Upgrading access control systems can improve property security and efficiency, but it also introduces risks if not handled carefully. A poorly managed transition may lead to tenant lockouts, cyber vulnerabilities, or system failures. To ensure a secure and smooth upgrade, focus on:
- Phased Rollouts: Upgrade high-risk areas like entrances and parking garages first while maintaining legacy system coverage.
- Tenant Communication: Notify tenants early, provide clear instructions, and set up support channels to address concerns.
- Backup Access: Keep physical keys, temporary credentials, and contingency plans ready for emergencies.
- Vendor and System Testing: Choose reliable vendors, test hardware and software thoroughly, and monitor performance post-installation.
Proper planning, clear communication, and regular testing are key to minimizing risks and ensuring tenant safety during the transition.
Access Control Systems 101 - Panel and Reader Hardware Review and upgrading old Reader to Mobile
Evaluating Current Access Control Systems
Before diving into smart lock installations, it’s crucial to take a hard look at your current setup. This step helps uncover vulnerabilities - both obvious and hidden - and sets the stage for a smoother, more secure upgrade. Think of it as building a solid foundation before constructing a house.
Here’s a startling fact: more than 60% of data breaches involve outdated systems that lack modern access controls or haven’t been patched recently [6]. For property managers, every day spent relying on these aging systems increases the risk of incidents that could jeopardize tenant safety and expose properties to liability.
"The first step in improving your property security is to carry out a comprehensive audit. This will help you identify physical and digital vulnerabilities in your current security protocols." – Traka [2]
Finding Security Weaknesses
Legacy systems often come with a host of vulnerabilities, and the first step in addressing them is identifying weak spots - both physical and digital.
Physical vulnerabilities include issues like lost or duplicated keys, which can open doors for unauthorized access. Master key systems can make matters worse, as a single compromised key could grant access to multiple areas. Over time, even well-built physical locks can wear out, reducing their effectiveness.
On the digital side, older systems are often built on outdated protocols like Wiegand, which lack encryption and other modern security features. Unlike newer standards such as OSDP, these systems can’t support advanced measures like multi-factor authentication or biometrics, leaving them exposed to credential theft or unauthorized access.
Another often-overlooked risk is human error. Staff members can sometimes be tricked into revealing entry codes or granting unauthorized access [2]. Recognizing these vulnerabilities is key to making informed decisions about upgrades.
Prioritizing High-Risk Areas
Not all parts of a property face the same level of security risk, so resources should be directed where they’re needed most. High-risk zones demand immediate attention because breaches in these areas can have far-reaching consequences.
Start with main entrances, which are the busiest access points and a magnet for potential intruders. These areas are particularly vulnerable to tactics like tailgating, where someone sneaks in behind a legitimate user. Older entry systems often lack proper logging features, making it harder to track who’s coming and going.
Parking garages are another weak spot, especially in urban areas. These spaces often provide direct access to residential floors, and many legacy systems rely on easily cloned remote controls or key cards. Their secluded nature makes them a prime target for criminal activity.
Then there are shared amenities like gyms, rooftop decks, and community rooms, which operate on varied schedules and often require temporary access for guests or service providers. Legacy systems tend to struggle with these complexities, either granting too much access or being overly restrictive.
By focusing on these high-risk areas - especially where outdated systems, poor perimeter security, or limited surveillance create vulnerabilities - property managers can make the most of their upgrade budgets [3].
Recording System Limitations
Documenting the current system’s limitations is a critical step in planning upgrades and having productive conversations with vendors. This process ensures that new systems address existing gaps and avoid repeating past mistakes.
Start by noting systems that lack modern authentication methods like biometrics or mobile credentials. Many older setups rely on single-factor authentication with weak password policies, making them easy targets for unauthorized access.
Hardware and software vulnerabilities should also be recorded. For example, systems running unsupported operating systems - like the nearly 3% of PCs worldwide still using Windows 7 [4] - may require complete replacements rather than simple updates. Unpatched software introduces risks that minor fixes can’t resolve.
