Smart locks are transforming security and convenience in multifamily buildings. Here’s what you need to know to plan and execute a smooth installation:
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Why Smart Locks?
- 67% of renters prefer keyless systems, and 57% are willing to pay $20–$35 more per month for enhanced security.
- Properties with smart locks see 60% higher lease renewals and save up to 50% on maintenance time.
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Key Steps for Success:
- Plan Ahead: Define goals (security, operations, resident satisfaction) and assess infrastructure (door compatibility, Wi-Fi readiness, power needs).
- Choose Vendors Wisely: Look for experience with large properties, certified security standards, and system integration capabilities.
- Communicate Clearly: Notify residents 30 days in advance, address privacy concerns, and provide training on new systems.
- Budget Smartly: Costs range from $150–$800 per lock, with installation adding $100–$400 per unit.
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Post-Installation Tips:
- Schedule regular maintenance (e.g., replace batteries every 6–12 months).
- Track performance and security updates to ensure smooth operation.
- Gather resident feedback to improve usability and satisfaction.
Quick Comparison: Traditional vs. Smart Locks
| Feature | Traditional Locks | Smart Locks |
|---|---|---|
| Initial Cost per Unit | $30–$50 | $150–$800 |
| Rekeying Costs | $50/event | $0 |
| Maintenance Time | High | Cuts time by 50% |
| Access Options | Physical keys | Keyless (PIN, mobile) |
| Security Logs | None | Detailed access trails |
Smart locks offer a modern, efficient solution for multifamily properties, but their success depends on proper planning, communication, and maintenance. Ready to upgrade? Let’s dive deeper.
Multifamily Access Control
Planning Your Smart Lock Installation Project
Getting your smart lock installation right starts with a solid plan. For properties with over 300 units, the stakes are even higher, making careful preparation essential. A well-thought-out approach ensures smooth installation, keeps residents and staff happy, and helps you get the most out of your investment. Below, we’ll walk through the key steps to make your rollout a success.
Setting Clear Project Goals
Start by defining what success looks like for your property. Most smart lock installations aim to improve three main areas: security, operations, and resident satisfaction.
- Security: Goals here could include stopping unauthorized key duplication, creating detailed access logs, and reducing security incidents.
- Operations: You might aim to save staff time on key management, cut rekeying costs, or integrate the locks with your property management system.
- Resident Experience: Focus on providing convenient keyless access and reducing the number of lockouts.
Think about your residents when setting these goals. Are they tech-savvy? What features would they appreciate most? Once you’ve set your priorities, establish measurable targets to track your progress.
Checking Building Infrastructure
Before diving into installation, assess your building’s infrastructure to identify any challenges. Four key areas to review are door compatibility, network readiness, power needs, and environmental factors.
- Door Compatibility: Most commercial doors can be adapted for smart locks, but it’s important to check details like door thickness, backset measurements, and the current hardware setup. Older buildings may need custom solutions for non-standard door sizes or frames.
- Network Readiness: Reliable Wi-Fi is critical for connected locks. Check your building’s signal strength, bandwidth, and network security. Weak coverage might require upgrades before installation.
- Power Requirements: Battery-powered locks are flexible but need regular maintenance. Hardwired systems provide consistent power but may require electrical work, especially in older buildings without low-voltage wiring.
- Environmental Factors: For exterior doors, consider weatherproofing and how the locks will stand up to temperature changes, humidity, or rain. Durable hardware or added protection may be necessary.
Creating a Step-by-Step Rollout Plan
Rolling out smart locks in phases can reduce disruptions and let you fine-tune the process as you go. As Elizabeth Parks, President and CMO of Parks Associates, points out:
"Smart building solutions can create innumerable benefits to multifamily properties, provided the deployment and ongoing support are planned correctly for each property" [6].
Start with a small group of units - like vacant apartments or those with tech-friendly residents - to test the system and manage costs. Standardizing on one lock system across all units simplifies staff training, inventory management, and troubleshooting.
For example, Darby Constructions installed 22 ADA Smart Door Locks during a construction project. By coordinating with their schedule and using a professional locksmith, they ensured proper alignment, minimal modifications, and smooth functionality [4].
