The days of jingling keychains are fading. Today’s renters crave a smart, secure and seamless living experience. The National Multifamily Housing Council (NMHC) 2024 Renter Preferences Report reveals that 75% desire “community-wide access control,” a sophisticated system that utilizes digital credentials like door key fobs to manage entry across all shared spaces.
This means a single fob can unlock building entrances, amenity areas and even parking garages, replacing cumbersome metal keys and boosting overall peace of mind. For property managers, this shift offer unparalleled control, remote management capabilities and a reduction in security risks.
Dive in to explore the best door key fob systems transforming multifamily.
Understanding door key fobs
A key fob is a small, often coin-sized, electronic device that uses radio-frequency identification (RFID) technology. It’s programmed to grant residents and staff access to access-controlled areas within a multifamily community, such as building entrances, amenity spaces and parking garages. Key fobs replace traditional metal keys, providing a more convenient and secure method of entry.
This type of system provides a level of security and access control. To understand how these fobs work, it’s important to look at the overall access control system. A key fob access control system typically consists of:
Key fobs for every resident and staff member
Readers at every access-controlled entry point
Locks capable of remote triggering
An access management system
Each key fob contains a unique digital identifier. When you hold it up to a compatible reader,it validates the identifier through your access control management system. If the credential is valid, the corresponding door, gate, garage or elevator opens; otherwise, an alert may be sent to your property manager or security personnel.
Traditional RFID key fobs
RFID key fobs are the most common type. Each fob contains two components: a data chip that stores its unique identifier and an antenna that sends and receives signals. Different RFID fobs operate at different frequencies, so not all fobs are compatible with all readers.
Some RIFD key fobs are active and require batteries. They always broadcast their credentials, so they automatically work when they get within range of a reader (up to 100 feet). These systems have the best encryption.
Passive RFID fobs don’t require a battery. Instead, the RFID reader broadcasts a constant signal that wakes up a key fob as soon as it's within range (up to 20 feet). However, encryption isn’t as robust.
RFID fobs are inexpensive and long-ranged. They’re also durable enough to survive most places your residents will take them and stand up against heat, moisture and dust. However, they can be lost, shared and stolen just like metal keys. Although they allow residents and staff to carry a single credential instead of multiple keys for multiple doors, they aren’t as convenient as non-physical credentials like personal identification number (PIN) codes, biometrics and mobile credentials.
NFC key fobs
Near-field communication (NFC) key fobs work in a similar way as RFID key fobs. The main difference is that NFC has a much smaller range. Users will need to tap their fob to the reader instead of simply stand near it.
Although NFC key fobs are more expensive than RFID key fobs, an NFC system has more capabilities. For example, most smartphones already have NFC for Apple Pay and Google Pay. However, with the right fob system, residents can use a smartphone instead of a fob.
Choosing the right key fob system
The right door key fob system for you depends on the number of entry points, how much traffic they see, what the rest of your access control system looks like and how tech-savvy your residents are.
Your community
The right key fob system depends on the size and layout of your community. A single building with just one or two entryways will require a smaller, simpler system than a gated garden-style community with a dozen buildings spread over a city block.
Larger communities will need a system that accommodates hundreds or thousands of separate key fobs, while smaller communities may need only a handful. More users means you’ll also want active RFID's more robust encryption capabilities instead of passive RFID.
Your users
People have different preferences and experiences with technology. If your residents are young and affluent, they’re more likely to want a variety of entry options, like mobile credentials. You’ll probably need the additional capabilities of an NFC system. However, if your residents are older or less affluent, it could make more sense to offer just one or two entry options, like a fob or a PIN code.
Also, consider your non-resident users, including maintenance staff, leasing staff, prospects, vendors, delivery personnel and guests. Whether or not you assign them their own fob or give them an alternative like a PIN code depends on how permanent you want their access to be.
Your tech stack
It’s important that your key fob system works well with other access control technology you’re already using or plan to use for optimized security, efficiency, and resident experience.
For the most peace of mind, ensure cameras, intercom systems and smart locks connect on the back end to give you a complete audit trail and reliable alerts. For the most efficiency, choose a key fob system that integrates with your PMS, CRM and maintenance management software to make managing credentials easy and largely automatic.
For the best resident experience, choose a system that integrates with your resident app. Stick to a single system so people don’t have to carry multiple or a mix of fobs and physical keys.
