If you own or operate multifamily communities, you understand how much time in a day can be lost to giving permissions access, training staff or dealing with security breaches. Centralized access control, which helps you manage your team and communities from one location, could be a solution.
Centralized access control allows you to scale up security across your portfolio, or simply run your existing communities more efficiently and effectively. When switching from decentralized to centralized access control administration, it’s important to choose the right system and implement it carefully. But don’t worry. We’ll cover what you need to know to get started.
What is centralized access control?
Centralized access control means that all your access control systems connect together so you can manage them all in one place, often remotely, vs a decentralized system where access is in a variety of locations. You can control access within a single community or across your portfolio. Centralization includes:
Access control system integration
With centralized access control administration, all your entry points—doors, gates, garages and elevators—connect to a central security platform. All hardware, such as your intercom system, credential readers, locks and cameras, also connect.
User authentication & authorization
All credentials and permissions are assigned through a single platform, even if those credentials are in many forms, like PIN codes, key fobs, mobile credentials and biometrics. Each user has a profile, and you can customize their access to buildings, floors, units and amenities.
Real-time monitoring & management
Because all credentials, hardware and entry points are centralized, you can also monitor them in real time. You can view your main entrance using your video intercom camera or see who just used their credentials to access the gym. You can also instantly activate or deactivate entry credentials for an individual or close the pool area for cleaning.
Automated updates & syncing
You can assign people to groups like maintenance technicians, residents and regular vendors, then update access permissions across the entire group and even multiple communities. Sync permissions to your PMS, CRM and work management software to automatically update access at move-in/move-out, prospect tours or maintenance needs.
How does centralized access control work?
Centralized access control works by routing all access decisions through a single management system, usually accessible through a single security console or a mobile or web application. The process begins when someone presents a credential at one of your access points.
User identification & authentication
Residents can use your centralized access control system to gain entry to places like the pool, gym and office. Their credentials give them permission to pass through while you automatically manage the security to these locations.
Credentials might include:
Key cards & fobs
PIN codes
Biometric credentials such as fingerprint, facial recognition or retina scan
Mobile-based access via Bluetooth, NFC or cloud credentials
For even more secure entry, combine two or more credentials to create multifactor authentication (MFA).
Access verification & decision-making
Once a user presents their credentials, the system searches its centralized database where all credentials are stored. It checks the user’s credentials against a predefined set of permissions and then decides whether to grant access based on:
Role-based access control (RBAC): Access based on job function or clearance level. Leasing agents will have different permissions than residents or maintenance technicians.
Time-based restrictions: Access is based on the time of day. Your leasing office might be accessible only during working hours, and the pool may only be accessible during daylight hours.
Location-based access: Permissions are limited to certain areas. Residents might have access to only their building and floor instead of the entire community.
Granting or denying access
If a user presents the right credentials that match their permission to be in a specific area, the system unlocks the door or grants entry. If not, the system logs the attempt and may trigger alerts or security notifications, depending on your preferences.
Real-time monitoring & activity logging
Once the system grants or denies access, these actions are automatically logged in the system, giving you:
Audit trails: Centralized access control records every access attempt, which helps with security investigations.
Remote monitoring: Your team can view entry logs and camera footage to make real-time security decisions from anywhere.
Instant notifications: You can set up instant alerts for unauthorized access attempts or security breaches.
AI-assisted security: Smart cameras and intercom systems will increasingly have the ability to monitor, audit and alert.
Remote management & system updates
With centralized access control administration, your staff can update credential permissions, modify user roles or disable access in real-time through a cloud-based dashboard that they can use anywhere. They can also push out automated system updates and security policy changes to all your communities to ensure that changes apply instantly across the entire system.
Centralized vs. decentralized access control
Most (75%) of renters want access control in their communities, but how you implement it can vary. A decentralized system will distribute access across multiple entities instead of having one single access point. However, inefficient and ineffective systems can lead to data breaches, unauthorized access and wasted time. One of the greatest factors for efficiency is whether you choose centralized or decentralized access control.