Plan installation times carefully to avoid peak leasing seasons or other busy periods. Partnering with an experienced locksmith can ensure everything is installed correctly and works as intended. Also, integrate the locks with your property management system early to streamline credential management for move-ins and move-outs.
Planning Installation Costs
While smart locks require upfront investment, they can lead to significant savings over time. Knowing the cost breakdown helps you budget effectively and choose the right features for your needs.
- Hardware Costs: Basic keypad locks cost between $100 and $300, Bluetooth options range from $150 to $400, Wi-Fi-enabled locks are $200 to $500, and biometric models can go up to $800 [8]. Traditional locks, by comparison, cost around $30–$50 per unit [7].
- Professional Installation: Expect to pay $100 to $400 per lock for installation. Locksmith service calls typically cost $50 to $150, with hourly rates of $23 to $37+ [8]. If doors need adjustments, add another $50 to $150 per door [8].
Here’s a quick cost comparison:
| Expense Category | Traditional Locks | Smart Locks |
|---|---|---|
| Initial Cost per Unit | $30–$50 | $150–$300+ |
| Rekeying (annual) | $50 per event | $0 |
| Staff Time for Key Issues | $20/hour | $0 with remote management |
Switching to smart locks can save you thousands. For instance, installing smart locks on 50 doors could cut over $3,000 annually in rekeying costs alone [7]. On a larger scale, properties may save an average of $80,000 per year, per building by improving efficiency [6]. Maintenance requests also tend to drop by about 10% after installation [6].
To save further, compare prices from multiple vendors and bundle services when possible. If advanced features aren’t necessary, opt for simpler models to reduce costs. Make sure the system you choose can grow with your property to avoid expensive upgrades later [2]. With a clear budget and strategy, you’ll be ready to choose the right vendor and move forward confidently.
Selecting and Working with Vendors
Choosing the right vendor for your smart lock installation can make or break your project's success. From the installation timeline to system performance and long-term reliability, the vendor you choose plays a vital role in ensuring everything runs smoothly and your investment pays off.
How to Choose Vendors
When evaluating vendors, focus on their experience with multifamily properties, their adherence to certified security standards (like ANSI/BHMA ratings), and the quality of their support services. Vendors with proven expertise in large-scale multifamily installations are your best bet.
Security certifications are a must. Verified certifications ensure the locks meet the safety and durability standards required for multifamily housing. For example, ANSI/BHMA ratings can guide you: Grade 1 offers the highest level of security, Grade 2 provides mid-level security, and Grade 3 covers basic needs[9].
Compatibility is another key factor. Ensure the locks work with your existing doors to avoid costly retrofitting[10]. It’s also worth considering the range of access options the locks provide - such as PIN codes, mobile credentials, or biometric access - to accommodate the preferences of your residents[9].
Support services shouldn’t be overlooked. While smart locks can cut maintenance time by up to 50%[2], having reliable vendor support is essential for addressing issues quickly. Look into their maintenance and repair coverage, warranties, and technical support options.
Once you’ve outlined your criteria, refine your search by asking vendors the right questions.
Questions to Ask Vendors
Asking targeted questions can help you pinpoint vendors with the expertise you need for large-scale installations. Consider these:
- What experience do you have with properties similar in size to a 300+ unit building? Can you share references from recent multifamily clients?
- What strategies do you use to minimize disruption for residents during installation?
- How do you secure sensitive access data, such as master codes?
- What’s your plan for handling connectivity issues, like offline lock functionality, and how quickly can service be restored?
- How do you address physical security concerns, like PIN code visibility in shared spaces or notification sounds that could compromise security?
- Can your locks handle building shifts or door misalignments?
- Do your locks comply with local fire codes, especially for fire exits? Can you provide documentation of fire ratings and compliance certifications?
Making Systems Work Together
After selecting a vendor, it’s crucial to ensure your smart lock system integrates seamlessly with your existing property management tools. Properties equipped with smart technology can see an ROI of 5% to 6%[11].
Integration with a property management system (PMS) can simplify operations significantly. For instance, syncing smart locks with your PMS allows you to automate access control based on lease dates[12]. Updates to the tenant rent roll automatically reflect in the access control system, making day-to-day management more efficient[13].
