Apartment Key Fobs & Alternative Systems

Your renters want peace of mind.

According to the 2024 National Multifamily Housing Council (NHMC) and Grace Hill Renter Preferences Survey, 75% of renters want controlled community and amenity access. To meet this demand, many communities are transitioning from traditional keys to key fobs.

If you're considering upgrading to a keyless access system, it's essential to understand key fobs and the challenges they can present. This comprehensive guide evaluates key fobs, their pros and cons, potential security risks and keyless entry alternatives to help you choose the best solution for your community.

What is a key fob system for an apartment?

Chances are, you're familiar with key fobs for unlocking and operating cars. Most cars today require fobs, with only a handful of models still requiring keys. Key fobs for apartment buildings function as part of a larger system that includes three main elements:

1. Key fobs

These small electronic devices get their name from the straps, pouches and ornaments attached to pocket watches, also called fobs. They attach to a keychain and open doors and gates using radio-frequency identification (RFID). They contain microchips that store data-such as unique identification numbers-and antennas that receive and transmit that data.

2. Key fob readers

These stationary devices, installed at entry points like doors or gates, wirelessly receive data from the key fob and check it against a database.

3. Database

This software system stores credentials and permissions linked to each key fob.

How do key fobs work?

Here's how key fobs for apartment doors and gates typically work to provide secure access in multifamily communities.

1. A property manager assigns residents a unique key fob linked to their home and authorized common areas.

2. The resident waves or taps their fob on a reader at an entry point.

3. The fob transmits a unique code to the reader.

4. The reader verifies the code in the system's database and determines whether to grant entry.

5. The door or gate opens.

6. The property manager uses access management software to update permissions, add temporary access, deactivate fobs and reissue new fobs as needed.

Benefits of key fobs for multifamily communities

Key fobs offer various advantages over traditional keys.

Convenience and ease of use

Fobs eliminate key clutter and simplify entry by enabling residents to unlock doors or gates by waving the device near a reader or approaching the access point.

Cost efficiency

When someone loses a key or moves out, the only way to prevent unauthorized access is to rekey locks, an expensive process. But fobs are programmable, so it's easy to issue new fobs, deactivate fobs and change permissions without changing physical locks.

Personalized access

Since fobs are programmable, property managers can give specific permissions to different people.

Audit trails

Fobs allow property managers to track entry data to know who enters and when.

Better security

Residents can easily duplicate keys, but duplicating fobs is usually more difficult.

Security concerns with key fobs

While key fobs offer advantages over keys, they also come with potential security concerns that have been getting attention in the automotive sector. Vehicle thefts rose 41% in the U.S. between 2019 and 2023, and experts and politicians are raising the alarm that vulnerabilities with key fobs are contributing to the increase.

"From keyless entry hacks to relay attacks on key fobs, perpetrators are exploiting vulnerabilities in modern vehicle security measures with alarming success rates," explains David J. Glawe, President of the National Insurance Crime Bureau. A recent case in point: A ring of thieves in Philadelphia stole dozens of cars by hacking and cloning fobs.

Are key fobs safe for apartments?

Key fobs could present similar security threats for multifamily communities. If you're considering key fobs for apartment gates and doors, it's important to understand these potential risks.

Cloning

Criminals can duplicate data from an existing fob to create unauthorized copies. The process is relatively easy using inexpensive devices available online. Multifamily communities, especially those using older RFID technology, should be aware of the risk.

Relay attacks

Thieves can use devices to boost and relay a faint signal from a fob inside a house to a nearby parked car. While some multifamily fobs could theoretically be vulnerable to a similar attack, it's unlikely. Apartment fobs are usually passive, meaning they only emit a signal when near a fob reader, making long-range relay attacks ineffective.

Unauthorized duplication

To avoid high fees for extra fobs, residents often take existing fobs to locksmiths or copy kiosks for duplication. When residents duplicate fobs this way, the community loses track of how many are in circulation, increasing the risk of unauthorized access.

Misplacement or loss

Recently, a Florida criminal followed a resident into a multifamily community, found a key fob and used it 67 times to attempt to enter multiple residences. This incident illustrates what can happen when the wrong person gains access to a fob.

Traditional proximity vs. encrypted key fobs for apartments

The good news? You can mitigate many of the above risks by understanding the difference between the two types of key fob systems.

Traditional proximity fobs

These fob systems use basic RFID technology. They're affordable and convenient and likely the type of fob you have if you have an older system. While they have benefits, proximity fobs can be easily cloned or duplicated, exposing communities to security risks.

Encrypted key fobs

These fob systems use advanced encryption and dynamic data transmission to securely communicate with access systems. They're nearly impossible to clone or copy without authorization. By choosing encrypted fobs, communities can better protect their residents from security threats.

Advanced alternatives to key fobs

While encrypted key fobs are more secure than traditional proximity fobs, modern keyless entry solutions that don't require keys or fobs may offer a better option for many communities. These solutions include:

Mobile access systems

With cloud-based mobile access systems, residents use smartphones for entry. An app on their phone sends data to a reader via WiFi, Bluetooth, Z-Wave, or near-field communication (NFC). Residents don't need to fumble for keys or fobs. Plus, they may be less likely to misplace their phones than key fobs since they need them for every aspect of daily life.

Smartphones are tied to the resident's identity, making these systems more secure. They provide personalized access, remote control and real-time monitoring. Plus, they come with robust security features, including the following.

• Encryption protects residents' data.

• Multi-factor authentication adds extra security because residents must enter a PIN, password or other method to access their phones.

• Geolocation features allow access only when a phone is within a specific range of the entrance.

