For any property manager, “turnover day” can feel like controlled chaos. It’s a whirlwind of final inspections, security deposit calculations, coordinating cleaning crews, and welcoming new tenants. Amidst this flurry of activity, one of the most persistent and costly headaches has always been managing keys.
Collecting old keys, worrying about unreturned or copied ones, and the costly process of rekeying locks—it’s a time-consuming, expensive, and insecure cycle that eats into your operational budget and valuable time.
But what if you could eliminate that entire process? What if securing a unit for a new tenant took just a few clicks on your smartphone, from anywhere? With modern, cloud-based access control systems, this level of efficiency isn’t a futuristic dream—it’s a reality that’s transforming the property management landscape.
The Hidden Costs of the “Old Way”
Before diving into the solution, it’s important to appreciate the true cost of relying on traditional metal keys or even older, on-premise key fob systems.
The Rekeying Treadmill: The most obvious cost. Every time a tenant leaves, the only way to guarantee a new tenant’s security is to rekey or replace the lock. The cost of a locksmith, parts, and labor for every unit turnover adds up to a significant, recurring operational expense. For a property with even moderate turnover, this can easily reach thousands of dollars annually.
The Security Black Hole: Did the departing tenant make a copy of their key? Did they give one to a friend and forget to get it back? With physical keys, you can never be 100 percent certain who has access. This lingering liability is a major security risk for your property and your new tenant, and it exposes you to potential legal liability.
The Logistical Nightmare: The process is a time sink. Coordinating with the old tenant to return keys, meeting the locksmith, and then arranging to hand off new keys to the incoming resident takes valuable time away from your other critical tasks—especially if you manage multiple properties across different counties.
Lost Revenue: Delays in turnover due to key management issues can extend vacancy periods, directly impacting your bottom line.
How Modern Systems Streamline Tenant Turnover
A modern, cloud-based access control system flips this outdated model on its head. Instead of physical keys, tenants use secure credentials like encrypted key cards, fobs, or even their own smartphones through mobile credentials. The management happens in the cloud-based software platform.
Here’s how it saves you time and money:
1. Instant Credential Management from Anywhere
This is the game-changer. When a tenant moves out, you don’t need to be on-site. You simply log into the management platform from your computer or a mobile app and, with a single click, deactivate their credential. Access is revoked instantly, no matter where you are.
For the new tenant, you can just as easily activate a new card or send a mobile credential link to their phone before they even arrive. Their access will work the moment their lease begins—no need to coordinate schedules for a key handoff.
The Savings: Countless hours saved by eliminating physical trips to the property for key management. If you manage multiple properties, this multiplies exponentially.
2. Eliminate Rekeying Costs Forever
With a modern access system, the door lock itself rarely needs to be changed. Since access is controlled electronically, revoking a former tenant’s credential is the digital equivalent of rekeying the lock—but it’s instant, and it’s free. This completely removes the recurring cost of locksmiths from your operational budget.
The Savings: Hundreds, or even thousands, of dollars per year in rekeying fees, depending on your turnover rate. For a 50-unit building with 30 percent annual turnover, that’s 15 rekeys eliminated—potentially saving $1,500 to $3,000 annually.
3. Airtight Security and Peace of Mind
Modern credentials use high-frequency, encrypted technology that is incredibly difficult to clone, unlike older low-frequency fobs or simple keys. More importantly, every single access event is logged with a timestamp. You have a clear, searchable digital audit trail of who accessed which door and when.
This not only enhances security but also provides invaluable data for investigating any incidents. You can hand over access to a new tenant with absolute confidence that no previous resident can get in.
The Savings: Reduced liability, mitigated risk, and the priceless value of peace of mind. In the event of an incident, having detailed access logs can be critical for insurance claims and legal protection.
4. Enhancing the New Tenant Experience
First impressions matter. Welcoming a new tenant with a seamless, modern access solution sets a positive tone for their entire lease. Instead of a clunky key handoff, they can receive a mobile credential on their smartphone, providing a frictionless and tech-forward living experience from day one.
This small touch can be a major differentiator in a competitive rental market, particularly when attracting younger, tech-savvy tenants who expect modern conveniences.
The Value: Improved tenant satisfaction, reduced move-in friction, and a competitive edge in your market.
5. Scalability Across Your Portfolio
Whether you manage a single building or multiple properties across South Jersey and Southeast Pennsylvania, cloud-based systems allow you to manage all locations from a single dashboard. Add new properties, manage hundreds of tenants, and monitor access across your entire portfolio without adding complexity.
The Savings: Operational efficiency that scales with your business growth without proportional increases in administrative burden.
Real-World Impact: The Numbers Add Up
Consider a typical scenario for a 30-unit apartment building with 25 percent annual turnover:
Traditional Key System:
- 7-8 unit turnovers per year
- Average rekeying cost: $150-200 per unit
- Annual rekeying expense: $1,050-1,600
- Staff time for key coordination: 2-3 hours per turnover = 14-24 hours annually
- Security risk from unreturned/copied keys: Unquantifiable but significant
Modern Access Control System:
- Zero rekeying costs
- Credential management: 5 minutes per turnover = less than 1 hour annually
- Complete audit trail and security confidence
- Enhanced tenant experience and competitive advantage
The ROI becomes clear within the first year, and the benefits compound over time.
Stop Managing Keys, Start Managing Your Property
Tenant turnover will always be a busy time, but it doesn’t have to be a security and logistical burden. By embracing a modern, cloud-based access control system, you can slash operational costs, save significant time, and provide a safer, more professional experience for your tenants.
At Systems Integrations, we partner with property managers throughout New Jersey, Pennsylvania, and Delaware to implement smart security solutions that simplify operations. As a certified partner for PDK and Feenics—two of the industry’s leading cloud-based access control platforms—we can help you transition from the costly cycle of keys and locks to an efficient, secure, and scalable access control system.
Our team of licensed, certified technicians has over 20 years of experience in security integration. We handle every aspect of your project, from initial site survey to commissioning, typically completing installations within two to four weeks. Every system comes with a one-year workmanship warranty, and we offer comprehensive post-installation support through master service agreements and maintenance contracts.
We also integrate your access control with video surveillance from Rhombus and Hanwha, creating a unified security ecosystem that provides better protection and smarter automation across your properties.
Ready to make your next tenant turnover the easiest one yet? Contact Systems Integrations today at (866) 417-3787 for a free consultation.