As a property manager, you balance multiple responsibilities daily—managing tenant relations, coordinating maintenance, overseeing financials, and ensuring regulatory compliance. Your building’s access control system serves as the foundation of property security and operational efficiency, yet an outdated system quickly becomes a source of tenant frustration, security vulnerabilities, and administrative inefficiency.
Upgrading your access control system represents a significant investment that can dramatically improve operational efficiency, reduce costs, and increase tenant satisfaction. However, choosing the wrong system can lock you into years of limitations and hidden expenses.
Before you sign a contract, here are seven essential questions every property manager should ask to ensure you select the right solution for your property.
1. How Will This System Simplify Tenant Turnover?
Tenant turnover is one of the most time-consuming and costly aspects of property management. Traditional key-based systems create multiple problems:
- Collecting keys from departing tenants (often requiring multiple follow-ups)
- Re-keying locks when keys aren’t returned ($50-$150 per unit)
- Security risks from unreturned or copied keys
- Inability to verify who has access at any given time
- Emergency lockouts requiring after-hours service calls
What to Ask Your Integrator:
- Can I instantly issue and revoke credentials from a central platform without visiting the property?
- Can I schedule access to automatically activate on move-in day and expire on move-out day?
- What credential options are available (key fobs, cards, mobile access)?
- How quickly can I provision access for a new tenant? (Answer should be: minutes, not days)
- Can the system send automatic notifications when credentials are used after they should have been deactivated?
A properly designed system eliminates re-keying costs entirely and reduces turnover administrative time by 60-70%. For a 100-unit property with 30% annual turnover, this translates to savings of $1,500-$4,500 annually on re-keying alone, plus significant labor cost reductions.
2. Can I Manage the Entire System Remotely?
If you manage multiple properties or work flexible hours, remote management isn’t a luxury—it’s essential. Being tied to an on-site computer or requiring a technician for routine changes creates operational bottlenecks and increases costs.
What to Ask Your Integrator:
- Is the system cloud-based with secure access from any web browser or mobile app?
- Can I perform all administrative functions remotely, including:
- Adding or removing tenant credentials
- Adjusting access schedules for amenity areas (pools, fitness centers, clubhouses)
- Temporarily granting access to maintenance staff, contractors, or vendors
- Remotely unlocking doors for locked-out tenants
- Viewing real-time activity logs and generating compliance reports
- What happens if internet connectivity is temporarily lost? (System should have offline functionality)
- Can multiple staff members access the system with different permission levels?
Cloud-based systems eliminate the need for on-site servers, reduce IT infrastructure costs, and provide the flexibility modern property management demands.
3. How Does It Integrate with My Other Building Systems?
Standalone systems create data silos and missed opportunities for automation. A truly smart building has integrated systems that communicate seamlessly.
What to Ask Your Integrator:
Video Surveillance Integration:
- Does every access event automatically trigger video recording?
- Can I instantly view camera footage when an alarm occurs?
- Is video evidence automatically linked to access logs for investigations?
Intercom and Visitor Management:
- Can tenants see visitors via mobile app and grant temporary access remotely?
- Are visitor entries automatically logged in the access control system?
- Can delivery personnel receive time-limited access codes?
Property Management Software:
- Can the system integrate with my existing property management platform (Yardi, AppFolio, Buildium, etc.)?
- Will new tenant data automatically populate the access control system?
- Can move-out dates trigger automatic credential deactivation?
Elevator and Parking Controls:
- Can I restrict floor access based on tenant credentials?
- Can parking gate access be managed through the same system?
Building Automation:
- Can access events trigger lighting, HVAC adjustments, or other building systems?
Integration eliminates duplicate data entry, reduces administrative errors, and creates a comprehensive security ecosystem that’s greater than the sum of its parts.
4. What Credential Options Are Available for Tenants?
Today’s tenants—particularly millennials and Gen Z renters—expect modern conveniences. Credential options directly impact tenant satisfaction and your property’s competitive positioning.
What to Ask Your Integrator:
- Mobile Credentials: Can tenants use smartphones as their access credential via Bluetooth or NFC?
- Multi-Format Support: Does the system support cards, fobs, PIN codes, and mobile access simultaneously?
- Guest Access: Can tenants issue temporary mobile credentials to guests, dog walkers, or cleaning services?
- Lost Credential Management: How quickly can lost credentials be deactivated and replaced?
- Credential Sharing Prevention: Does the system detect and prevent credential sharing between tenants?