Another major limitation is poor audit logging. Without a reliable record of access attempts or system changes, it becomes nearly impossible to investigate security incidents effectively. Document which systems lack logging capabilities and assess how this impacts overall security.
Finally, map out system dependencies to understand how various components interact [5]. Many legacy systems rely on outdated hardware, software, or integrations, meaning any failure during an upgrade could lead to outages or new vulnerabilities.
| Vulnerability | Risk Level | Priority |
|---|---|---|
| Outdated authentication with weak passwords | High | Immediate |
| Unpatched software on unsupported systems | Critical | Immediate |
| Legacy protocols without modern encryption | High | Within 6 months |
| Poor audit logging and access tracking | Medium | Within 12 months |
| Ineffective user permission management | High | Within 6 months |
Creating a Phased Rollout Plan
A phased rollout plan is a smart way to ensure security remains intact while upgrading access control systems. By breaking the process into manageable stages, you can modernize your property's infrastructure without compromising safety or disrupting operations. The key is to plan strategically, balancing the need for security with smooth day-to-day functioning.
Each stage should build on the last, reinforcing security incrementally and avoiding any weak spots. This approach ties back to the earlier system evaluations, where managing risks was identified as a top priority.
"Smart locks represent a critical component of urban residential high-rise buildings increasingly adopting technology to enhance security." - Brad Cook, head of product and integrations of Alfred International [7]
Upgrading High-Priority Areas First
Start by addressing the areas with the highest security risks - main entrances, parking garages, and spaces housing sensitive infrastructure. These are the spots where breaches can have the most significant impact, making them the logical starting point for upgrades.
Main entrances are a natural first step, as they serve as the primary access points for residents and visitors. Parking garages, especially in urban settings, should also be prioritized since they often provide direct access to residential floors. Many older garage systems rely on outdated key cards or remote controls, which can be security weak points if not updated quickly.
Utility rooms and mechanical areas, where critical infrastructure like electrical panels, HVAC systems, or telecommunications equipment is housed, should follow closely. As part of the initial phase, consider running pilot programs on selected floors to gather feedback and refine the process before rolling out upgrades more broadly [7]. This approach helps identify potential issues early and ensures smoother implementation.
To keep the project financially manageable, align your multi-year upgrade plan with your capital improvement budget [7]. This ensures that high-priority areas are addressed promptly without overextending resources.
Scheduling Upgrades During Low-Traffic Periods
Once high-priority areas are identified, timing becomes crucial. Scheduling upgrades during periods of low activity minimizes disruptions for residents and reduces potential security risks during transitions.
For common spaces like lobbies, mailrooms, and amenities, aim for installation windows between 9:00 AM and 3:00 PM when foot traffic is generally lighter. Residential floor access points are better suited for late evening installations, ideally between 8:00 PM and 11:00 PM. Parking garage upgrades often work best overnight, between 11:00 PM and 6:00 AM, when most vehicles are parked.
Avoid scheduling work during busy times like holiday weekends or peak moving periods. Additionally, consider weather conditions to ensure exterior installations are not compromised by adverse elements.
Maintaining Legacy System Coverage
During a phased rollout, it’s essential to keep legacy systems operational in areas that haven’t been upgraded yet. This requires careful coordination between the old and new systems to avoid any lapses in security.
In some cases, legacy systems can be retrofitted rather than replaced entirely. For example, older mechanical locks can be strengthened with high-security components [1]. Similarly, outdated access control systems can be enhanced with modern features like mobile credentials or biometric authentication [1]. Adding cameras and alarms can further bolster security during the transition.
Routine maintenance is another critical factor. Legacy systems should undergo regular checks - at least annually, and more often in high-security zones - to ensure they remain reliable under increased demand [1].
Network security also plays a role in protecting legacy systems. Tools like firewalls or jump boxes can isolate these systems from broader vulnerabilities [8]. Web access managers can add another layer of security by handling authentication, single sign-on, and traffic control [8]. Additionally, protocols like RADIUS can be configured to manage both first- and second-factor authentication via a proxy, enhancing overall system security [8].
