When a cleaner stops working for you, revoking their access to your property is one of the most important security tasks you'll handle. A former crew member who still holds a key, code, or lockbox combination can enter your property at any time, creating liability and risk.
Access removal is not a one-step process. You'll need to coordinate with your lock provider, update your team's records, and confirm that no stale instructions or backup assignments still point to the departed cleaner.
Identify all access methods your cleaner held
Before you can revoke access, you need a complete picture of how the cleaner entered your property. Walk through each method: physical keys, digital door codes, keypad combinations, lockbox access, garage-door openers, gate remotes, or smart-lock apps. If you manage multiple properties, check each one.
Write down the access method, when it was issued, and whether it's unique to that cleaner or shared with other team members. Shared access—like a code that multiple cleaners use—requires a different approach than individual keys. Check your property instructions and cleaning notes in PlanAhead or your scheduling system. Sometimes access details are embedded in old notes or task lists.
- List every access method (keys, codes, apps, remotes) for each property
- Note which access is unique to the departing cleaner and which is shared
- Search your scheduling app for old notes that mention the cleaner's access
- Ask the cleaner to return all physical access items before their last day
Change locks, codes, and digital access immediately
For physical keys, the safest approach is to rekey or replace the lock entirely. Rekeying changes the internal pins so that old keys no longer work; replacement installs a new lock. Both methods are more secure than hoping the former cleaner won't use their key. If multiple cleaners share the same key, rekeying is often more practical than replacing the lock.
For digital codes and keypads, change the code as soon as the cleaner's last shift ends. Do not wait a few days or a week. If the code is shared with other cleaners, create a new code and distribute it only to active team members. For smart-lock apps and remote access, revoke the cleaner's login credentials or remove their device from the app's authorized list. Check the lock manufacturer's app to confirm the removal took effect.
- Contact your lock service or landlord to rekey or replace locks within 24 hours
- Change all digital codes and keypads; do not reuse old codes
- Remove the cleaner from smart-lock apps and verify removal in the app settings
- Request a lock-access history from your smart-lock provider if available
Update your scheduling system and team records
In PlanAhead or your scheduling app, remove the departed cleaner from any active or future cleaning assignments. If the cleaner was set as the default cleaner for a property, assign a new default cleaner or leave the field empty so that you consciously choose who covers each cleaning going forward. Do not leave a departed cleaner as the default; new cleanings will automatically assign to someone who no longer works for you.
Review backup-cleaner settings. If the departed cleaner was listed as a backup for any properties, remove them from that list. Backup cleaners are contacted if the primary cleaner cannot attend; you do not want the system to offer work to someone who has already left. Update your permanent property instructions to remove any access details that were specific to the departed cleaner.
- Remove the cleaner from all active and future cleaning assignments
- Change the default cleaner for each property if the departed cleaner held that role
- Delete the cleaner from backup-cleaner lists for all properties
- Revise permanent property instructions to remove outdated access details
Verify removal and document the change
After you've changed locks, codes, and digital access, test the old access method to confirm it no longer works. Try the old code on the keypad, or ask a trusted team member to attempt entry with the old key. Do not rely on the lock company's word alone; verify it yourself. If the old access still works, contact the lock service immediately to troubleshoot.
Document the date and time you revoked access, the method used (rekey, code change, app removal), and who performed the work. Keep this record in a secure location, separate from your day-to-day scheduling notes. If the property has security cameras, review footage from the day after access was revoked to confirm no unauthorized entry occurred.
- Test old access methods to confirm they no longer work
- Record the date, time, and method of access removal in a secure file
- Review security-camera footage for the first week after access revocation
- Keep the documentation for at least one year or per your local regulations
Notify your team and update access procedures
For your active cleaning team, make sure they understand the new access method and have received any new keys or codes they need. Distribute new access at least one day before the cleaner's next scheduled job. If you use PlanAhead, the shared workspace and messages feature help you keep everyone on the same page. You can attach updated property instructions, confirm receipt, and create a record that the team acknowledged the change.
Send a team message confirming the access change and the new procedures. Let them know that the cleaner has departed, that access has been revoked, and that they should not share old access information with anyone. This prevents confusion and ensures that new cleaners receive accurate, current information.
- Confirm that all active cleaners have the new access method before their next shift
- Use your scheduling app's messaging feature to confirm team members received the update
- Keep a copy of the updated property instructions in your records
- Send a team message confirming the access change and new procedures
Limitations and checks
- PlanAhead is a scheduling and operations tool, not a security system or lock provider. You are responsible for physically securing your property and coordinating with your lock service or landlord.
- Removing a cleaner from PlanAhead does not automatically revoke their physical access to your property. You must change locks, codes, and digital access separately.
- A calendar event, assignment, or payment status does not by itself prove that a cleaner accessed or did not access your property. Security cameras, lock-access logs, and physical inspections provide stronger evidence.
- If a former cleaner enters your property after access has been revoked, contact your local police and your property insurance provider immediately.
Frequently asked questions
What if the cleaner won't return their key?
If a cleaner refuses to return a physical key, do not delay rekeying or replacing the lock. Rekeying is the fastest way to ensure the old key no longer works, regardless of whether the cleaner still holds it. Document the unreturned key in your records and consider whether to pursue recovery through your local tenant or employment laws. Your priority is securing the property immediately.
Can I just change the code without rekeying the lock?
Changing a digital code is fast and effective if your property uses a keypad or smart lock. However, if the cleaner also has a physical key, changing the code alone does not prevent them from using the key to enter. You need to address both access methods: change the code and rekey or replace the lock. If the property uses only a keypad or smart lock with no physical key, changing the code is sufficient.
Should I tell the cleaner I'm revoking their access?
You do not need to announce the access revocation in advance. Once the cleaner's employment or contract ends, you can revoke access immediately without notice. However, if the cleaner is still working for you and will have a final shift, confirm that they have access for that shift and then revoke it after they leave. If the cleaner has already departed, revoke access right away.
What if I forget to remove the cleaner from backup lists?
If the departed cleaner is still listed as a backup in your scheduling app, the system may offer them work if the primary cleaner cannot attend. They will not be able to access the property because you've changed the locks and codes, but they may accept the job offer and then be unable to complete it, creating confusion and delays. Remove them from all backup lists and default assignments immediately.
This article provides general operational guidance. Calendar-feed timing depends on third-party systems; confirm urgent changes directly.