Outdated keys are out; smart access is in. Multifamily housing is embracing cloud-based systems, mobile credentials, and integrated solutions to improve security, convenience, and efficiency. Here’s what’s changing:
- Cloud-based systems let property managers control access remotely, saving time and costs.
- Mobile credentials (smartphone-based keys) are safer, harder to duplicate, and preferred by 67% of residents.
- Integration with property management software automates tasks like granting or revoking access during move-ins and move-outs.
- Biometric options like fingerprint or facial recognition are emerging, but require careful handling of sensitive data.
Key benefits:
- 70% improved security with smart systems
- 80% of tenants prefer automated access
- Reduced rekeying costs and fewer unauthorized entries
Modern access control isn’t just about security - it’s about meeting renter expectations for tech-forward, easy living. Properties that invest in these systems are seeing higher resident satisfaction, increased retention, and even higher rents.
Cloud-Based Access Control Systems
What Cloud-Based Access Control Systems Are
Cloud-based access control systems rely on remote servers managed by third-party providers, rather than storing data on-site. This allows property managers to control access permissions from any device connected to the internet [6]. Imagine it as the difference between saving files on Google Drive versus your computer's hard drive - cloud systems offer similar flexibility for managing building access. These systems tackle the inefficiencies of physical keys by enabling remote access control, making it easy to grant or revoke permissions for residents, maintenance staff, or former tenants from anywhere. This approach not only simplifies management but also brings operational and cost-saving advantages.
Main Benefits for Multifamily Properties
Cloud-based access control offers remote management, a game-changer for large apartment complexes. Managers no longer need to be on-site to handle routine access tasks [9]. Instead of hefty upfront investments, these systems operate on a subscription model, spreading costs over time while including support and updates [8].
Another advantage is automatic software updates, which ensure the system always runs with the latest security features without the need for manual upgrades [9]. Traditional systems often require expensive, time-consuming updates, but cloud solutions handle this seamlessly. The scalability of these systems is another major perk. Adding new doors, residents, or even entire properties is as simple as tweaking software settings, avoiding costly installation projects [6].
Cloud systems also shine with their integration capabilities, connecting with video surveillance, alarms, elevators, and property management software. This centralizes control, reducing the complexity of managing multiple systems [9]. Enhanced security is another highlight, with advanced encryption and real-time monitoring. Cloud providers often implement stronger cybersecurity measures than individual properties can manage on their own [7] [9].
"The new standard for convenient and secure entrance control is a cloud platform that automates entry requests and gives residents an app that controls every entrance", says Jennifer Lytle, Vice President and General Manager at LiftMaster [8].
The numbers back this up: the global market for mobile access control is projected to grow from $1.2 billion in 2020 to $3.6 billion by 2025, reflecting an annual growth rate of 23.9% [8]. However, achieving these benefits requires careful planning during the setup phase.
What to Consider During Setup
Switching to a cloud-based access system involves several key steps to ensure a smooth transition. Start with a security audit to identify weaknesses in your current setup and ensure the new system aligns with your property’s needs [4].
Reliable network infrastructure is crucial since these systems depend on internet connectivity [10]. To minimize downtime, consider redundant internet connections or failover systems. Assess your property's current internet capacity and upgrade if necessary.
Proper staff training is essential for effective deployment [4]. Management teams need clear protocols for granting and revoking access, handling temporary permissions, and responding to alerts or system failures. This ensures consistent adherence to security policies.
Strong security protocols should also be in place to prevent credential-based attacks [4]. Multi-factor authentication for administrative access and robust encryption for data transmission and storage are must-haves.
Compliance requirements vary by location and property type, so address local regulations related to data storage, privacy, and resident notifications [10].
When planning the migration from existing systems, take a structured approach. Start by inventorying your current hardware, then create a timeline for installation, budget for costs and potential downtime, and train employees on the new system [7]. Evaluate whether existing door hardware can be retrofitted or if it needs to be replaced entirely.