Tenant Communication and Support
Keeping tenants informed and supported is essential for a smooth transition to upgraded systems. When residents are well-informed and feel their concerns are addressed, they’re more likely to adapt quickly to new technology and report any issues without hesitation. Clear communication plays a big role in minimizing risks during this process.
The best approach is to set up multiple communication channels and support systems before the upgrade begins. This not only builds trust but also ensures tenants have the tools and information they need to transition to the new access control system.
Notifying Tenants About the Upgrade
After evaluating the system and planning a phased rollout, it’s vital to communicate clearly with tenants to maintain security during the transition. Share key details like the upgrade timeline, areas that will be affected, and any changes they can expect. Be upfront about temporary access restrictions, and emphasize the benefits of the new system, such as enhanced security and more convenient access options.
To make sure everyone gets the message, use a mix of communication methods. Email notifications are a great primary option, but consider supplementing them with printed notices in common areas and text alerts for time-sensitive updates.
Providing User Instructions
Helping tenants understand and use the new system starts with clear, easy-to-follow instructions. Provide visual guides to show how to use features like smart locks and mobile access. Hosting training sessions for hands-on practice can also be a game-changer for residents who prefer learning by doing.
Make sure to explain backup access methods for situations like a dead battery or app malfunctions. Offer both detailed guides for those who want in-depth information and quick-start guides for those who prefer a simpler overview. These resources, paired with strong support systems, ensure a smoother transition for everyone.
Setting Up a Support Channel
Before the upgrade begins, establish dedicated support channels to address tenant concerns. A dedicated phone line or extension is ideal for urgent issues, such as lockouts, especially during peak times. For less urgent matters, email support works well, with a goal of responding within 24 business hours.
In January 2025, Rently introduced the "Lock Diagnostics" feature in their Smart Home portal, giving property managers a self-service toolkit for troubleshooting lock issues. This tool includes banners highlighting common problems like low battery, hub offline, and lock jams, along with step-by-step solutions[9].
"The Lock Diagnostics feature equips property managers with a powerful tool for real-time troubleshooting and issue resolution." - Rently.my.site.com [9]
Keep a record of tenant support requests to track communication and identify recurring issues. This data can help refine the support process. Additionally, train your staff to handle basic troubleshooting, such as app installation, credential setup, and connectivity issues. Effective communication and support not only ease the transition but also help maintain security throughout the upgrade process.
Backup Access and Contingency Planning
When transitioning to a new access control system, having reliable backup measures in place is crucial. Even the most carefully planned upgrades can face unexpected challenges - like power outages or technical glitches - so it’s smart to prepare for such scenarios ahead of time.
Keeping Backup Access Options
To strengthen your system's reliability, backup access options are a must. Start with the basics: keep physical keys securely stored and accessible. These can serve as a quick solution in emergencies until the new system proves dependable.
Temporary access cards or backup credentials can also come in handy. These should be programmed with time-limited permissions, making them ideal for maintenance crews or emergency use. Keep an updated supply ready and ensure they align with current access policies.
Another useful tool is a portable card reader or similar mobile backup device. These can be deployed quickly if your main system experiences a failure. Document all backup methods thoroughly - include details like their locations, how they’re accessed, and who is authorized to use them. Make sure this information is readily available to staff who might need it.
Training Staff for Emergency Scenarios
Well-trained staff can mean the difference between a manageable hiccup and a major disruption. Providing clear, thorough training on system operations, emergency protocols, and security measures ensures your team is prepared to handle unexpected situations.
Develop detailed contingency plans for scenarios such as system failures, tenant lockouts, or security breaches. Teach your staff how to use override protocols, whether that involves master keys, issuing temporary credentials, or following emergency documentation procedures.
Regular drills are another key step. Simulating emergencies helps ensure your team knows how to respond effectively. Studies show that regular practice can significantly reduce the risk of unauthorized access during crises. These drills also reinforce the security measures you’ve put in place, creating a well-rounded approach to emergency preparedness.
