VILLA OWNER GUIDES · BALI · Tabanan
Keep an accurate key and lock inventory in Tabanan
An access inventory should explain which device serves which entrance and who holds it. Store real access details separately and securely.
This is an owner guide. HostKeeper’s operating priority is Uluwatu and the Bukit; management in this area must be confirmed for the exact property before any agreement.
Identify devices without exposing secrets
Assign a neutral reference to each lock, physical key, remote or access device. Note its intended use and condition. Avoid putting real codes in a public checklist or guest-facing image. Check devices against the actual entrance rather than relying on an old handwritten label.
Record custody and returns
Log when a device is issued, to whom and when it should be returned. Count spare devices separately from those in circulation. If an item is missing or does not work, report it to the responsible person before the next arrival and agree the required action.
Use an access custody table
Review the table when a reservation, staff assignment or device changes. An inventory entry should show accountability without disclosing how to enter the villa.
Example row: “Device K-03 — purpose: service entrance — status: issued — holder reference — return expected — function checked — issue reported.” Keep any actual code or sensitive entry instruction in the secure channel chosen by the owner.
Fictional example — A returned key with an unclear label
In a hypothetical Tabanan villa, a contractor returns a key labelled “back door”. The inventory contains two doors with similar names, and the coordinator cannot tell which key is being returned. The physical tag is replaced with an agreed device identifier that does not expose the address or access code. The custody record shows who received the key and which assigned task required it. Another key remains with the owner, while a third is still awaiting return after an earlier visit. The register records these as different states instead of assuming that a full hook board proves all keys are accounted for. No actual access information appears in this example.
Reconcile custody before changing access
Identify the device and the person holding its key, without publishing secret codes in the register. A return should match a recorded handover, not only a familiar label. If custody is uncertain, assign clarification to the responsible contact; any access change follows the owner’s agreed process and appropriate advice.
| Device ID | Key holder role | Handover reference | Return state |
|---|---|---|---|
| Door D1 | Coordinator | Visit V1 | Returned and matched |
| Door D2 | Owner | Owner set | Retained by owner |
| Store D3 | Contractor | Visit V0 | Return confirmation pending |
Practical owner checklist
- Devices have neutral references.
- Purpose and condition checked.
- Issue and return records current.
- Sensitive instructions stored separately.
Questions owners ask
Should real access codes appear in the inventory?
Keep them outside broadly shared records. The inventory can track the device and responsible person while necessary entry instructions are shared securely with the authorised recipient.
Account for all eight access devices
Hypothetical example — not a client result or a market forecast
Hypothetical example: an inventory lists eight access devices: five issued, two held as spares and one missing. Only seven have a recorded current location. The missing device has a named follow-up contact. Neutral references identify devices; actual entry codes stay in the agreed secure channel.