Excel & key logbook vs. software
Excel works. Until it no longer works.
A key logbook and Excel are enough for small teams. As soon as shifts change, several people document at the same time or a phone comes into play, the upkeep becomes a burden.
How Log+Key works
Comparison
Key logbook, Excel or software?
Excel and the handwritten key logbook are cheap and familiar — but they have clear limits. The overview below shows where the difference becomes noticeable day to day.
| Feature | Excel / key logbook | Log+Key software |
|---|---|---|
| Cost to get started | Free (Office) / pen + paper | Free up to 10 keys |
| Several people at the same time | Excel conflicts, pen missing | Any number of users |
| Live overview: who has which key? | Only if everyone keeps it updated | Always up to date |
| Mobile use (smartphone, tablet) | Excel on a phone is painful | Mobile-first |
| Document shift handovers | Manual, error-prone | Incl. timestamp |
| Handover to third parties (tradespeople, tenants) | In writing or not at all | Incl. signature |
| Complete, tamper-proof history | Cells can be overwritten | Audit log |
| Loss of a file / a logbook | Data loss | Cloud backup |
| GDPR-compliant documentation | Risk of personal data | Hosting in Germany |
| Scales across multiple sites |
Feature
Excel / key logbook
- Cost to get started Free (Office) / pen + paper
- Several people at the same time Excel conflicts, pen missing
- Live overview: who has which key? Only if everyone keeps it updated
- Mobile use (smartphone, tablet) Excel on a phone is painful
- Document shift handovers Manual, error-prone
- Handover to third parties (tradespeople, tenants) In writing or not at all
- Complete, tamper-proof history Cells can be overwritten
- Loss of a file / a logbook Data loss
- GDPR-compliant documentation Risk of personal data
- Scales across multiple sites —
Feature
Log+Key software
- Cost to get started Free up to 10 keys
- Several people at the same time Any number of users
- Live overview: who has which key? Always up to date
- Mobile use (smartphone, tablet) Mobile-first
- Document shift handovers Incl. timestamp
- Handover to third parties (tradespeople, tenants) Incl. signature
- Complete, tamper-proof history Audit log
- Loss of a file / a logbook Cloud backup
- GDPR-compliant documentation Hosting in Germany
- Scales across multiple sites ✓
What Excel does well
Excel is cheap, familiar — and a soloist.
Excel and the classic key logbook have one decisive advantage: they are available immediately, cost nothing extra and everyone in the office can use them. For small teams with a manageable number of keys, that is often enough for years.
What Excel does not do well: being maintained by several people at the same time — anyone who has ever worked on a file on a network drive knows the feeling. And Excel has no concept of a "signature": a cell is a cell, it can be overwritten without anyone noticing what was there before.
That works as long as one person documents. As soon as shift or site changes come into play, the upkeep becomes the main occupation — and mistakes creep in.
What software takes over
Software was built for the key workflow.
Log+Key solves the problems Excel leaves open in the day-to-day key workflow: several users work in parallel without conflicts, every movement is recorded with a timestamp, handovers are signed off with a signature and the history is tamper-proof.
Instead of opening Excel on a phone, Log+Key runs straight in the browser or as a web app on any device. You can see at a glance who had the key last — no searching, no phone calls, no shift briefings that never happen.
Log+Key at a glance — features, hardware, integrations and pricing on a single page.
What software adds
Four things Excel does not do well
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Live, not searching.
See who has which key — without opening a file or leafing through a key logbook.
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Mobile, not desktop.
On your phone or tablet — anywhere in the building, on the road, out in the field.
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Audit log, not cells.
Every movement is recorded with a timestamp. Nothing gets overwritten "by accident".
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Signature, not a note.
Third parties sign off digitally — you have the proof, without collecting paper folders.
Price calculator
What does Log+Key cost for you?
Enter how many keys you manage — we’ll show you the right plan and add a terminal and NFC tags as needed.
Pricing
Start for free, expand later
Free forever up to 10 keys — cheaper than any Excel upkeep. Above that, plans scale by number of keys, with any number of users.
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Get started right away
10
keys to manage
free
All features, any number of users — free forever up to 10 keys.
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Up to 100 keys
100
keys to manage
€39 / month *
When Excel hits its limit — same feature set, billed monthly.
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More than 250 keys?
∞
Bespoke
Multiple sites, integrations, your own hardware? We will put together a quote for you.
* All prices net, plus 19% VAT.
Frequently asked questions
Excel, key logbook or software — the key answers
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Excel is fine for us right now — when does it become a problem?
Excel works well as long as one person maintains the list, all key movements happen on the same computer and the number of keys stays manageable. It typically becomes a problem with shift handovers, multiple sites, mobile access or audit requirements — in other words, as soon as several people have to document things at the same time.
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Can we import our Excel list into Log+Key?
Yes. You can import existing key lists from Excel as CSV — key number, label, location and description go straight into the new list. We are happy to help with the first import if your structure is highly bespoke. Get help with the import.
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Is there a key logbook template for Excel to download?
To be honest, we recommend starting with the Log+Key free tier instead — up to 10 keys are free forever and you avoid the typical Excel problems from the outset (multiple users, mobile, history). If you still want to start with Excel first, you will need at least these columns: key no., label, location, current holder, date taken out, date returned, signature.
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What does key management software cost compared with Excel?
Excel costs nothing extra to begin with (it is included in the Office suite). Log+Key also starts at €0 — you can manage up to 10 keys for free. Beyond that, plans start from €39 / month for up to 100 keys. The extra cost usually pays for itself quickly through the time saved on upkeep and the key losses you avoid. All prices.
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How does Excel stack up on GDPR compliance?
Excel files with key handovers often contain names and timestamps — that is personal data. If the file sits on a network drive with no access restrictions or with a US cloud provider, it becomes tricky under GDPR. Log+Key hosts exclusively in Germany and has a data processing agreement template. More on security.
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Do we need training to switch from Excel to Log+Key?
No. Anyone who can use Excel will get to grips with Log+Key in a few minutes — it is built around the key workflow and needs no formulas, no filters, no column upkeep. For larger teams we provide a 30-minute introduction on request.
A simple switch
Close Excel, open Log+Key.
You will have logged your first key in two minutes — all features, any number of users, no credit card. As you grow, the plans grow with you.