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At present, approximately 35% of US residents live in rented accommodation, with the demand for apartments and multi-tenant housing options continuing to increase, especially in densely populated cities. Aside from location, space and amenities, security ranks high on tenants’ lists of requirements. But balancing convenience and safety isn’t always easy for property owners.
Modern property managers and residential building owners can choose from a wide range of access control products and solutions when designing and implementing reliable multifamily security systems. The goal is to create a safe environment for tenants with multifamily access control systems that are convenient, reliable and, most importantly, secure.
From touchless entry and remote management to visitor access and wider security integrations, this guide will assist condo, apartment complex and multi-tenant property owners in understanding how to choose appropriate and effective residential access control systems for improved convenience and security.
What is a multifamily apartment access control system?
A multifamily apartment access control system is a security solution that uses electronic credentials and connected hardware to manage entry for residents, staff and guests in an apartment or condominium building. Unlike traditional locks and keys, these systems incorporate a combination of software and hardware, such as key cards, mobile credentials, PIN codes or biometric authentication, to regulate access.
These systems are installed at main entrances, exits and shared amenities to enhance security and streamline entry. Some multifamily access control solutions also secure individual units, allowing only authorized tenants to unlock their doors with approved credentials. The overall goal is to simplify access while strengthening property-wide safety.
Smarter access control for multifamily buildings
- Secure entry points, amenities and parking
- Enable mobile, key card and touchless access
- Manage permissions remotely in real-time
- Choose cloud-based or on-prem solutions
How does multifamily access control work?
Apartment complex and multifamily door entry systems will typically contain four basic components. These components are designed to allow individual residents access to communal areas, and sometimes their own units, while preventing and deterring intruders from accessing private locations. By implementing apartment access control systems, tenants can control their own access, and security staff are able to monitor the premises more easily.
Apartment access control systems work by requiring residents to scan credentials at each door of the controlled access building. The system then authorizes the user’s information in a central database, triggering an electronic response to unlock the door if they are approved.
The most common user credentials for an apartment building or condo access control system are:
- Key cards
- Portable fobs
- PINs or passcodes
- App-based digital keys
There are a few different configurations for a controlled access apartment or condo complex, depending on the size of the building, number of residents and how much security is needed. Multifamily access control systems are most commonly used to limit access through the front doors of an apartment building or complex so that only residents and staff can get in.
Many modern apartment buildings also have amenities that need to be secured, such as pools, fitness centers, conference rooms, offices and mailrooms. Installing readers at the entrances to these spaces helps ensure that only approved tenants and staff can access apartment amenities. Other areas that may need to be secured in a controlled access building include multifamily residential gate security for parking garages, elevators, server rooms and equipment areas.
The final consideration for an apartment or condo access control system is whether individual units will be part of the same configuration. Installing individual readers at each apartment door would be extremely expensive. That’s why many property owners use wireless locks for apartment access control.
Wireless locks for controlled access apartments work similarly to residential access control systems, but they don’t need to be hardwired. Instead, most wireless locks operate with battery power. The benefit of using these for multi-tenant access control systems is that these locks are more secure than traditional metal keys, and easier to provision when new tenants move in.
What are the different types of access control systems for apartments and condo buildings?
There are several distinct combinations of access control for multi-tenant residential properties. Property managers and security teams must take the time to assess the needs of their tenants, as well as the requirements of the property, before developing a truly effective apartment access control system. Popular choices for controlled access condo units, apartments and multifamily homes include:
Cloud-based access control systems
Cloud-based apartment access control systems can be controlled and operated remotely over the internet. Important data like credentials and operating rules are stored off-site in a private cloud server, enabling teams to adjust systems from any secure internet-connected device.
The main benefit to using a cloud-based residential access control system is that it eliminates the need for on-site physical servers. System data is stored in a remote data center, reducing the costs and maintenance associated with local hardware.
This approach is especially useful in buildings with limited space or without 24/7 on-site security staff. Through a cloud-based security management portal, remote operators can handle access requests, open doors and adjust connected devices — such as apartment building security cameras—at any time.
On-premise access control systems
On-premise access control systems for apartments are privately managed and rely on physical servers located on-site. All key operational data — such as credentials and permissions — is stored locally, keeping it isolated from external networks.
On-premise access control for apartments offers greater protection against cyberattacks and unauthorized access, as components communicate via a closed, private network. To view, edit or adjust the system, admins must have access to the site’s private network.