Testing Backup Systems Regularly
Backup systems are only as good as their reliability, so regular testing is non-negotiable. Make it a routine to test all backup methods - whether weekly or monthly - especially for critical systems.
Create a clear testing plan that specifies who’s responsible and how often testing should occur. This plan should include everything from physical keys to digital backups. For instance, verify that door locks, electronic strikes, and alarm systems are working as intended.
Don’t overlook visual inspections of access points, wiring, and control panels. Look for wear, damage, or signs of tampering that could compromise the system. Additionally, back up access control data - like user records and access logs - and test these backups by restoring them to ensure no data is lost during a failure.
To minimize disruption, schedule testing during low-traffic times, but make sure the tests reflect real-world conditions. Keep detailed records of all tests, noting any issues and how they were resolved. This documentation can help spot recurring problems and prevent future failures. These testing routines fit neatly into a phased upgrade process, ensuring your security remains intact throughout the transition.
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Vendor Selection and System Testing
Choosing the right vendor and thoroughly testing your new access control system are crucial steps in ensuring both security and a positive tenant experience. A well-executed vendor selection process and system testing can make a significant difference in the success of your upgrade.
Choosing Trusted Vendors
Start by evaluating each vendor’s reputation and experience. Vendors with a proven track record in multifamily properties are often better equipped to handle the unique challenges of high-traffic environments and 24/7 access needs.
Financial stability is another important factor. A vendor with solid financial footing is more likely to provide long-term support, including maintenance, updates, and replacement parts. You can verify this by reviewing their financial statements or credit reports.
Customer support should also be a top priority. Look for vendors with reliable response times, strong technical expertise, and 24/7 availability for critical issues. Asking for references from other property managers can provide valuable insights into how well the vendor handles emergencies and ongoing support.
Service agreements are another area to consider. Vendors offering comprehensive agreements that include maintenance, software updates, and emergency support can save you time and headaches down the road. Additionally, the best vendors provide ongoing training for your staff, empowering them to manage routine operations and basic troubleshooting independently.
Scalability and integration capabilities are key as well. Your access control system should grow with your property’s needs. Vendors offering open APIs can make it easier to integrate with other property management tools you already use or plan to adopt.
Lastly, ensure the vendor complies with industry security standards. Ask about their certifications, encryption methods, and privacy policies to confirm they meet regulatory requirements.
Once you’ve selected a trusted vendor, the next step is to rigorously test the system to ensure it performs as expected.
Conducting Complete Testing
Thorough testing ensures the system meets all operational and security requirements. Test every component under different conditions to identify and resolve potential issues before they impact tenants.
Focus on testing hardware such as locks, readers, strikes, and alarms, alongside software features like user permissions, access schedules, and administrative controls. Don’t forget to evaluate how the system performs during peak usage times when multiple tenants may be accessing the property simultaneously.
Ensure that the system can manage user credentials efficiently, allowing for quick and accurate addition, modification, or removal of access permissions.
If the system integrates with other technologies, such as property management software, security cameras, or alarms, conduct integration testing to confirm seamless data flow and functionality. This step is critical to ensure all systems work together without any glitches.
Environmental testing is also important. Assess how the system performs under various environmental conditions to identify any limitations and plan contingencies accordingly.
Document every step of the testing process, including what was tested, when, and the results. This detailed record will be invaluable for future troubleshooting and training new staff members.
Monitoring System Performance
Once testing is complete, real-time monitoring becomes essential for maintaining system security and performance. Monitoring helps you quickly detect and respond to security incidents. Set up automated alerts for suspicious activity and use centralized log management to maintain a clear view of system operations.
Regular log analysis is key to staying ahead of potential issues. Schedule weekly reviews to spot anomalies, track performance trends, and address any emerging problems. Establish performance benchmarks, such as response times, access success rates, and system uptime, to identify when maintenance or adjustments are needed.