Lastly, think about scalability and future needs when selecting a system [10]. Choose solutions that can grow with your property portfolio and adapt to emerging technologies, avoiding costly replacements down the road.
During the transition, monitor system performance closely to catch and resolve issues early [4]. Establish clear troubleshooting procedures and maintain open communication with your cloud provider’s support team to ensure everything runs smoothly.
Mobile Credentials and Smartphone Access
How Mobile Credentials Function
Mobile access control systems transform smartphones into digital keys, eliminating the need for traditional keys or access cards entirely [15]. Instead of carrying physical keys, residents store their digital credentials in a mobile app [11]. To unlock a door, they can either tap their phone against a reader or use the app directly.
These systems rely on strong encryption to secure communication between the smartphone and the access control platform. Property managers can issue, update, or revoke digital credentials remotely without needing physical interaction [12]. Residents can also share temporary access with guests or service providers through the app, making it convenient for deliveries or maintenance visits [13]. Additionally, other devices, like smartwatches, can often serve as access credentials.
This shift to digital keys not only simplifies access but also brings operational and security improvements.
Benefits of Mobile-Based Access
Mobile credentials offer a range of advantages for multifamily properties, from cost savings to better security. A survey found that 67% of residents prefer mobile credentials over traditional keys or cards [14]. These digital keys are 99.9% more resistant to cloning compared to traditional key cards [14]. For property managers, they reduce key and card replacement costs by 70% and cut administrative work by 45% [14].
Operationally, mobile credentials allow property managers to instantly grant access when residents move in and revoke it as soon as leases end. As contactless solutions become more common, mobile access is increasingly seen as a standard feature [11].
| Benefits Comparison | Property Managers | Residents |
|---|---|---|
| Administrative | Saves time with instant updates and revocations | No lost keys, easier access |
| Financial | Reduces credential costs and enables remote management | Works across multiple devices |
| Security | Provides audit trails and better protection against cloning | Safer access and easier guest management |
| Operational | Simplifies processes for staff | Offers seamless contactless access |
Security and Management Best Practices
To make the most of mobile credentials, properties need strong security measures and efficient management practices. Solutions should include advanced encryption for both storing and transmitting credentials, as well as multi-factor authentication for administrative access [15]. Clear protocols for handling lockouts, emergencies, and maintenance requests are also essential [16].
Integrating mobile access with property management software can automate key processes, like granting new residents access when they sign a lease or revoking it when they move out. Monitoring access logs regularly helps identify any unusual activity [17].
Backup plans are critical. Physical keys should be available for essential areas, and electronic systems should have uninterruptible power supplies to prevent disruptions during outages. Backup readers that accept multiple credential types are a smart addition, especially for situations like dead phone batteries [16].
Keeping the system secure also means staying proactive with software updates to guard against cyber threats [17]. Staff training is another key component - property managers, leasing agents, and maintenance teams should be well-versed in issuing temporary access, troubleshooting issues, and responding to alerts. Training programs typically range from $500 to $1,000 per property [14].
Educating residents is equally important. Clear instructions on how to download and use the mobile app, along with backup options for when phones are unavailable, can encourage adoption and reduce support requests.
The cost of implementing mobile credentials includes hardware upgrades, which typically range from $200 to $400 per door, software licensing fees of $3 to $7 per user per month, and installation costs of $100 to $200 per door [14]. While these upfront expenses require planning, the long-term savings in reduced administrative work and key replacement make mobile access a smart investment for multifamily properties.
Connecting with Property Management Software (PMS)
Direct Connection with PMS
Modern access control systems are transforming property management by directly integrating with PMS platforms. This connection automates routine tasks, like generating digital credentials when a lease is signed or revoking access when it ends. The result? Faster, error-free transitions during move-ins and move-outs.
With this integration, there’s no need for physical key handovers or on-site staff involvement for access-related tasks. It drastically reduces the chances of human error, ensuring residents have a seamless experience [13].
