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Lease-up is often when multifamily property teams start thinking about key management — but it shouldn’t be.
If you’re preparing a new property for opening, you’re managing construction timelines, hiring and training staff, marketing units, and readying apartments for move-in.
All these processes require controlled access to units and shared spaces. During this time, having a reliable way to track key activity and hold users accountable is essential. Here’s what to consider when planning key management for a new community.
Why Property Teams Delay Key Management Planning
When you're involved in the early stages of a multifamily construction project, you're making decisions that shape the building’s functionality and the resident experience. That often includes systems that need to be planned during construction, such as access control infrastructure, as well as amenities like pools, fitness centers, and dog parks.
Key control solutions might not seem critical to building design, but they require planning earlier than you might expect.
How Delayed Planning Affects Lease-Up
Waiting until closer to the lease-up period to evaluate key management systems might seem logical, but waiting too long can lead to:
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Limited flexibility for system placement or installation
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Rushed decision-making
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Makeshift key control processes during the opening period
Evaluating systems earlier in the construction process gives you more control over system options and contributes to smoother operations when the community opens.
When to Start Planning Key Management
The ideal time to start evaluating key management systems is during the design or specification phase. Planning early in the process allows you to map out where the system will go, figure out which configuration works best in the space, and design cutouts or cabinetry if needed.
Proactively reaching out to key management providers helps you select the best system for your needs and leaves plenty of time for manufacturing, delivery, installation, and training.
📖 Related Reading
What to Expect When Implementing a Key Management System
What to Consider When Evaluating Key Control Systems
When choosing the right system for your needs, consider the following:
Size and Capacity
To determine your required key capacity, account for:
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Number of units
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Common areas
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Storage units or additional rentable spaces
Location
Think about where you’ll be putting the system and make sure it works with the on-site team’s workflow. Most properties keep the system in a back room, but if you have a high-end property that will provide concierge-style services, you might want to install a system behind the reception desk.
Access Points and Methods
Consider all the access points and methods. Even if you plan to implement smart locks, follow these best practices:
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Have backup keys on hand in case of digital lock failures
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Plan to secure keys for areas not equipped with smart locks (amenities, maintenance areas, shared spaces, etc.)
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Consider how you’ll store and track cards and fobs
What to Include in Your Budget
When collecting key control system quotes, price out the following:
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System hardware
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Installation and setup
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Software or subscriptions (if applicable)
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Training and onboarding
Providers treat these costs differently, so it’s important to review what each quote includes.
Planning earlier in the construction process helps you create a smoother transition when the community opens. You can plan for the space required for the system during construction and establish key control procedures before residents move in. Fewer last-minute decisions during lease-up mean less stress and more organized workflows.