Ongoing performance monitoring, as part of a phased rollout strategy, reinforces the security measures you’ve implemented. This process not only helps you maintain a secure and efficient system but also builds a valuable knowledge base for troubleshooting and strengthens communication with your vendor’s support team.
Common Issues and Prevention Methods
Upgrades often come with their fair share of challenges, and poor communication can lead to tenant lockouts or even security concerns. This highlights just how crucial strong communication strategies are during these processes.
Tenant Lockouts from Poor Communication
To avoid tenant lockouts, it’s essential to provide clear and timely updates through the communication channels you’ve already established. Using multiple methods - like emails, text alerts, or notices in common areas - ensures that no one misses critical information. Visual guides explaining new access procedures can also help tenants adjust more easily. Additionally, having a dedicated support line in place ensures that any issues are resolved quickly.
Keep tenants in the loop throughout the entire upgrade process by sending regular updates. This includes notifying them of progress, unexpected changes, or delays. Promptly addressing adjustments builds trust and ensures the transition is as seamless as possible for everyone involved.
Conclusion: Ensuring a Secure Transition
Upgrading your access control system requires a thoughtful approach that balances safety, functionality, and tenant satisfaction. A well-structured plan is essential - conduct risk assessments, coordinate with contractors, and set clear timelines to avoid security gaps or tenant disruptions. This groundwork ensures smooth communication and thorough testing throughout the process.
Keeping tenants in the loop is just as important. Use multiple communication channels to share updates, address concerns, and build trust. Consistent communication minimizes confusion and helps prevent issues like unexpected lockouts during the transition.
Thorough testing is non-negotiable. Regularly validate all system components and backup methods to catch potential vulnerabilities before they become problems. Once the system proves reliable, a phased rollout can help you manage risks more effectively.
Start with high-priority areas while maintaining legacy systems during the upgrade. This approach allows you to tackle potential issues on a smaller scale, ensuring they don’t disrupt the entire property.
FAQs
What steps should property managers take to ensure a secure and smooth upgrade to smart access control systems?
Upgrading to smart access control systems requires thoughtful preparation to ensure a smooth transition without compromising security. Start by evaluating your current setup to pinpoint any weaknesses and confirm it aligns with the requirements of the new system. A phased rollout plan can help you maintain security while keeping disruptions to a minimum.
It's also crucial to communicate clearly with tenants throughout the process. Share updates about the timeline, changes they can expect, and any temporary access solutions that may be needed during the upgrade. Work closely with your vendor to guarantee proper installation, and make sure backup access methods are ready to prevent any lockout issues. Before launching the system fully, conduct extensive testing to identify and fix any potential problems early, ensuring everything runs smoothly when it's time to go live.
What’s the best way for property managers to communicate with tenants during an access control system upgrade to avoid confusion and disruptions?
Keeping Tenants Informed During an Access Control Upgrade
Good communication is key when upgrading an access control system. Property managers should provide tenants with clear, timely updates about the process. Share important details like the upgrade schedule, potential disruptions, and step-by-step instructions for using the new system. Use multiple communication channels - such as email, text messages, and posted notices - to ensure everyone gets the message, no matter their preferred way of staying informed.
It's also a good idea to assign a specific point of contact for tenant questions or concerns. Let tenants know exactly who they can reach out to for help. By addressing concerns proactively and being open about the process, you can reassure tenants, encourage their cooperation, and reduce confusion or disruptions during the transition.
What are the best backup access options to ensure security during an access control upgrade?
When upgrading an access control system, keeping security intact is non-negotiable. To safeguard operations during the transition, consider battery backups to keep the system running smoothly during power outages. Additionally, perform full database backups to secure critical access data against potential loss.
For enhanced access management during the upgrade, implement role-based access control (RBAC) combined with multi-factor authentication (MFA). This layered approach strengthens security and ensures only authorized individuals can access sensitive areas.
With careful preparation and these strategies in place, you can reduce risks and maintain system integrity throughout the upgrade process.