Take The Residences at Central Park as an example. In 2022, this 300-unit multifamily community adopted a smart access control system that synced with their property management software. The results were impressive: a 65% drop in access-related service requests, a 40% reduction in time spent on key management, a 15% decrease in security incidents, and $45,000 in annual savings. Not to mention, 90% of residents reported satisfaction with the new system [19]. These changes not only improved daily operations for leasing and maintenance teams but also enhanced overall property security.
Benefits for Leasing and Maintenance Teams
The automation from PMS integration doesn’t just streamline resident access - it significantly improves workflows for leasing and maintenance teams. Leasing staff, for instance, no longer need to spend time managing keys or access permissions. Instead, they can focus on tasks like giving tours, building relationships with residents, and driving revenue [18].
Maintenance teams also see major advantages. When they need temporary access to units for repairs or inspections, the system automatically provides time-limited digital credentials. Every entry and exit is logged, ensuring accountability and keeping residents informed [13][1].
On top of that, property managers gain valuable insights through enhanced reporting. They can monitor movement patterns, spot potential security issues, and create detailed reports for compliance or ownership reviews. This level of visibility was nearly impossible with traditional key-based systems.
Large properties, in particular, benefit financially. They save on costs for rekeying, lost-key replacements, and after-hours staffing. Plus, fewer lockouts and emergency service calls mean less frustration for residents and reduced operational headaches [18].
Updating and Upgrading Older Properties
Budget-Friendly Upgrade Methods
Modernizing older properties doesn’t have to break the bank. There are plenty of affordable ways to update infrastructures without a full-scale renovation. For instance, wireless access control systems are a cost-effective option. Unlike traditional systems, they don’t require extensive wiring, which means no tearing into walls or disrupting residents' daily lives [20].
Another smart strategy is to take things step by step. Start by upgrading the main entry points, then gradually expand to side doors, garages, and shared spaces. This phased approach spreads out costs and minimizes inconvenience [21].
Lighting upgrades are another easy win. Swapping out outdated fixtures for LED lights or installing motion-activated lighting can improve both energy efficiency and security [21].
When it comes to door hardware, consider one-for-one replacements that utilize existing setups. A great example is the DBolt, launched by SALTO Systems in June 2024. This innovative product is a direct replacement for mechanical deadbolts and doesn’t require any wiring. It uses SALTO’s proprietary SVN technology to communicate seamlessly [1].
"Users take information to the lock on the memory of their credential, whether it's a key card, a key fob, or their phone. For retrofits, this means there's no need for the expense of a wireless infrastructure gateway. We simply have one of our Authorized Business Partners go in, take out the old deadbolts, and install the new DBolt locks with almost no disruption." - Preston Grutzmacher, Residential Business Leader for Salto North America [1]
Perimeter security can also be improved incrementally. Start by repairing fences, replacing worn sections with more durable materials, and adding anti-climb features where needed [21].
Surveillance systems can be upgraded gradually as well. Begin by installing digital cameras at high-priority areas like entry points, parking lots, and secluded spots [21].
Emergency communication systems are another area to tackle over time. Start with basic text alert systems and, as funding allows, expand to include intercoms at key locations [21]. These small but impactful upgrades can significantly enhance property value and improve the overall resident experience.
Effects on Property Value and Resident Retention
Upgrading access control systems does more than just boost security - it directly impacts resident satisfaction and property value. Properties that implement modern systems see nearly a 20% increase in resident satisfaction, especially when mobile credentials are part of the package [22].
The financial benefits are hard to ignore. Renters are willing to pay 82% more for mobile access features that let them monitor entries and manage guest access [25]. This is particularly appealing to millennial renters, a key demographic, who overwhelmingly favor tech-forward entry options like smartphones, PIN codes, biometrics, or fobs over traditional keys [23].
The numbers speak for themselves: 97% of property owners report improved resident satisfaction after introducing smart technology, and 93% believe the investment in smart locks is worthwhile [24]. The growing popularity of digital, app-controlled locks - reflected in a 140% increase in their use [25] - is a clear sign of the shift toward modern access solutions.
