When it comes to access control and security at multifamily communities, the mechanical lock-and-key system is as old and reliable as ever. However, many property owner-operators are in search of a more advanced security solution and are increasingly turning to digital access control to satisfy that demand.
A digital access control system is a technology-based system to regulate who can access a property and when. There are two types of digital access control systems: online and offline.
An offline access control system does not require Wi-Fi or cellular network connectivity. For example, many keypad readers are offline systems. Keypad readers require only a PIN code, which residents and property staff can use to access the property or individual units. These codes can be unique to each resident, or they can be standardized across the complex.
On the other hand, an online system — or networked system — is connected to an internet or cellular network. Most smartphone-based mobile access control systems are networked. With this type of system, residents can use an app on their phone to access their community and apartment. The app features a mobile credential, which can be used to open locks by holding the device up to an access reader or by pushing a button in the app.
Radio frequency identification (RFID) systems can be networked or offline. This type of lock uses electromagnetic fields to scan a key card or fob to unlock a door. The user’s credentials are stored on the card or fob and recorded in a digital management system.
A buffet of options is available to property owners and operators looking to make the switch to digital access control. And demand for electronic locks seems to be going strong.
A study from Parks Associates, an Addison, Texas-based market research and consulting firm that specializes in technology products and services, found that roughly 70 percent of multifamily owners and operators have an electronic access control system in place in at least one property that they own or manage. Of those with digital access control, nearly half reported that they’d implemented electronic locks at their newest property.
“Owner-operators are driven by two things: a need to enhance security and streamline operations, and to elevate the resident experience,” says Dave Muncie, a product manager at Aiphone, a Redmond, Washington-based company that provides intercom and access control solutions for residential and commercial properties, as well as emergency communication needs.
“These systems provide keyless entry, real-time monitoring and detailed access logs, which boost security and accountability. They also support remote management and are scalable as properties expand, translating to long-term cost savings,” adds Muncie.
Traditional Keys Often Fall Short
Mechanical locks do have their appeal. A report from the National Apartment Association (NAA) found that property managers who use metal keys chose to do so because they are more reliable and familiar. The survey collected responses from 202 property managers. KeyTrak, a College Station, Texas-based company that offers key tracking and management solutions, conducted the research in partnership with NAA.
Mechanical locks are also weatherproof and do not require electricity or Wi-Fi connectivity. Additionally, a traditional lock-and-key system is relatively affordable to install.
According to American home improvement media brand This Old House, it can cost anywhere from $50 to $125 per hour for a locksmith to install a mechanical lock and key system. Additional features — such as deadbolts or spare keys — will likely cost more.
However, mechanical locks are only as effective as their weakest link.
“Keys can be lost,” says Wanchai Siriwalothakul, a sales manager at Smart Entry Systems, a Miami-based access control company that offers access control solutions and mobile apps to residential communities. “And when you lose a key, you cannot simply disable the lock it’s connected to. Keys are also easily copyable. It can be a big risk.”
And while the upfront cost of mechanical hardware may be relatively inexpensive, rekeying the doors at an entire property as units turn over or after a security threat can quickly become a costly, time-consuming hassle for property operators.
This is a notable concern, considering that data from the U.S. Bureau of Justice Statistics indicates that rental units are at a greater risk of burglary than owner-occupied households.
The increased risk could be due to a variety of factors. Apartment properties typically have more accessible entry points such as shared hallways, balconies and windows. High tenant turnover and the flow of people through the community can make it easier for a thief to move through the community anonymously and unnoticed. Additionally, former tenants may be familiar with the property’s layout and security system flaws.
Consequently, it’s no surprise that security has become a high priority for residents and property owner-operators alike. A strong sense of security can grant renters peace of mind, reducing turnover while also enhancing the overall value and competitiveness of a property.
Monitoring and controlling access to a property protects both the asset itself and the people living within it from the costly aftermath of violent crime, theft, vandalism and trespassing.
According to the 2024 National Multifamily Housing Council (NMHC) and Grace Hill Renter Preferences Survey, 75 percent of renters want controlled access to their community and amenity spaces. The survey encompassed responses from roughly 172,000 residents living in 4,220 communities in 77 markets across the U.S.
In NAA’s survey, 48 percent of the operators who use electronic locks indicated that they chose smart locks because they provide better security than mechanical locks. Additionally, 40 percent of operators who use electronic locks indicated that that they also store their fobs and access cards in an electronic key-control system.
“Safety and security are key benefits, as powerful access control systems limit resident access to sensitive or restricted areas of the building,” explains Nicolas Aznar, president of Americas at Vingcard, a digital access control solutions provider that is based in Sweden, with a U.S. headquarters in Richardson, Texas. “Property owners can assign access control permissions to different individuals at different times of the day, ensuring property access is limited to credentialed residents and approved guests.”
