Keyfob Quantity Calculator

Procurement accuracy reduces commissioning delays

Access hardware is often ordered late, yet it governs move‑in readiness and turnover speed. A structured quantity estimate helps better align procurement with installation milestones, programming time, and site security rules. When quantities are short, teams reissue credentials, share temporary fobs, and lose audit clarity. When quantities are excessive, budgets rise and unused stock becomes hard to track.

Translate occupancy assumptions into usable counts

Begin with realistic unit counts and expected users per unit, then apply your access policy through the keyfobs per user setting. Mixed sites may separate residents, tenants, and contractors, but a single estimate can still be accurate when it reflects real issuance patterns. Review lease terms, visitor flow, and anticipated staff coverage to avoid optimistic inputs.

Buffers protect operations during loss and growth

Spares cover onboarding, breakage, and rapid replacement. Loss contingency anticipates misplacement and damage during active construction. Growth contingency captures scope increases, phased occupancy, or additional users after handover. Minimum emergency stock provides a final safety net so facilities can respond immediately without waiting for new shipments.

Door allocations support management and service roles

Some projects assign additional fobs for controlled doors, vendor access, or supervisory keys that remain on site. Use the door allocation input only when your management plan requires dedicated fobs tied to equipment rooms, risers, or secure storage. Keep visitor pools separate to maintain accountability and simplify sign‑out logs.

Turn results into ordering and handover documentation

Use the recommended total to purchase and label batches, then program credentials by role and zone. Exported files can be attached to submittals, procurement sheets, and turnover manuals. Example data: 40 units, 3 users per unit, 1 fob per user, 10 visitor fobs, 6 staff, 10% spares, 5% loss, 3% growth, and minimum stock 5 yields 163 recommended keyfobs.

1) Should I count future tenants during construction?

If move‑in is expected soon after handover, include projected users and apply growth contingency. For unknown tenancy, estimate a baseline and run a second scenario for full occupancy to plan lead times.

2) What is a reasonable spare percentage?

Many teams start with 5–15% spares, depending on turnover, contractor activity, and security controls. Higher spares help when programming is centralized or when replacements must be issued immediately.

3) When should I use door allocation keyfobs?

Use it only when your operating model keeps dedicated fobs for specific doors or equipment areas. If door access is purely user‑based, leave the value at zero to prevent double counting.

4) Why separate visitor pool fobs from user fobs?

Visitor pools support check‑in and return workflows and reduce uncontrolled issuance. Separating them improves accountability, makes loss tracking easier, and supports policies for contractors and guests.

5) How do loss and growth contingencies differ?

Loss contingency covers replacement needs from damage or misplacement. Growth contingency covers additional users, scope expansion, or phased occupancy increases. Using both provides a more resilient procurement plan across the project timeline.

6) Can I run separate phases and combine results?

Yes. Run each phase with its expected units and staffing, then sum recommended totals. Keep one shared emergency stock, or distribute it per phase if storage locations are independent.

7) Is the recommended quantity always the purchase quantity?

Use it as the procurement baseline, then round to supplier pack sizes and consider lead times. For high‑security sites, add additional spares for quarantine, testing, and controlled reissue workflows.