Manage service providers for multi-residences more efficiently with digital access

For facilities teams, managing plumbers, HVAC technicians and many other types of contractor presents a challenge. How to get them in and out – securely and efficiently – without creating unnecessary manual workload or compromising the security of residents?

Some contractors require daily or weekly access – cleaners, for example – while others may only need to be on-site for a short repair or maintenance task. Handling these different demands places time and cost pressure on property managers.

Although trusted, durable and reliable, mechanical keying systems nevertheless come with an added time and cost burden at multi-residential properties. Even the smartest, most user-friendly traditional systems rely on manual key handovers and subsequent tracking of physical metal keys.

Every time a contractor or service provider needs access, they must collect and use a key.

Mechanical security and cost pressures

For security workflows, this offers a couple of choices. Firstly, contractors could have their own set of keys, either bunches or a master key. Alternatively, they can proceed to an agreed central admin point to sign keys in or out for use while they are on-site.

In both cases, careful tracking is required to ensure the property remains secure for its residents. When done diligently, this is not always a quick or simple task.

Firstly, there is an ever-present risk that a key may be copied without authorization – although choosing a mechanical key system with an active patent strategy minimizes this danger.

A second problem is when keys are lost or stolen. How quickly would a missing key be noticed and reported? Even if right away, time and expense is required to rekey and replace every associated cylinder.

In the case of a master key – or one with enhanced authority in the system hierarchy – this could involve great expense. As one Barcelona-based multi-residential provider suggests, “Physical key management for any large development puts severe pressure on operational costs.”

There is an alternative which saves time and money over the lifetime of a multi-residence: intelligent digital access management.

Manage service providers efficiently with a digital access solution

A digital access solution can shoulder some of the burden that comes with managing service providers securely. This is just one reason, among many, that a digital access solution is preferred in sectors such as healthcare and education, where external contractors and service providers are an established presence.

With a digital system, service providers carry access credentials which fit their precise time-period and location requirements. Access may be issued for multiple premises, if they need it.

For example, cleaners may be admitted 5 days each week, but only between 6am and 9am. Their easily programmable credentials only unlock site doors during this window.

Electrical contractors may be issued with smart cards which are valid around-the-clock for 4 days for a refurbishment job. These automatically expire after the agreed period.

Any lost credential is quickly deleted from the system: It won’t unlock doors, cabinets or any other access-controlled openings.

A choice of convenient, cost-efficient credentials

Smart cards or fobs are easy and relatively inexpensive to reissue, compared to a physical key.

For extra security, digital credentials may be set to require daily or weekly re-validation. That way, even if a card’s loss goes unnoticed; its validity is not open-ended. Wall readers around the site may double as credential updaters.

And even greater convenience and security are offered by mobile credentials.

When security managers can issue, amend or revoke access permissions over the air, service providers do not even need to attend an admin point to receive their personalized access rights. Everything happens inside an app on their own smartphone.

Any lost building credential is protected by an extra layer of on-device security, be it a passcode or biometric screen lock.

Thus, greater efficiency and security in service management, cleaning and maintenance helps multi-residence housing providers boost resident satisfaction – and stand out in this increasingly competitive marketplace.

IFSEC Insider’s new whitepaper, “Multi-residential access management and security: The move to digital”, explores trends and challenges in this dynamic real-estate sector. Download your free copy today.