When considering compatibility, look for deep integrations that use an API. Some surface-level integrations between solutions can cost your staff time if they have to duplicate work or manually copy information from one platform to another.
Your security protocols
Any security system is only as effective as you make it. If technicians prop doors open, leasing agents don’t keep a close eye on fob management or residents freely share credentials with multiple people, your system will have holes that even the best fob system can’t fix.
Your future
Whatever your community looks like now, we bet you have plans to grow in some way. Maybe that’s adding more buildings, offering more amenities or leaning into more smart technology. Maybe you plan to expand your overall portfolio by adding new communities. Whatever your plans, make sure the key fob system you choose can scale and upgrade as you do.
Your budget
A key fob system can save you money in the long term, but it does come with some costs. Some solutions require a significant upfront investment but have minimal maintenance costs. Others minimize initial hardware and installation costs but require a contract and regular subscription costs. You’ll need to decide whether you want your costs to be upfront CapEx or regular OpEx.
Benefits of door key fobs
Today’s security and property management challenges require more than traditional metal keys can offer. Key fobs can enhance security, convenience, and cost efficiency, and improve property management and future-proof systems.
Enhanced security
Key fobs help secure your multifamily community. They’re harder to replicate than traditional metal keys. It’s also easier to deal with a lost or stolen key fob because you don’t have to rekey any door. You simply deactivate that fob and replace it with another.
Key fobs can also boost security if you make them part of two-factor authentication. If you require people to present their fob and punch in a PIN code, for example, you can limit a resident’s ability to share credentials while making lost or stolen fobs useless to unauthorized users.
Key fobs also allow for something traditional keys can’t: an audit trail. If an incident occurs, you can look back at the log to see whose fob was used and when. This feature alone can give property managers peace of mind and an easy way to comply with security protocols.
Convenience and accessibility
Key fob systems simplify key management. Property owners don’t have to keep track of keys your staff use. Maintenance teams don’t have to take extra time to go back to the office to pick up a unit’s key because you can electronically give their fob temporary access. Residents don’t have to carry multiple keys. You can program their fobs to open only the doors you want them to go through, like the main entrance, your parking garage, the amenities they sign up for and their own unit.
Key fobs typically weigh less than the metal keys they replace. Like a regular key, they can be carried around on a key chain, clipped onto a purse or lanyard, put in a pocket or kept in a car.
Cost efficiency
In the long run, key fobs can save money compared to traditional keys. A single key fob may cost more than a single key, but each person needs just one fob to unlock any doors they need to.
The savings increase further when it comes to lost or stolen credentials. With key fobs, you simply deactivate that credential in your database and issue a new fob—often at the resident’s expense. You can also avoid rekeying doors when a resident moves in or out.
Integrating key fobs into your access control, security and smart technology can introduce further savings.
Improved property management
Managing access is more efficient with key fobs because you can use software. If you integrate your key fob system with your PMS, CRM and amenity booking systems, you may even be able to automate permissions with zero effort.
It’s easy to grant additional access to residents who sign up for a new amenity or revoke access as needed. For example, you might activate key fobs for gym and pool access during specific hours and then pause access at night. Similarly, you might give a technician access to the units on their to-do list and then revoke access at the end of their shift.
It’s also less of a headache when things go wrong. If someone loses a key, you don’t have to add rekeying tasks to your maintenance to-do list. Every attempt is logged if someone tries to access an area they don’t have permission to be in. And if theft or vandalism occurs, you can look through access logs to see whose credentials were used.
Future-proofing your security
Key fob systems have been around for a while, but that doesn’t mean they’re outdated. In fact, as more smart technology rolls out, it’s fairly easy to integrate new features into many key fob systems. That’s because your system is already digital.
Mobile credentials people can use from their smartphones.
Biometric scanners turn someone’s face, eyes or fingerprint into two-factor authentication.
Guest management lets residents give dog walkers, friends and delivery drivers one-time, temporary access.
Smart apartment technology turns on lights and adjusts the thermostat when a resident pulls into the garage.
Features like these can enhance security while providing a better resident experience. You won’t need an entire overhaul like you would if you started with metal keys.
Integration with other systems
While key fob systems offer significant benefits on their own, they become even more valuable when integrated with other technologies. By adopting a holistic approach to security and property management, you can create a synergistic environment where different systems work together to enhance safety, streamline operations and elevate the resident experience.