Opt for a vendor with an open, scalable API architecture to ensure compatibility with both current and future systems. Some vendors already offer integrations with popular platforms like Appfolio, Yardi, Entrata, and RealPage[14]. Additionally, ensure the lock system works with your existing access control infrastructure to maintain a unified security setup[15].
Keep in mind that network requirements vary by lock type. For example:
- Z-Wave locks: Offer remote access via an internet-connected hub and typically have longer battery life.
- Bluetooth locks: Require close proximity for access but are easier to set up.
- Wi-Fi locks: Provide direct internet connectivity but consume more power and need a stable internet connection[5].
Before making a final decision, conduct a detailed audit of your current systems and network infrastructure. This ensures your property management team, IT staff, and maintenance crew are aligned and ready to support the new technology[16].
Talking with Residents During Installation
Residents often respond differently to the introduction of new technologies. To ensure a smooth upgrade process, having a clear communication plan is essential. It keeps everyone informed and helps address concerns proactively.
Building a Communication Plan
Start by developing a plan that outlines key details like logistics, installation timelines, and talking points. Create a detailed schedule that covers every phase of the installation process. Residents should be notified at least 30 days in advance about the upcoming work and any potential disruptions[17]. Include specifics like installation dates, how long each phase will take, and any required actions from residents, such as picking up new key cards or downloading a mobile app[17].
For larger buildings, such as those with over 300 units, consider breaking the installation into smaller phases, perhaps by floor or section, and share a tailored schedule for each area. Clear communication between property managers and installers is critical to keeping the process organized and efficient[17]. These steps lay the groundwork for addressing resident concerns effectively as the project progresses.
Handling Privacy and Security Questions
When introducing smart technology, being transparent about privacy and security is crucial for building trust. For instance, 57% of residents said they would be willing to pay up to $20 more in rent for smart home technology in their apartments[18]. Addressing privacy concerns openly can ease hesitations and foster acceptance[18].
Start by explaining the benefits of smart locks, focusing on how they enhance building security and operations. As Sandeep Aggarwal advises:
"Explain to them the advantages in terms of protecting and operating the building. But then try to see it through their eyes, and what concerns they may have."[18]
Reassure residents that property owners cannot access specific data from occupied units, aside from information related to health, safety, or asset protection[18]. Residents can also review an audit trail showing when their door was locked or unlocked, or if access codes were used[18].
To further ease concerns, offer residents the option to partially or fully opt out of the smart home package. For example, one company reported just six opt-outs across 30,000 units[18]. Hosting informational sessions before installation can also help address questions and build confidence. Additionally, establish clear, written privacy policies outlining how smart home data will be used and safeguarded[19].
Giving Support and Instructions
Once privacy concerns are addressed, focus on equipping residents with the knowledge to use the new technology effectively. One major challenge is ensuring all tenants understand how to use features, resolve common issues, and access support when needed[20]. Provide straightforward instructions for using smart locks, alongside resources like training sessions, manuals, videos, and online help tools to meet diverse learning preferences[22].
Offer multiple training sessions at different times to accommodate various schedules. Adding video tutorials to your resident portal or property website can be particularly helpful for visual learners.
It’s also important to establish consistent protocols for common scenarios, such as lockouts, maintenance requests, or emergencies[21]. During onboarding, educate residents about keyless entry systems and key control processes to minimize future frustrations and reduce staff workload[21].
Support materials should include clear troubleshooting steps for frequent issues like low battery alerts, connectivity problems, or forgotten access codes. Make sure residents have multiple ways to get help - whether by phone, email, or in person at the leasing office. This comprehensive approach ensures residents feel supported and confident in using the new technology.
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Installing Smart Locks with Minimal Disruption
Installing smart locks without causing unnecessary inconvenience to tenants is all about planning and coordination. By scheduling thoughtfully and working closely with contractors, you can upgrade your system efficiently while keeping disruptions to a minimum.
Best Times for Installation
Choose installation times when residents are less likely to be home - typically during off-peak hours. To make this process smoother, gather input from tenants to identify the most convenient time windows. This approach not only respects their schedules but also ensures better cooperation with the installation team.