Centralized access control defined
Centralized access control relies on a fully integrated combination of hardware, software and security protocols that span all your communities. With it, a single security team can monitor entry points and grant or revoke access remotely using a cloud-based or on-site system.
A centralized system might include:
A cloud-based platform: All credentials, permission controls and settings live in the cloud, so administrators can access them from anywhere.
Role-based access control (RBAC): Uniform permissions based on groups of people in your communities, such as residents, maintenance technicians, leasing staff and vendors.
Multi-site access management: A consolidated portal that allows a single security team to manage access control for numerous communities.
Decentralized access control defined
Decentralized access control typically means you use multiple systems and sets of protocols to manage access to your communities (or even a single community). You likely have separate security personnel at each location or for each department, which might be inefficient and labor-intensive. Your teams are each responsible for their own assigned community, and they can’t assist others because they’re not familiar with those systems.
You likely also have a hodgepodge of hardware and software that don’t all integrate together, such as:
Standalone access control systems that don’t connect to complementary systems like smart apartment technology, your PMS, your maintenance platform and your CRM.
Local key card or fob readers that require users to carry multiple credentials.
Independent access databases that have duplicate data and must be updated individually.
Benefits of centralized access control
Centralized access control can improve security, efficiency, auditability, scalability and integrations. Each benefit can save you money and time while delivering a greater resident experience.
Enhanced security & reduced unauthorized access
With centralized access control, you have a single point of management from which you can ensure that all security protocols are consistently applied across all communities. You can have one location for security staff or even manage access from a single leasing office.
Centralized access control administration creates an efficient way to monitor and enforce permissions in real-time, reducing the risk of unauthorized access with minimal labor costs.
Simplified management & greater administrative efficiency
Managing multiple standalone systems at different locations can be confusing and time-consuming for staff. You might need a specialist for each system, and cross-training may not be easy. Instead, a centralized system allows IT and security teams to grant, modify or revoke access from a single platform, reducing administrative overhead.
Improved compliance & auditability
If your community is subject to security regulations, centralized access control makes it easier to comply with all rules and keep an audit trail as proof. You’ll have detailed event logs for compliance standards such as:
Health Insurance Portability Accountability Act (HIPAA): For assisted living or other communities providing medical services.
General Data Compliance Protection Regulation (GDPR): For portfolios that include locations in the European Union.
Service Organization Control (SOC 2): For your accounting practices to ensure you’re handling sensitive resident information properly.
Scalability for growing organizations
Adding access control to new communities in your portfolio is easier when you centralize your system. You won’t have to re-create security protocols or audition new providers. You know your solution works; you just need to tailor it to the community with the right hardware. Training staff will be easier too because you’ll already have training materials and experts to lean on.
Seamless integration with other security systems
Access control is just one part of a comprehensive security system for your multifamily community. But one access control system with deep integrations can tie your entire security system together.
Your centralized system could be compatible with:
Video surveillance
Alarm systems
Identity management platforms
PMS
CMS
Challenges and considerations
Centralized access control can improve security, streamline management duties and scale across your portfolio. But centralizing your system can be challenging. The good news is centralization is usually worth it. You just need to consider a few things first.
Higher initial costs & implementation complexity
Centralized access control administration can cost more upfront, especially if you’re replacing decentralized, outdated systems. Systems that are flexible enough to install throughout your portfolio can also be more complex than plug-and-play systems designed for one specific kind of community.
However, cloud-based systems can simplify implementation since you can employ software updates remotely. Phased roll-outs can also help spread out initial costs over the course of months or years. Once systems are running smoothly, many communities see long-term savings in the form of greater efficiency and lower security risks.
Cybersecurity risks & system vulnerabilities
When your security controls and protocols are in the cloud, you may see increased cybersecurity risks with a centralized access control system, including data breaches. It’s crucial to choose a solution that helps you keep your data and systems secure.
Make sure your provider continuously updates your software to adapt to new malware and your devices are all encrypted. Implement data security protocols like regular password changes and always locking security administration offices. Regularly audit your systems to catch any risks.
System downtime & reliability concerns
Sometimes, unavoidable power and internet outages can bring your access control system down and affect the security of your multifamily communities–and the peace of mind of your residents.