Centralized access control management
One of the main benefits of key fobs is that they use digital credentials that integrate with your access control system. That means you can manage those credentials from a computer or smartphone. You can change permissions in seconds or even automate credential creation.
Digital systems also produce access data so you can track who enters your community and when. You can track which amenities get the most use or investigate a possible crime.
Integrating with access control allows you to group people into access levels too. You might give all residents community access, then individualize access to their building, floor, unit and amenities. Maintenance technicians can have permanent access to your community and secure storage areas, but only the units they’ll be working on today. Leasing staff can have access to all vacant units and amenities, plus your leasing office.
Smart home and building automation
A door key fob system can easily identify individual users, and that makes it easy to integrate with smart home systems. Residents using their key fob at your parking garage can trigger their smart thermostat to begin heating their apartment. They can set it up so their lights turn on as they use their fobs at their unit front door so they avoid coming home to a dark apartment.
Many systems integrate with community-wide smart apartment systems, but if you don’t have this technology yet, residents may be able to integrate it with their own Google Home, Amazon Alexa or Apple HomeKit.
If you have a resident app, residents can take care of all their tech needs in a single place. Meanwhile, integrating key fob management with the back end of your technology solutions allows staff to manage everything in one place, making daily interactions with the property simpler and more streamlined.
Security and monitoring
You might also want to integrate your key fob system with:
Video surveillance: Cameras can record a visual log of access events.
Intrusion detection: When motion or contact sensors are triggered, access logs from nearby secured areas can indicate who might be in the area at the time.
Alert systems: If someone enters an area after hours, it can trigger alerts for your staff.
Alternatives to key fobs
Key fobs are an advancement beyond traditional metal keys, but they’re not the latest or most capable technology on the market. Here are some alternatives to help you decide if key fobs are the right choice for your community.
Mobile phone credentials
One of the main downsides to key fobs is that if residents and staff forget their fobs, they can’t gain access. A more convenient alternative is mobile credentials that use NFC or Bluetooth credentials since most people already carry their smartphones wherever they go.
To implement mobile credentials, you’ll need a system compatible with Apple Wallet or Google Wallet. Or you’ll need an app that residents and staff can download on their smartphones. If you already have a resident app, residents may not want to download a second app for your community, so consider a system that integrates with your existing app.
Key cards
Key cards are similar to key fobs. They use either RFID or NFC technology, but they are shaped like a credit card and designed to fit in a wallet. Key cards are often paired with photo badges, sometimes as part of a commercial key fob door lock system.
PIN codes
PIN codes are numbers and/or letters people punch into a keypad to gain entry. With a PIN code system, no one has to carry credentials or download an app. This is especially useful for one-time visitors like delivery drivers because assigning them a key fob or filling their phones with access control apps is unrealistic.
Traditional metal keys
Traditional metal keys have served humanity well for hundreds of years, but compared to modern technologies, they now fall short. Loading down maintenance technicians with rings full of keys or unwieldy key management procedures is inefficient. When a key is lost or stolen, security demands rekeying every lock that the key can turn. Finally, there’s no way to remedy a lockout situation except to call a locksmith or have staff on call all night to let a frustrated resident in.
Future trends in key fob technology
Key fob technology isn’t stagnant; it’s constantly evolving to meet the changing needs of multifamily communities. Here are some key trends shaping the future of access control:
The rise of mobile-first access control: The smartphone is becoming the central hub for our lives, and access control is no exception. Expect to see a growing emphasis on mobile credentials and seamless integration with resident apps, allowing residents to use their phones to unlock doors, manage guest access and control other building systems.
Integration with smart building ecosystems: Key fob systems are no longer isolated solutions. They're increasingly integrated with smart building ecosystems, connecting with building management systems, energy management system, and other smart devices to create a more efficient and responsive living environment.
Personalization and customization: The future of access control is personalized. Expect to see more options for customizing access levels, creating unique permissions for different user groups and tailoring access schedules to individual needs.
Cloud-based access control: Cloud-based systems are becoming the norm, offering centralized management, remote accessibility and real-time data insights. This trend allows property managers to control access from anywhere, streamline operations and make data-driven decisions.
Are door key fobs right for your community?
As technology continues to evolve, the future of multifamily access control is brimming with possibilities. From biometric integrations to smart home automation, door key fob systems are poised to become even more powerful and versatile. Don't get left behind–embrace the future of access control and explore the latest advancements in key fob technology. Contact us today to discover how you can elevate your community and provide your residents with a truly modern living experience.