Jasmin Snyder, Senior Marketing Manager at Allegion, discusses cloud-based access control software for multiple or large occupancy properties.
Property managers deal with a myriad of complex situations every day. Access control does not need to be one of them.
Traditional lock-and-key security options can result in residents losing keys or forgetting to return their keys at move out, which then may result in expensive and labor-intensive rekeying, and more.
When you are managing multiple properties or large occupancy properties, the complexity only grows.
More and more, property managers are turning to cloud-based access control software to streamline property access into something that works for them, even beyond traditional security benefits.
Technology upgrades, like access control, are an important investment and can solve real operational problems while providing residents with a seamless mobile-based experience they’ve come to expect.
For decades, mechanical locks were the standard, but today, some limitations have begun to create friction at the property.
Lost keys, readily available key duplication kiosks and no ability to pull reports or audit logs are considerations driving properties to invest in access control platforms and electronic smart locks.
Electronic access control is a real step forward in the future. Property managers are no longer managing credentials across multiple systems, key cabinets or leaving security risks open with lost or stolen keys.
With key fobs, credentials can be deactivated and created right at the property manager’s desk. No need to walk to the door, submit maintenance tickets, or replace a deadbolt every time there is a move in or move out.
Properties whose residents value the most cutting-edge technologies will want to consider mobile credentials.
Popular options include Bluetooth enabled apps or wallet-based credentials which are in demand because they are easy for the resident to tap in and out of all access points on property.
While electronic access control platforms offer many benefits, they aren’t all created equally. Purchasing systems for your gate or entry that don’t offer seamless expansion options to amenities and unit doors will likely cause property managers to have multiple login screens and systems that don’t talk to each other.
This results in reports and audits being pulled from disparate systems. Innovative property management teams should consider access control that is cloud-based and includes all access points in one dashboard to reduce frustration and increase functionality and value.
Many systems allow you to also manage several properties at once, no matter how geographically spread out they may be.
The day-to-day operations of a property manager can be a revolving door of issues and needs from across the property and all the residents. In order to streamline access control, centralization is key.
For management companies overseeing a mix of residential, commercial, and mixed-use properties, this kind of standardization makes a measurable difference.
Your team only needs to learn one system. Troubleshooting becomes more straightforward, and security protocols stay consistent regardless of location.
Resident move-ins and move-outs become a seamless process, no longer dreaded by property managers. Right from their desk, property managers can upload a new resident, often directly from their Property Management System (PMS), set their access permissions, set any necessary access schedules and send them their mobile credential options.
As multifamily properties become more complex, these systems allow you to set up schedules and grant or revoke access for spaces that may be an optional upgrade for residents, like premium fitness classes or a reservable club house.
A move-out becomes just as simple. While you can incentivize residents to return their fobs, it’s no longer a potential security risk if they are lost or not returned. Resident access can be removed instantly with a touch of the button.
No more chasing down keys and worrying about who may have access to the building and amenities that shouldn’t.
Some access control platforms even allow residents to manage elements of access control themselves with visitor management tools available in an app, meaning residents can give temporary access to dog walkers, food delivery services and guests.
This self-service capability reduces the burden on property management staff while giving tenants the flexibility to manage their own services and guests.
Property management also has peace of mind knowing that, if anything were to go wrong, the audit logs and reporting would allow them to identify who provided access.
The same principles apply to options for temporary vendor access for property management staff.
The ability to create a credential for an incoming vendor with scheduled access means your vendors will only be able to access the exact areas of the property they should be in and allows management to set work hours and limit access beyond their scheduled contracted hours.
Hardware technology is constantly developing, including new electronic locks that connect to community Wi-Fi allowing for real-time reporting and access changes, as well as receiving remote firmware updates.
Some devices even have predictive battery life, meaning your property is always up to date, reducing service calls.
With mechanical locks, it’s more difficult for property managers to know what is happening in their building or who has access to their building.
It’s sometimes only when something has gone wrong that property managers and maintenance staff are pulled in and must piece together information that likely doesn’t exist.
Modern access control systems maintain comprehensive audit trails. Every credential is assigned to a user, and their access across the property is logged with timestamps and location data.
This information proves valuable in multiple scenarios including internal and external investigations, verifying contractor work hours, amenity usage data, or demonstrating due diligence if liability issues arise.
Real-time alerts add another dimension to this visibility. You can configure some systems to notify you when unusual activity occurs like after-hours entry attempt or multiple-failed authentication attempts at a single door.
These alerts provide the opportunity to respond to potential security concerns before they escalate into actual problems.
Property managers are right to be skeptical about high-tech solutions that promise savings but deliver unneeded complexity. The right access control system will deliver measurable returns and promote property manager and resident retention.
As you make your business case, start with rekeying costs. In properties with high resident turnover, the expense of replacing locks or rekeying cylinders can add up quickly – not to mention the labor costs and the drain on your maintenance staff. Mobile credentials eliminate the cost of keys or fobs in this scenario.
Additional labor costs should also be considered. Your team will spend less time in transit between properties addressing access problems, and maintenance teams will have more time to handle pressing matters.
Front desk staff can focus on resident satisfaction by providing a new credential at move-in with no additional work for anyone else on the property.
At a portfolio level, standardization across properties means staff can move freely between properties and understand the system wherever they go, while also allowing for remote access and features no matter where staff members are located.
Not all access control platforms are created equally. The decision deserves careful consideration for your property’s needs.
Technology-focused property owners should consider platforms that connect seamlessly with existing property management software, include visitor and vendor management options, flexible mobile credential options, and the auditing and reporting options that will make your property management’s lives easier and keep your residents secure.
This article was originally published in the May edition of Security Journal Americas. To read your FREE digital edition, click here.