Consider a backup power generator and cloud/localized hybrid solutions that can continue operating even if the internet connection is lost.
Scalability & system performances
Scaling access control can be a challenge, especially when it interacts with other systems or if you’re scaling across asset classes. Multifamily communities have different needs than universities, enterprises and medical facilities. But the right solution should address these needs and deliver features designed for your users.
Resident app integrations give residents everything they need in one place.
RFID readers allow people to use IDs that double as key cards.
Fingerprint scanners allow personnel to keep out visitors unless escorted by staff.
Emergency call boxes help provide safety 24/7.
User resistance & training requirements
Learning new skills is hard, and some residents and staff won’t be motivated to change without your help. Help them see how the new technology will benefit them:
Integrated systems allow people to use the same credentials in different areas.
Automated credentials make move-in and move-out easy and fast for residents and staff.
Onboarding with the system at one location means people can use it in any community in your portfolio.
Choose a system that’s easy for residents to learn even if on the back end your staff may need more training to manage complex administration.
Implementing a centralized access control system
Centralized access control enhances security, efficiency and scalability, but implementing a new system can be complex. Careful planning is crucial to avoid integration issues, security vulnerabilities and operational disruptions. But if you follow these steps, you should be able to successfully implement a centralized system.
Assess security needs & define objectives
Begin your upgrade with a clear understanding of what isn’t working with your current access control system. Do you experience too many security breaches? Do residents see your system as a hassle or circumvent it by propping open doors? Do you want better monitoring or more efficient administration?
Take stock of your community. Note:
Number of locations or buildings to secure. Don’t forget about garages, elevators and amenities.
Types of users, such as residents, staff, vendors, delivery drivers and guests.
Compliance needs such as GDPR, HIPAA and SOC 2.
Choose the right centralized access control system
Once you have a good idea of your needs, start shopping for the right centralized access control system. Focus on the big decisions:
Cloud-based vs. on-site solutions. Cloud-based solutions can be monitored and managed from anywhere, but on-site solutions can reduce cybersecurity risks.
Scalability. Can the system grow with your portfolio?
Integration capabilities. Does it work with your existing technology like security cameras, alarms, PMS and IoT solutions?
Authentication methods. What sort of credentials will work best for your users? Residents and staff may not mind carrying a single key fob around, but guests and vendors will need keyless entry options like a PIN code.
Plan for system integration & infrastructure requirements
Some access control systems will be easier to implement than others, and a lot depends on your individual communities. For example, some systems require internet or phone cables at each entrypoint, while others can run on a reliable wifi network. Consider the IT resources your new system will need, like network security, cloud storage and bandwidth.
If you’re implementing new centralized access control software with legacy hardware, you need to make sure that your new system is compatible with your older equipment. Consider all the technology you won’t be replacing—like video cameras and alarms—and double check the new system can fully integrate with everything.
Deploy & configure the system
When you’re ready to deploy your system, have a plan for configuring it:
Install necessary hardware components like card readers, biometric scanners and door locks.
Establish access control policies around who is allowed entry where and when.
Set up user roles and permissions for group users to simplify administration in the long-term.
Before your system goes live, run several tests to ensure authorized users can get where they need to quickly and that unauthorized users are left out.
Train employees & encourage user adoption
It doesn’t matter how well your access control system works if no one uses it. Encourage adoption by fully training staff and residents. Make sure everyone knows how to use their credentials and has an understanding of best security practices.
Provide clear documentation people can reference any time. If possible, lean on your provider for training materials and tech support.
Monitor, maintain & optimize the system
Guide your organization on continuous system monitoring and optimization procedures including:
Regular security audits to identify vulnerabilities.
Updating software and firmware to prevent cyber threats.
Analyzing access logs and reports for suspicious activity.
Gathering feedback from users to improve the system.
The right centralized access control for you
Centralized control can calm the chaos of managing access and create a more efficient, effective and scalable system. You’ll need to plan your upgrade carefully, choose the right system and implement it with care. But once you do, the benefits are long-lasting.
Is centralized access control right for your communities? Request a SmartRent demo to find out.