5 Multifamily Access Control Best Practices to Improve Operations

1. Implement Secure Key and Fob Storage

While smart technology, such as keyless entry, is becoming a hot topic in the multifamily industry, traditional keys remain vital to multifamily operations, even at properties that have already implemented smart locks. When we surveyed multifamily professionals nationwide about access control, 76% of respondents said their properties still use traditional locks exclusively, and 16% use a combination of traditional locks and keyless entry.

Regardless of what kind of locks your doors are equipped with, it's important to properly secure all keys and fobs in an electronic key control system. Doing so leads to better organization, allowing staff to retrieve keys and fobs quickly.

2. Layer Your Tracking Methods

Layering your security measures not only provides better protection for your community, but also offers detailed insight into your operations. For example, by storing key fobs in a key control system you’ll have a record of who removes each fob as well as when they accessed a specific door. In addition, for increased visibility into golf cart or work truck activity, you could combine key control with GPS tracking. When someone checks out the key, you’ll know who and when, and you can see the vehicle’s movement on your property, how fast it’s going, and more.

This layered approach is particularly valuable during unit turnovers or when investigating incidents, as it provides a comprehensive audit trail of activity on your property.

3. Use Mobile Apps for On-the-Go Management

To increase productivity, take advantage of any mobile apps your technology providers offer. For instance, a key control app lets maintenance staff quickly identify which apartment a key belongs to by scanning a QR code on the key tag. This feature eliminates the need to label tags with apartment numbers or carry a key reference list on a clipboard.

Staff can also use mobile apps to reserve keys for checkout or transfer a key to another user, reducing time spent at the key control system while keeping key logs up to date.

4. Standardize Access Procedures

Inconsistent access procedures not only risk compromising security but also create confusion and slow down response times. To maximize efficiency, create consistent, documented protocols for different scenarios like lockouts, maintenance requests, and emergencies. When everyone follows the same procedures, it’s easier for new employees to get up to speed quickly.

In addition, having established access control workflows simplifies resident onboarding and ensures a consistent customer experience. Beyond just handing off keys and fobs, use this opportunity to educate residents about your keyless entry and key control systems. Whether you're explaining smart lock features or reviewing after-hours lockout procedures, clear communication during onboarding can prevent future frustrations and reduce staff workload.

5. Plan for Technology Failures

No technology is fail-proof. In fact, our research found that 30% of properties using smart locks say dead batteries are one of their biggest challenges with keyless entry systems.

Our research found that 30% of properties using smart locks say dead batteries are one of their biggest challenges with keyless entry systems.

Regardless of your access control method, plan for common issues such as dead batteries, power outages, and more to prevent technology mishaps from interfering with productivity. For instance, you could keep physical keys on hand in case smart locks fail and equip your electronic key control system with an uninterruptible power supply to maintain key access if the power goes out.

By implementing these best practices, you'll streamline your access control processes and eliminate common pain points. Your team can work more efficiently, with fewer operational bottlenecks and administrative headaches.