About the business
I run a 35-person accounting firm. People join and leave throughout the year, and everyone uses a door card.
The problem
During a routine look at the door log, I saw a card used in May. It belonged to someone who'd left in March.
He hadn't done anything wrong with it. Our office assistant had simply forgotten to cancel it. HR closed his file, but nobody told the door system, and a card keeps working until someone cancels it.
Two months. That's how long the gap sat open.
What we did
Two things.
First, a same-day leaving checklist, with one line for door access and a named person who ticks it off.
Second, we asked our integrator to link the leaving date in our HR record to the door system, so the card is cancelled on that date without anyone having to remember. Where that link isn't possible, HR sends a daily list of leavers to the person who cancels cards.
We also checked every active card against the current staff list, once, to catch anything else that had slipped.
The result
Leavers lose access on their last day. Our records show who had access, and until when.
It's a small link between two systems. It closed a gap that had been open for two months.
The same weekly log review that caught this is worth fifteen minutes of anyone's Monday.
Not sure every card you've issued still belongs to a current employee? Tell us how your HR and door systems work today. We'll show you where the gap is and how to close it.
Free door-by-door access review
Send us your door list, or just tell us what's behind each door. We'll reply with the weak spots and what to fix first, cheapest first.
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