Mobile access is rapidly becoming a standard amenity in Class A properties. It eliminates lost fob replacement costs (typically $25-$50 per incident) and provides a modern experience that can justify premium rents.
5. Is the System Scalable for Future Growth?
The system you choose today must accommodate tomorrow’s needs without requiring complete replacement. Lack of scalability leads to costly system overhauls within 5-7 years.
What to Ask Your Integrator:
- Can I easily add doors, buildings, or entire properties to the system?
- Does adding capacity require expensive on-site server upgrades, or is it as simple as a subscription adjustment?
- Is the system based on open standards, or am I locked into proprietary hardware from a single manufacturer?
- What happens if the manufacturer discontinues my hardware? Can I integrate newer devices?
- Can the system support mixed-use properties with different access requirements (residential, retail, office)?
Cloud-based, open-architecture systems provide the greatest flexibility and protect your investment. Avoid proprietary systems that create vendor lock-in and limit your options as technology evolves.
6. What Is the Total Cost of Ownership?
The initial installation quote represents only a portion of your actual investment. Understanding the total cost of ownership (TCO) over 5-10 years is essential for accurate budgeting and ROI calculation.
What to Ask Your Integrator:
Upfront Costs:
- Hardware (readers, controllers, locks, credentials)
- Installation labor and project management
- System configuration and programming
- Initial training for staff
Ongoing Costs:
- Monthly or annual subscription fees for cloud hosting and software
- Per-door or per-user licensing fees
- Credential costs (fobs, cards, mobile credential licenses)
- Software updates and feature upgrades—are they included or extra?
- Technical support—is it included or billed separately?
- Maintenance agreements for hardware
Hidden Costs to Uncover:
- Costs to add new doors or users beyond initial installation
- Fees for system changes or reprogramming
- Costs if you need to switch integrators or service providers
- Hardware replacement cycles (typical lifespan: 7-10 years)
Request a detailed TCO analysis covering at least five years. A system with a higher upfront cost but lower ongoing expenses often provides better long-term value than a cheap initial installation with expensive recurring fees.
7. What Kind of Training, Support, and Warranty Do You Provide?
Even the most sophisticated system is only effective if your team can use it confidently and issues are resolved quickly. Your relationship with your security integrator extends far beyond installation day.
What to Ask Your Integrator:
Training:
- What does the initial training program include for property management staff?
- Is training provided on-site, virtually, or both?
- Are training materials (videos, manuals, quick-reference guides) provided?
- Is refresher training available when staff turnover occurs?
Technical Support:
- What are your guaranteed response times for emergency issues (system down, doors not locking)?
- What are response times for routine support requests?
- Is support available 24/7, or only during business hours?
- How is support accessed (phone, email, online portal)?
- Are support costs included in the service agreement or billed separately?
Warranty and Service:
- What warranty is provided on hardware and installation workmanship?
- What is covered under warranty, and what is excluded?
- What happens when warranty expires—what are ongoing service options?
- Do you offer preventive maintenance programs?
- How quickly can you dispatch a technician for on-site repairs?
Licensing and Compliance:
- Is your company properly licensed in New Jersey, Pennsylvania, and Delaware?
- Do you carry adequate liability insurance for commercial installations?
- Can you provide references from other property management clients?
A strong partnership with a licensed, responsive integrator is critical to long-term system success. Systems Integrations is fully licensed in New Jersey, Pennsylvania, and Delaware, with certified technicians trained on all installed equipment.
The Bottom Line: Protect Your Investment
Upgrading your access control system is a strategic investment that enhances security, streamlines operations, reduces costs, and increases property value. By asking these seven questions, you ensure you’re making an informed, future-proof decision that benefits your property and tenants for years to come.
The wrong system creates years of frustration, hidden costs, and security vulnerabilities. The right system pays for itself through reduced turnover costs, improved operational efficiency, and enhanced tenant satisfaction that supports higher occupancy rates and premium rents.
Ready to Explore Modern Access Control for Your Property?
Systems Integrations specializes in access control solutions for residential, commercial, and mixed-use properties throughout New Jersey, Pennsylvania, and Delaware. Our team understands the unique challenges property managers face, from high tenant turnover to managing multiple properties remotely.
Contact Systems Integrations at (866) 417-3787 for a complimentary property security assessment. We’ll evaluate your current system, identify vulnerabilities, and design a tailored solution that meets your operational needs and budget.
Our property management clients throughout Gloucester, Camden, and Burlington counties trust us to deliver reliable, scalable access control solutions backed by proper licensing, certified installation, and responsive ongoing support.
Secure your property. Simplify your operations. Satisfy your tenants.