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New Trends and What Residents Want
New Technologies in Access Control
The latest advancements in cloud and mobile technology are reshaping access control systems for multifamily properties. Touchless entry systems have become a staple, offering secure, contact-free access for residents and visitors alike [26]. AI-powered tools are also stepping in, helping property managers by analyzing building operations and identifying unusual activity patterns early on [26]. To enhance security without overwhelming users with multiple devices, multi-factor authentication (MFA) paired with multi-technology readers is gaining traction [26].
Biometric technology is taking access control to the next level. Fingerprint scanners, facial recognition, and eye scanners are becoming popular alternatives to traditional keys and fobs [3]. However, property managers need to tread carefully here - biometric data is highly sensitive and comes with strict legal requirements, which can make implementation a complex process [3].
The Internet of Things (IoT) is another game-changer, enabling real-time monitoring and control across entire properties [27]. Wearable tech, like smartwatches and smart jewelry, is also making its mark, offering a smooth and stylish way to gain access [3].
Amazon has entered the scene with its Amazon Key Access Control System, launched in June 2025. This system includes features like Virtual Key, Intercom Boost, Intercom Lite, and Intercom Plus, allowing for online access management and remote control. Early adopters, such as Charney Property Management, have reported improvements in tenant satisfaction and operational efficiency [28].
"Amazon Key has helped customers avoid missed orders and deliveries with secure, customer-managed access to homes and garages for several years now. Our new Access Control System takes this to the next level, introducing a range of new tools and options designed for property managers and residents who live in multi-family buildings and gated communities. It provides building managers and residents with a range of modern, digital tools that enable them to conveniently and securely manage access to buildings and homes, so they can verify visitors and staff, accept deliveries, and even get takeout dropped off - all via the Ring app. It's a whole new level of convenience."
– Kaushik Mani, director of Amazon Key [28]
Privacy and Data Security Issues
As these technologies become more advanced, they also bring new challenges, particularly around privacy and security. Modern systems rely on strong encryption and authentication measures to safeguard data [8].
Biometric data, in particular, requires careful handling due to its sensitive nature and the legal obligations tied to its use [3]. Features like real-time monitoring and activity logs help track building access and can integrate with video surveillance for an added layer of security [2][3]. The growing reliance on mobile access control is reflected in market trends, with its global value projected to rise from $1.2 billion in 2020 to $3.6 billion by 2025 [8]. Property managers also need to ensure their teams are trained to protect resident data, fostering trust and meeting regulatory standards [30].
What Residents Expect for Easy Living
With all these technological leaps, resident expectations are evolving just as quickly. Tech-savvy millennials, in particular, are shaping the demand for modern living solutions. A survey shows that 63% of millennials prefer keyless entry systems, while 55% prioritize smart home technology when deciding where to live [32]. These preferences are becoming critical in competitive rental markets.
Convenience is a major factor, with 80% of tenants favoring properties equipped with automated access systems [5]. Properties featuring smart technology are 60% more likely to retain tenants, and 86% of renters now expect digital or self-service options for interacting with their communities [32][33].
Residents also want digital tools to simplify everyday tasks. Mobile access, self-service platforms, and personalized experiences are no longer seen as extras - they're expected [29]. In fact, 71% of renters consider high-speed internet and smart home features absolute necessities [33].
"People have demands and they're willing to pay for them."
– Jason Newland, Multifamily Specialist, Allegion [30]
"End users are tired of using multiple platforms and apps to have a positive building experience... As a renter, their expectations are that it will be as seamless for them as possible throughout their tenancy to enjoy their building."
– Rebecca Sole, Territory Manager, 1Valet [30]
Connectivity and ease of use are driving resident satisfaction. To meet these needs, properties must invest in scalable connectivity solutions that can adapt to future technological changes [31]. The industry is also leaning toward all-in-one property management platforms that integrate both security and daily operations [30]. By adopting open platforms that connect residents' personal devices with building systems, property managers can create a truly tailored living experience [30].