These types of residential access control systems are ideal for high-security applications where data breaches are of serious concern. On-premise systems also offer greater customization than a typical cloud-based system, giving operators full control over server functionality.
Fob access systems
Key fob entry systems allow users to request property access using unique physical tokens. Each resident is issued a small device, often attached to a keychain or a lanyard, which they present to access readers to gain entry to private areas.
Fobs are a common credential type in multifamily access control systems because they are easy to set up and use. Security teams can adjust permissions and review access events remotely, while users only need to hold their fob near a reader to enter the building.
The main drawback to fob-based residential access control systems is that fobs can be easily lost. Although replacement fobs are typically inexpensive, the cost of frequent replacements can add up, and lost fobs pose a security risk if not promptly reported and deactivated.
Keypad controlled access buildings
Keypad readers are among the simplest forms of multi-tenant access control and are often deployed to secure both exterior and interior doors within apartment complexes. Tenants are issued a PIN code or password to use as a credential. It’s worth noting that if you use the same PIN for all residents, monitoring access events can be difficult for security teams.
Keypad access control systems are typically inexpensive and easy to install. However, the likelihood of unauthorized persons guessing or stealing active PIN credentials can be quite high, so security teams often avoid choosing this type of access system to secure high-risk areas. Keypads are often the top choice for smaller condo access control systems, as issuing unique PINs for each resident is less of a hassle with fewer tenants in the building.
Proximity card multifamily access control systems
Proximity card readers and access control systems come in a few varieties, and most devices will use either RFID or NFC technology for user credentials. Tenants will be issued personalized key cards containing unique access credentials, which, when held in proximity to installed readers, can be used to grant or deny access to secured areas of the property.
As all user credentials are created and stored in a site-specific digital management system, staff can issue, adjust and revoke permissions with ease. Another benefit of this popular form of apartment building access control is that it’s easy to monitor unique access events associated with specific users to help improve incident response times and prevent unauthorized intrusions.
One downside of RFID access control systems for apartments is that key cards and fobs are easy to lose or give to non-residents so they can have access. Without cameras to visually verify each resident, security teams won’t know if the person using the credential is actually who they say they are.
Mobile controlled access apartment systems
Mobile access systems provide several convenience and security benefits not matched by other multifamily access control solutions. Unique mobile credentials are sent directly to tenants’ smartphones and stored in a dedicated access control app. From here, residents can gain property access in a few different ways: by holding their device in proximity to installed readers, through motion detection such as waving a hand by the reader or by interacting with the mobile app on their phone or smart device.
Benefits to the use of smartphone apartment building access control systems include:
- No lost cards and fobs
- Multi-factor authentication
- In-app integrations
- One credential for the whole property
Multifamily access control intercoms
While traditional intercoms only provided a way to communicate with visitors, new technology now offers combined intercom and access control systems for apartments and condos. These specialized systems can be used to control entry to multitenant properties and apartment complexes by opening a line of communication between staff, residents and visitors, with built-in reader functionality for approved resident and staff access. Mobile-enabled apartment building intercoms are very popular for residential access control systems, as they allow tenants to easily communicate and unlock the door for visitors, deliveries, maintenance and property staff from their smartphones.
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What you’ll learn:
- Access control options for apartments
- Key security benefits for tenants
- How modern access systems work
- Expert tips for selecting the right solution
The benefits of residential apartment access control systems
Reduce crime
Installing apartment and condo access control systems is a smart way to deter potential intruders. Modern residential access control systems with encrypted credentials are harder to breach than traditional mechanical locks. In fact, just the presence of multifamily access control system readers and electronic locks can help deter crime at residential properties.
To get the most of this benefit, make sure the multifamily door entry systems you choose offer alerts for things like doors forced open and tampering with the hardware, as well as the ability to connect with physical intrusion detection systems and property alarms to ensure no incidents go unnoticed.
Convenient resident access
Apartment building access control systems provide residents with more control over property access. Choosing to operate a touchless system like mobile or proximity card access allows tenants to move throughout the property freely and quickly, with these systems also removing the need for users to carry multiple physical keys that can be easily lost, stolen or copied.
Cloud-based systems can also be used to manage amenity booking systems, parking facilities and private storage spaces, allowing tenants to upgrade their credentials remotely at any time without the need for on-site staff to manually process these requests and keep track of physical credentials.