Working with Staff and Contractors
Effective collaboration with staff and contractors is key to a smooth installation process. Use time-sensitive access codes or unique PINs to eliminate the need for physical keys during the installation period [23]. Additionally, avoid scheduling routine maintenance or other services at the same time to prevent logistical conflicts [24].
Backup Access Options
Always have a backup plan for entry during the installation process. Temporary keys or the smart lock’s built-in key slot can serve as alternatives. You should also create temporary access codes for tenants to use while the installation is underway. And, if any issues arise, make sure the original lock can be reinstalled quickly [25].
Training Staff and Residents
Providing clear instructions to both staff and tenants is essential to avoid confusion during the transition. For example, if the smart lock has a standard key slot, ensure residents know how to use it in case the batteries run low. Temporary physical keys and access codes can also be distributed to residents for use during the installation period. Having these measures in place ensures that any unexpected delays or technical issues won’t leave anyone locked out [25].
Maintaining Smart Locks After Installation
Once your smart locks are installed and in use, the real challenge begins: keeping them in top shape. Proper maintenance not only ensures smooth operation but also avoids expensive repairs that could disrupt your property. Plus, a well-maintained system boosts resident satisfaction and keeps things running efficiently.
Setting Up Maintenance Schedules
A consistent maintenance routine is your first line of defense against unexpected issues. Start with battery replacement - plan to swap them out every 6 to 12 months, using high-quality AA or lithium batteries for reliable performance [26]. Don’t wait for batteries to die; replace them early to avoid accidental lockouts.
Keep the exterior of your locks clean by wiping them monthly with a soft, dry cloth. This helps maintain their finish and appearance [26]. Firmware updates are another critical step. Many property managers overlook this, but outdated firmware is a major security risk - 60% of IoT security breaches stem from unpatched systems [28]. Make sure updates are done regularly via Wi‑Fi.
Other key tasks include testing and updating lock codes and PINs to prevent unauthorized access. Check the alignment of deadbolts and latches, tighten any loose screws, and inspect door frames for signs of warping [26]. To keep everything operating smoothly, use a dry lubricant like powdered graphite on keyholes, deadbolts, and latches [26]. If your locks are exposed to the elements, consider weatherproof covers to protect them from rain and direct sunlight - this can significantly extend their lifespan [26].
Once your routine is in place, keep an eye on system performance and listen to resident feedback to catch potential issues early.
Tracking Performance and Resident Feedback
Monitoring your smart locks helps you spot problems before they escalate. Use centralized platforms to track lock usage, battery levels, and connectivity issues across your property [24]. These systems can provide valuable data about resident behavior and highlight trends that might need attention. Automated alerts for failed updates or unusual device activity can warn you of potential issues, allowing you to address them during regular business hours instead of scrambling to fix emergency lockouts [28].
Quick and effective technical support is key to keeping residents happy. When issues are reported, resolve them promptly to maintain trust in the system [24]. Keep a record of recurring problems and their solutions to help your maintenance team respond faster in the future. Beyond system monitoring, gather resident feedback through surveys or informal check-ins. Ask specific questions about usability, reliability, and any recurring challenges. This feedback can guide improvements to your smart lock system, ensuring it continues to meet residents' needs [24].
While regular checks are vital, your security settings also need constant attention to stay ahead of potential threats.
Updating Security Settings
In today’s world, security updates are a must. With one in three breaches now involving IoT devices, staying on top of security measures is critical to protect your property and its residents [28]. Enable automatic updates to ensure timely security patches are applied [27].
Strong password management is essential. Use a password manager to create and store complex passwords for all system accounts [27]. Add an extra layer of protection with two-factor authentication on administrative accounts. Secure your Wi‑Fi network using WPA3 encryption and update passwords regularly [27][29]. Monitor access logs to identify any unauthorized attempts that could indicate security threats [27]. Review user permissions every quarter to ensure only the right people have access, and promptly remove accounts for former employees, contractors, or residents [29].
"Security isn't just about encrypting the update files. It's about maintaining caution at every stage of the firmware update lifecycle, from transfer to installation." - Sergei Shemshur, React Native Developer [28]
Perform regular vulnerability assessments to identify and fix weak points in your system. Stay informed about the latest IoT security trends and best practices through industry updates and manufacturer communications [30][31]. This knowledge helps you adjust your security measures as new threats emerge. Don’t forget physical security - disable remote access when it’s unnecessary, use encrypted transmissions (AES-256, TLS 1.3), and verify updates with cryptographic signatures [27][28].