The Best Apartment Access Control
Conclusion: Main Points on Access Control Changes
Access control systems in multifamily housing have evolved significantly, marking a move toward smarter, more connected living spaces. These modern systems go beyond traditional security, offering benefits like greater convenience, streamlined operations, and cost reductions for both property managers and residents.
To recap, cloud-based platforms and mobile credentials have become essential components of today’s access control systems, gradually replacing outdated mechanical keys - which are still used by 53% of property managers [3]. This shift to digital solutions has tangible advantages: smart locks, for instance, can cut maintenance and rekeying time by up to 50%, while properties equipped with smart technology are 60% more likely to see lease renewals [32].
The ability to integrate access control with property management software is another game-changer. For example, The Residences at Central Park reported a 65% drop in access-related service requests and annual savings of $45,000 after adopting a smart access control system [19]. Similarly, Oxford Vista in Englewood, CO, saw notable improvements in safety and operational efficiency after upgrading to a ProdataKey system for their 146-unit complex [34].
Resident expectations are also driving these advancements. Surveys show that 57% of renters are willing to pay extra for enhanced security features, and 63% of millennials prefer keyless entry systems [32]. Properties featuring smart home technology enjoy a 10% higher rental demand compared to those without [35]. Clearly, smart access control is no longer a luxury - it’s a necessity.
"Access control not only safeguards properties but also enhances resident convenience and overall community quality, future-proofing assets against technological advancements. The right access control system will add real value to both the property and for its residents." - Roger Solomon, Senior Associate, Trio Advisory Group [3]
Looking ahead, technologies like touchless access and IoT integration are reshaping the field even further [27]. Meanwhile, advancements in artificial intelligence and machine learning are paving the way for systems that can proactively identify and respond to potential threats [2].
Modern access control systems are proving to be indispensable tools for enhancing security, boosting efficiency, and meeting the expectations of today’s renters. For multifamily properties aiming to stay competitive, embracing these advancements is no longer optional - it’s essential.
FAQs
How do cloud-based access control systems improve security and convenience for multifamily properties?
Cloud-based access control systems bring a new level of security and ease to multifamily properties. Unlike traditional key-based setups, these systems let property managers control access remotely, keep tabs on activity in real time, and expand the system effortlessly as the property grows. No more dealing with misplaced physical keys or worrying about unauthorized access.
For residents, the convenience is unmatched. With mobile credentials - like smartphone apps - entry becomes quicker and smoother. Plus, these systems often come equipped with advanced security measures such as multi-factor authentication and can integrate with other property management tools. The result? A safer, more efficient living experience designed for modern apartment communities.
What should multifamily properties consider when switching to mobile access systems?
Switching to mobile access systems in multifamily housing isn’t just about upgrading technology - it’s about careful preparation to make the transition as seamless as possible. One key focus is cybersecurity. While mobile credentials tend to be safer than traditional key cards, it’s crucial to put robust protections in place to guard against hacking or unauthorized access.
There are also logistical hurdles to consider. For instance, integrating new mobile systems with older infrastructure can be tricky, and ensuring compatibility across a variety of devices is another challenge. Then there are practical issues like dealing with dead batteries in smart locks, which can disrupt access. On top of that, getting residents to embrace the new system and maintaining consistent security measures across large complexes are essential for long-term success.
By tackling these challenges early, multifamily properties can fully embrace the convenience and improved security that mobile access systems bring.
How does integrating access control systems with property management software benefit multifamily properties?
Integrating access control systems with property management software simplifies daily operations while improving the overall experience for residents. With a centralized platform, property managers can oversee and adjust access permissions in real time, cutting down on manual work and boosting efficiency.
This setup also strengthens security by allowing instant updates to access rights and providing customizable access levels for various users. For residents, it means added convenience - think mobile credentials and automated entry - delivering both safety and a hassle-free way of living.
