NIIC Key Cabinet Manager helps you keep track of a large physical key inventory: which cabinet slot a key lives in, which room(s) it opens, how many copies you have, and who currently has one checked out.

It’s built for organizations managing dozens to hundreds of physical keys — front desks, facilities teams, property managers — who need a simple lookup tool without standing up separate software or accounts.

Features

Rooms — track room number, building, floor, and notes on what the room is used for.
Keys — each key has a Core Mark (the code stamped on the physical key) and a Key Code (its cabinet slot/pin), plus a quantity on hand. A key can open multiple rooms, and a room can have multiple keys (e.g. a master key plus an individual key).
Search — one search box matches room number, Core Mark, or Key Code, and shows the match whether or not a key/room link has been made yet.
Assignments — check a key out to a person (name, organization, email, phone), see everything currently checked out at a glance, and check items back in. Assignment history is kept even if the underlying key is later deleted.
CSV import/export — export your full Keys or Rooms list to CSV, edit it in a spreadsheet, and re-import it. Existing rows are matched and updated by Core Mark or Room Number; new rows are created. Handy for bulk-loading an inventory or making mass edits.
No separate accounts — uses your existing WordPress logins, gated by a dedicated capability rather than a separate password system to manage.
No external services — all data lives in your WordPress database. Nothing is sent to a third party.

How it works

Add the [niic_key_cabinet] shortcode to any page. Logged-out visitors see a login prompt; Administrators and Editors see the full tool (Search, Keys, Rooms, Assignments) right on that page by default. Everyone else (Author, Contributor, Subscriber, or any other role) is logged in but told they don’t have access.

Access control

The plugin defines its own capability, manage_key_inventory, and grants it to the Administrator and Editor roles when it’s activated (or updated to this version). This gate applies everywhere — the page itself, and every underlying save/delete/check-out/import/export action — not just the visible menu, so a role without the capability can’t reach the data by any route.

If you need a different role (or one specific person) to have access, no settings screen is needed — a developer (or a free role-editor plugin) can grant the capability directly, e.g.:

get_role( 'author' )->add_cap( 'manage_key_inventory' );

This only ever needs to be run once; WordPress remembers role capabilities in the database.