for late arrival, cancellation, or an unexpected condition.
4. Use a simple credential log
Assign each physical key, fob, remote, access card, parking pass, or lockbox credential a unique identifier. Log the person or company receiving it, date and time, permitted use, return deadline, and actual return. Do not label keys with a complete property address. Never duplicate, share, or retain a credential unless the authorized property contact has approved it.
5. Plan alarms and emergencies
Before entry, identify alarm procedures, monitored doors, fire-system restrictions, emergency exits, and who to call if access fails. Share only the minimum security information required. If work affects a fire alarm, sprinkler, life-safety system, security device, or controlled door, follow the property’s formal authorization and qualified-service process rather than improvising.
6. Complete an end-of-day security check
At departure, count and secure keys, close accessible windows and doors, restore approved alarms, remove temporary door props, confirm essential services, isolate unfinished work as planned, remove sensitive documents, and photograph the work area only where authorized. Report a missing credential, damaged lock, access incident, or unexpected occupant concern immediately through the agreed channel.
7. Close access when the work ends
Collect every credential and parking pass, disable temporary codes, remove lockboxes when authorized, cancel future bookings, and obtain a simple return confirmation. Keep the completed log according to the property’s record-retention and privacy practices. Do not store access codes in the general project photo folder.
Pair this checklist with the occupied-unit repair guide and property-manager work-order checklist. JT coordinates access, protection, daily cleanup, and documented handover for renovation and repair work across the GTA.