Managers in search of an advanced security solution often find that traditional locks are insufficient. An electronic lock can create a digital log of everyone who has entered and exited an apartment unit or amenity space, for example.
Integrate to Get Your Money’s Worth
The initial cost of installing digital access control is likely to be much more expensive than a mechanical lock-and-key system. The return on income for most digital access control systems is expected to come primarily from security and operational efficiencies. An additional survey conducted by Parks Associates found that property owners and operators who used electronic access control had a 20 percent increase in operational efficiency. Survey respondents also reported that they had received 10 percent fewer maintenance requests and seen a 3 percent reduction to their capital expenditures budget.
“Return on efficiency is another benefit of access control systems,” states Aznar. “From reducing the need for physical keys and improving energy efficiency, multifamily owners and operators see immediate operational improvements and long-term cost savings.”
“Increasing efficiency when it comes to maintenance tickets and vendor management can make a huge difference in operational efficiency,” remarks Clayton Spencer, founder and managing principal of BrooksBTA, a Denver-based firm that provides consulting and design services for multifamily developers, owners and operators who are implementing building technology systems at their communities.
“Without a digital access control system, an electrician or plumber will likely have to go to a master key box on the side of the building in order to get access to a property or apartment,” notes Spencer. “And property staff has to make sure that the key is returned once the job is finished. It’s easier, more efficient and less of a security risk to issue maintenance staff or a vendor a one-time code or mobile credential to access a building or unit — especially considering that many maintenance crews are often handling two or three projects at once.”
A centralized digital access control system can streamline operations at a community. With electronic access control, the leasing staff can manage the entire property’s security system from a single platform. Staff can remotely issue or revoke access to the property or specific residences when units turn over or maintenance requests are completed.
Digital access control systems can also create and store a log of who enters a unit or amenity space and when. Property managers can access this information to create an audit trail if needed, as well as manage which users can enter certain spaces.
“Access control systems play a crucial role in efficiently managing property and maintaining accurate records,” emphasizes Siriwalothakul. “You have the ability to review access logs — complete with photos — to identify individuals who accessed a specific entrance at a given time, aiding in the identification of potential thieves and vandals. The technology is also scalable. For example, our system can also be used to monitor shared amenities such as washers and dryers, electric vehicle chargers and smart package lockers.”
A digital access control system can also record and store information, providing owners and operators with valuable insights into their community and its residents.
For example, how often are residents using the amenities at the property? Which amenity spaces do tenants tend to access most frequently? How much time do they spend there?
“Operators can use that data to see which amenities are most valuable to renters,” remarks Preston Grutzmacher, residential business leader with Salto Systems. Based in Spain, with U.S. headquarters in the Atlanta suburb of Norcross, Salto provides access control and electronic lock solutions to a variety of industries, including multifamily. “Having that data can highlight areas where you can save money or boost rents.” The most effective way for an owner-operator to guarantee ROI on digital access control, however, is to utilize the technology to its fullest potential. Grutzmacher, for example, notes that the data gathered by these systems could be used to develop new marketing strategies.
“I think the missing part is analyzing the data on individual renters,” he explains. “Say a tenant goes to the gym every single day. That indicates that the resident values a nice, on-site fitness center. And perhaps down the line, that tenant will want to move for one reason or another. An operator could then begin marketing other buildings within their existing portfolio — with nicer fitness centers — to that tenant before they move.
“Access control isn’t going to be able to tell you how to market your property,” continues Grutzmacher. “But it can offer you data on how amenities are being used and the value of those amenities, as well as provide information that could lead to insights about keeping a resident within a property manager’s network of buildings.” Electronic access control can also work in tandem with other property technology at a community. Residents can use app-based mobile access control systems to adjust thermostats, turn off lights and open or close window shades or garage doors.
A mobile access control system is also capable of issuing alerts for potential emergencies, such as water leaks, smoke detection and shattered window glass. Some systems can even integrate with smart building technology to automate the entire property, optimizing energy usage and thus reducing utility costs.
“Switching from traditional locks and keys to a digital access control system offers developers and owner-operators enhanced security, convenience and operational efficiency,” concludes Roger Solomon, a senior associate at Trio Advisory Group. The company offers consulting services on access control, video surveillance and other technologies for commercial real estate properties.
“Digital systems eliminate the risks and costs associated with lost or copied keys, allowing for seamless credential management and remote access control,” adds Solomon.
“They also provide audit trails, improving security and accountability. For residents, features like mobile access and smart integrations enhance convenience, while property managers benefit from centralized control and automation. Ultimately, digital access solutions modernize properties, improve tenant experience and add long-term value.”
— By Channing Hamilton. This article originally appeared in the January/February issues of Multifamily & Affordable Housing Business.