Rekeying or Changing Locks After an Employee Leaves

Map the access that existed

List each mechanical key issued to the employee and the doors it operates. Include a rear entrance, stockroom, office or other restricted space where relevant. Check whether a shared key opens additional doors beyond the one it was issued for. The useful question is the reach of the key, not simply how many keys were returned.

Review the key register with the person responsible for the premises. Distinguish a documented return from an unknown copy history. When several staff members share the same key, changing access affects their keys too; plan the replacement handover before the work.

• Which doors could the departing employee open?
• Which keys were returned, and which remain unaccounted for?
• Who still needs access to each affected door?
• Does the key belong to a shared, restricted or managed system?

Choose the scope of the key change

Rekeying compatible commercial locks can change the working key while retaining suitable existing hardware. The scope should cover the affected cylinders that you intend to place on new key access. Rekeying a single entrance does not automatically change other locks operated by the same old key.

If the premises use a master-key or otherwise managed arrangement, describe it before service. Ask how the proposed work would affect other users and doors. Do not assume every cylinder can be changed independently while preserving the current access hierarchy.

Assess hardware separately from staff changes

A staff departure does not itself mean the door hardware is worn out. Replacement becomes a separate consideration when a lock is damaged, unreliable, incompatible with the intended key plan or unsuitable for an upgrade. Explain any sticking key, loose fitting or difficulty closing the door.

Commercial entrances can involve interacting hardware, including handles, latches, closers or exit devices. Tell Matrix what is fitted and ask what assessment is needed. Confirm applicable lease, building and operational requirements with the owner or manager; this guide does not provide a code-compliance determination. Compare the options in our rekey-or-replace framework.

Coordinate mechanical keys and other access systems

Door keys may be only one part of the departure checklist. Fobs, alarm credentials and electronic access permissions are separate systems; changing a mechanical cylinder does not revoke them. Have the responsible administrator review those permissions through the appropriate process.

Arrange an authorized contact who can provide entry, approve the lock work and receive the new keys. Explain business access needs and any restrictions on when doors can be worked on. Confirm scheduling directly rather than assuming a particular response time or out-of-hours service.

Make the next key handover easier to track

Once the work is complete, record the doors covered, the new key holders and any unaffected locks. Test the intended keys and establish who can approve future copies. A straightforward register can make the next staffing change easier to manage without recording unnecessary personal details.

Start with commercial lock-change service for Toronto premises. If a key has gone missing outside an employee handover, our lost-key guide helps assess the context. Contact Matrix about your affected doors with the property type, Toronto area and approximate number of locks.