Improved visitor management
By installing and operating a managed multitenant access control system with mobile and remote capabilities, residents are able to issue temporary credentials to guests, as well as grant access to delivery drivers and couriers, ensuring effective visitor management. This ensures that only verified persons will be permitted to enter the premises without requiring on-site security guards to personally assess every visitor.
Credential monitoring and access logs
With access readers installed in every door of the property, security staff can keep time- and date-stamped logs of every access event, meaning if an incident of theft or potential intrusion occurs, staff can quickly review this data to better understand the issue and improve incident response times.
Access readers can also be integrated alongside video security cameras, allowing teams to locate relevant footage of suspected incidents by cross-referencing access logs with surveillance data. If a cloud-based system is installed, this can also be performed remotely to provide 24/7 security support.
Wider security integrations
In addition to video network integrations, apartment, residential and condo access control systems can be connected to wider security devices to further improve building security. Motion sensors and alarms can be integrated alongside individual readers and programmed to alert staff remotely via real-time notifications, with automated lockdowns configured to secure all doors during emergencies.
Other possible integrations include multifamily residential gate security entry management, whereby exterior access gates are also equipped with cameras and access readers to monitor suspicious vehicles and grant entry to tenants’ cars, as well as issue alerts for situations like tampering, tailgating or a jammed gate.
Smarter, safer visitor management
- Enhance security & simplify guest check-in
- Gain real-time insights into visitor activity
- Manage visitors remotely anywhere, anytime
- Seamlessly integrate with access control
- Cloud-based, scalable and flexible
Considerations for choosing an apartment access control system
Property managers and security teams have a range of options for developing apartment access control systems, with various configurations and components tailored to different needs. When upgrading or planning a new residential access control system, decision-makers should consider the following factors, considerations and best practices.
1. Property type and size
Factors like the number of residents, size of the property and management will influence the choice of access control systems. For example, smaller buildings with fewer residents may benefit from cost-effective cloud-based systems, while larger complexes with more complex operations might require on-site physical servers.
2. Infrastructural requirements
Installing new apartment access control systems can be costly, particularly if new infrastructure is required. Property managers should evaluate existing wiring and network infrastructure to determine the cost and time efficiency of upgrading the system.
If the existing infrastructure is outdated, replacing components may be a long-term benefit. However, teams must weigh the downtime and potential security risks associated with large-scale upgrades to assess whether the plan is suitable.
3. Desired levels of security
Larger complexes, buildings in busy cities and higher-end properties may face greater risks from both physical and cybersecurity threats. Property managers should collaborate with security teams to review relevant crime data and establish the desired security levels.
The assessment results will guide the selection of the most suitable apartment access control systems. For example, if physical security breaches are identified as a significant risk, multi-credential cloud-based systems that can be managed remotely 24/7 could be a valuable solution.
4. Ease of use
Effective access control for apartments should be both secure and user-friendly. Tenants must be able to use the system independently, without relying on security teams, particularly in buildings without 24/7 staff or alternative key-based entry options.
Teams must also plan to manage access for guests, delivery drivers and contractors. In buildings without active intercoms or reception desks, mobile credentials provide a convenient way to grant temporary access to non-residents.
5. Integration possibilities
Connecting apartment access control door systems to other security devices can offer enhanced protection against common threats. Teams should evaluate whether the proposed systems can integrate with IP security cameras, alarms and site protection systems to ensure 24/7 security and enable automated incident responses.
6. Maintenance responsibilities
Physical components such as readers, servers and token-based credentials require ongoing maintenance to stay secure and effective, while software must be updated regularly.
For teams with limited resources, cloud-based systems may be a better option, as off-site servers don’t require in-house maintenance, and software updates are handled automatically by the provider.
Why invest in smart access control systems for multifamily residential apartments and condo buildings?
Choosing to implement residential access control systems in apartment, condo and other multi-tenant properties can provide tenants with a more convenient and secure method of controlling building access and protecting their homes, ultimately leading to a more desirable rental property.
When deciding which style of access control security system will be most appropriate, property owners and security teams must take the time to consider the needs and requirements of residents. Modern cloud-based systems will allow for remote access features and wider security integrations, although it may be wise to build a hybrid system in locations with existing apartment access control infrastructure to better suit restricted budgets.
Provided that security risks are properly assessed, future expansions are taken into account. When systems are designed with existing security hardware in mind, an effective condo or apartment access control system can be developed to create a safer and more intuitive environment for residents to call home.
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