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Access Control For Property Management

Access Control For Property Management

Often, building and facility owners rely on property managers to oversee all tenants and building services. These include, among other things, apartment building access control systems, leasing and rent collection, advertising and marketing, building maintenance and upkeep of grounds, efficient delivery of utilities, and other tasks involved in the day-to-day operations of the facilities. Property management software providing access control can greatly increase efficiency and reduce costs.
Perhaps one of the most important services that a property manager provides is ensuring the safety and security of the general facility, including common areas and tenant spaces. Therefore, access control and property management go hand and hand in helping to provide building or apartment security that is crucial in doing a good job as a property manager and helps both property owners and tenants.

Property managers are called upon to oversee the operations of variety of multi tenant commercial facilities. Some examples are:
  • Office Buildings
  • Commercial Real Estate
  • Retail Space
  • School Campuses
  • Student Housing
  • Warehouses
  • Parking Facilities
  • Fitness Centers
Property management is not only limited to commercial spaces, but they are available in residential buildings as well. Owners or homeowners associations hire property managers to care for residential access or residential security such as:
  • Apartment Buildings
  • Multifamily Buildings
  • Dormitories
  • Gated Communities
  • Vacation Homes and Condominiums
Managing these types of properties presents several challenges that need to be managed effectively. With apartment access control systems, you can easily give resident access controls and, at the same time, you can restrict outsiders from entering. There are common types of access control systems that function perfectly, and you can immediately feel the return on investment.

Tenant Turnover

In any rented space — commercial or residential, occupant turnover is inevitable. The coming and going of tenants creates a physical security problem; that's why project managers must have control systems for apartments convenient for residents still living in the area. Each time a tenant leaves, the property manager needs to collect the keys. As added security, locks and keys must be changed quickly to prevent ex-tenants from re-entering the facilities. However, this could be a costly exercise.

Locked Out Tenants

This is another inevitability. The most frequent calls that property managers receive are from tenants locked out of their residential or commercial units. This requires that a property management representative meet with the tenant to manage the doors locked and get them open. This improves the residence experience big time.

Access For Service Providers

Often property managers hire service providers — cleaning crews, maintenance personnel, painters or plumbers, etc. Ideally, their movement in the facility should be controlled and restricted to only certain areas of the building, and they should only have access within a specified period. Smart access control systems are very convenient in cases like these as they help restrict unauthorized people from entering places they're not supposed to go.

Security For Shared Entrances And Shared Areas

In a multi-tenant facility, managing door entry systems for entrances and shared areas can be a challenge. This is especially true for a commercial building. When a tenant, for example, hires or fires an employee, the property manager needs to be updated so that access privileges to shared entrances and areas can be updated as well. This needs to be done in a timely manner as this can be a critical safety issue.
Because of the many challenges that property managers face ensuring security within the facility or complex, good apartment building access control systems would be one of their most important safeguards against safety threats.

Access Control For Property Management
System Options

Master Key System
A master key system involves several individual keys for individual doors, a master key to open all doors, and even sub-master levels. These systems are used for facilities where tenants only need access to specific areas. These systems rely on mechanical locks and physical keys and may sometimes be compromised with one missing key. Therefore, it necessitates a locksmith to change the locks.

However, recent access control solutions to the older "key" systems have given birth to the computerized master key system, which provides easy property access and restriction while eliminating the need for multiple physical keys per person.

With a computerized master key system, access control software is used to keep track of all the keys used in the system. Keys are code stamped with an ID label, making it possible to keep accurate records of keys. This allows addition, deletion, or changes to the master key system.
Electronic Access Control Systems (Keyless Access Control)
Property managers are increasingly turning to electronic or computerized apartment building access control systems to manage ingress and egress into their properties. These involve ID cards or codes that are electronically linked to individuals. These can be programmed to allow or restrict access to specific individuals at specific times.

Advantages of Electronic Access Control For Property Management

Access Control

With an access control system for apartments, several options can be used — FID key fob, swipe key card, pin, mobile access, or biometrics. The need for traditional keys is eliminated. Since they are harder to duplicate than traditional keys, the risk of a security breach is significantly reduced.

Furthermore, each access credential (key card, key fob, pin, or biometric access) is unique and can be programmed for each individual. This allows property managers to grant or limit access depending on who is holding the access card.

Maximum Control

The master system controls all doors. This means that access to all entries is closely monitored. An audit of who entered which door at what time is kept, and reports can be generated at any time.

An electronic access control system provides the capability to limit access of people to areas that they are allowed to be in. Practical applications of this might be for cleaning crews, as an example. They can only be given access to areas that need to be cleaned and only within a certain period.

Additionally, the electronic access control master system makes it possible to give or withdraw access to people with more ease. This would apply to a tenant or an employee of a tenant leaving, for instance. It only takes minutes to modify access to the building or facility without thinking about changing locks and keys.

Flexibility

An electronic access control system can be used for both external and internal access control.

External control is for those facilities which aim to control or limit entry to buildings, locations, and areas. Examples might be particular storage facilities, specific buildings in apartment communities or commercial spaces, and parking lots.

Internal control refers to access to areas within a building once external access has been granted. This might be to control access to areas such as supply rooms or areas where sensitive information is stored. Other practical applications include apartments or condominiums where tenants use access cards in elevators and are given access only to floors they occupy and to public areas such as the gym, pool area, restaurant, and the lobby.

Generation Of Audit Trails

Electronic access control systems have the capability of keeping records of ingress and egress with corresponding times. Audit trails become especially useful when a security breach or incident has occurred that can be narrowed down to a specific period. A review of records will show who entered the building corresponding to the time of the incident.

What specific information is kept by the system?

* Date and time card was read
* Name of card holder/pin owner
* Unique ID number or badge number
* Name of door or reader being accessed
* Access granted/denied condition

An electronic access control system can store information for up to several years.

Ease of Integration

Electronic access control systems can be integrated with other security products, such as a video surveillance system and an intercom system. For a property manager, this creates a centralized security management solution.

Ease In Management Of Database

Electronic access systems have information stored on a centrally managed database, the most efficient being in cloud-based access control. With added security and accountability, only a few select people have the authorization to access the database. These select few can access it remotely from any computer allowed on the network with proper credentials. This makes it possible to grant access to locked-out tenants remotely, for example.

Types of Electronic Access Control Systems

There are different types of access control systems that property managers can choose from to manage access to their facilities or complexes. The size of the property, their needs, and their budget dictate the choice of the access control system.

Access Control Keypad

Passwords or PINs are used and are entered on a keypad

Biometric Access Control

A human characteristic such as a fingerprint is used to access credential.

Access Control Card Reader

Individuals are issued key cards or key fobs and are used on a card reader to gain entry.

Action 1st Loss Prevention Specializes In Working with Property Management Companies

We offer apartment building access control systems from the most basic to the most sophisticated. So whether you are looking for simple electronic access control for your building or a complex or network-controlled system capable of tracking and monitoring access for international building locations, Action 1st Loss Prevention can help.

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