Key Points for Smart Lock Installation Success
When it comes to installing smart locks, success hinges on a mix of careful planning, clear communication, and ongoing support. Here’s what you need to keep in mind to ensure a smooth process.
Start with thorough planning. Every successful installation begins with a solid plan. This includes evaluating your building's infrastructure, outlining clear goals, and creating a phased rollout strategy. A good approach is to begin with exterior doors and common areas before moving on to individual apartment doors [1]. Make sure the smart locks meet fire safety standards - this is non-negotiable. Taking the time to lay this groundwork will make the rest of the process much easier.
Communication is key. Keep everyone in the loop. Let residents know the exact installation schedule, how long it will take, and what they need to do. Assign a staff member to act as a point of contact for both residents and installers; this person can address questions and resolve issues as they arise [17]. Engaging key stakeholders early on can also help minimize pushback and ensure smoother adoption [16].
Choose the right vendors. Look for vendors who have experience working with multifamily properties and understand the importance of system integration. Integrated systems boost security and operational efficiency, so focus on solutions that work together seamlessly rather than opting for standalone options [3]. Once the system is in place, make sure residents have the tools and knowledge they need to use it effectively.
Educate your residents. A smart lock is only as effective as the people using it. Provide clear instructions on how the locks work, how to troubleshoot common issues, and where to go for support. Tutorials, transparent communication, and ongoing assistance can help residents feel comfortable with the new system and reduce potential frustrations [16]. User management is also crucial for maintaining security, so ensure you have a clear process in place [3].
Stay on top of maintenance. Regular upkeep is essential to protect your investment and keep residents happy. For example, 30% of properties with smart locks report frequent issues with dead batteries [21]. Plan ahead for common challenges like battery replacements, firmware updates, and connectivity issues so they don’t turn into bigger problems down the line.
FAQs
What should I look for when selecting a vendor to install smart locks in multifamily buildings?
When selecting a vendor for smart lock installation in multifamily properties, there are several important factors to weigh. Start by prioritizing remote access features that let property managers control locks from anywhere. This can make managing access much more convenient. Also, look for user management tools that simplify adding or removing residents as tenants come and go.
Security should be a top priority, so choose locks with robust encryption and compatibility with your current systems. Don't overlook the type of connection protocols the locks use, such as Wi-Fi, Z-Wave, or Bluetooth, as this can affect performance and integration. Consider the durability of the locks to ensure they can handle daily wear and tear, and check the ease of installation to avoid unnecessary disruptions during setup.
Finally, make sure the solution aligns with your budget, offering the features you need without going overboard on costs.
How can property managers address resident concerns about privacy and security during a smart lock installation?
To ease residents' concerns about privacy and security, property managers should prioritize open and clear communication. Begin by highlighting the advanced security features of smart locks, such as encrypted access and customizable privacy options. Assure residents that these systems are designed to safeguard their personal information and block unauthorized access.
Be upfront about how data is managed, and stress safeguards like strong password policies and regular software updates to reduce potential risks. Offering resources like FAQs or informational guides can address common questions, while creating opportunities for residents to share their concerns or ask questions directly fosters a sense of inclusion. This transparent and considerate approach can help alleviate worries and build trust throughout the transition process.
What are the key maintenance tips to keep smart locks secure and working smoothly in multifamily buildings?
To keep your smart locks running smoothly and securely, it's important to give them a little regular care. Start by checking and replacing the batteries as needed - this helps you avoid the hassle of unexpected lock failures. When cleaning, stick to a soft, dry cloth to gently wipe the surfaces, and steer clear of harsh or corrosive cleaners that might damage the finish or internal parts.
Make it a habit to inspect the locks for any signs of wear, damage, or loose hardware. If you spot an issue, address it right away to prevent bigger problems down the road. Also, try to shield your smart locks from extreme humidity or temperature swings, as these conditions can affect how they function over time.
Taking these simple steps can go a long way in keeping your smart locks reliable and secure, ensuring peace of mind for both property managers and residents alike.