Mobile access systems are becoming more common for various applications, even cars. But it's a good idea to provide a backup entry method, like a PIN, card or fob, so residents can gain access even if they forget their phones or drain their phone batteries.

Biometric access

Instead of using a fob, key or phone for access, these systems verify identity using a fingerprint, retinal or iris scan, face identification or voice recognition. According to the NHMC and Grace Hill survey, 39% of renters are interested in biometric access.

While biometric access isn't as common as other access control systems, it could offer a high-security level and eliminate the need for physical devices. These systems are convenient for residents and hard for criminals to breach. But they come with data privacy concerns. Since biometric data is permanent and unique to each person, Washington, Colorado, Illinois, Texas and other states have enacted privacy regulations to protect it. More states will likely follow. Companies collecting biometric data must comply with strict handling, storage and disposal practices.

Smart locks

Both of the above systems can work in combination with smart locks. These keyless-and sometimes touchless-devices allow access to homes and other spaces with codes, biometrics, or mobile apps. According to the NHMC and Grace Hill survey, 67% of residents are interested in keyless smart locks. They amp up convenience for residents, making it easy to lock and unlock doors remotely. Plus, residents never have to worry about losing their keys and can check to see if they locked the door while away.

These devices also offer advantages for property managers, making it easy to reset lock codes and customize access. Smart locks also allow site teams to track access and create activity logs to see who comes and goes from a community.

Choosing the right access solution for your apartment community

Here are some factors to consider to select the best solution for your community.

Security needs

Look at historical data and crime statistics to assess your community's security risks. Also, factor in the size and layout of your community. Small properties with fewer security risks may find key fobs adequate. But large properties with multiple entry points may want to opt for advanced systems, such as mobile access control, to handle more traffic and ensure tighter security. At the same time, consider your residents' preferences. Tech-savvy residents may prefer mobile or biometric options for enhanced convenience and control.

Budget and maintenance

Consider the total cost for any solution you're considering, including hardware, installation and updates. Key fob systems typically have lower upfront costs than mobile or biometric access control. But, replacing lost or stolen fobs incurs ongoing costs, and these systems need maintenance and upgrades. Advanced solutions like mobile or biometric access cost more initially but may require fewer ongoing expenses.

System integration

Ensure the system integrates with your property management software to streamline move-ins and move-outs and provide real-time updates and tracking. It should also work with your security system and smart home platform. Advanced solutions, like mobile and biometric access control, may offer more integration options, while key fobs may have more limited integration capabilities.

Pros and cons

Finally, weigh these major advantages and disadvantages of each option:

Key Fobs

Pros: These devices are low-cost and simple to use.

Cons: They can present some security risks and may have limited integration capabilities.

Mobile Access

Pros: These systems are convenient and secure, offer remote access, and provide seamless integration options.

Cons: They come with higher costs, and residents must have smartphones.

Smart Locks

Pros: These devices allow secure keyless entry and remote access control and integrate well with smart home systems.

Cons: They're expensive to install and require regular maintenance.

Biometric Access

Pros: These systems are highly secure.

Cons: They're expensive to install and come with privacy concerns.

SmartRent's touchless access control solutions is a superior alternative to key fobs

SmartRent is a leader in developing innovative smart home solutions and property technologies tailored for the multifamily industry. Our cloud-based, hardware-agnostic Access Control allows you to manage access to doors, gates and elevators with mobile devices and PINs. Our system offers the following benefits for owners, property managers and residents.

Enhanced community security

Our system uses encrypted mobile credentials to ensure access only to authorized people. Since residents and employees don't need to rely on physical fobs, the system eliminates all the security risks associated with fobs.

Integration with property management systems

Access Control integrates with property management systems, and it's built to work with our other solutions, including Community Wi-Fi, Smart Apartments, Self-Guided Tours, Work Management and more.

Seamless integration makes the move-in and move-out processes a breeze. The property manager only needs to click a few buttons, and the system automatically creates access credentials and sends them to the new resident's smartphone. Revoking access is just as easy. Seamless integration improves the resident experience as residents can use a single app for all their needs, including accessing doors and gates.

Venterra Realty Management chose SmartRent when they needed an access control solution. Integration was a significant driver in their decision. "(SmartRent) is such a sophisticated partner to work with…" Stephanie Gonzalez, Vice President of Customer Innovation for Venterra, says, "(They) were able to build a custom integration with us. We have our own proprietary property management system, and so that was important to us."

Remote access and real-time monitoring

These features mean residents can manage entry from the safety of their homes and monitor their home security from work or while on vacation. Residents can also provide temporary guest credentials for visitors and delivery drivers, an important feature for many. Four in ten renters in the NHMC and Grace Hill survey said they'd like to have the option to grant visitors temporary access through an app on their smartphones when they're away from home.

Property managers can also provide access for deliveries or repair people from off-site, monitor activity in real-time to detect unauthorized entries and create audit logs to track who comes and goes in a community.

Customizable access levels

Access Control allows property managers to set permissions for different users, including employees, vendors, maintenance personnel and residents. They can also create temporary access for prospects taking self-guided tours. Customizable access levels improve security by giving property managers more control over who can access different community areas.

Upgrade your access control today

Upgrading to a modern keyless access control system is an investment in convenience, security and efficiency for your residents and site team. While key fobs offer many benefits over traditional keys, modern keyless alternatives-including mobile access, biometric access and smart locks-take security and convenience to the next level.

When evaluating access solutions, consider your security needs and budget and weigh each solution's integration capabilities and pros and cons. SmartRent's Access Control may be the ideal choice for your community, offering seamless integration, remote access, real-time monitoring and customizable access levels-without the costs and hassles of managing fobs. Contact us for a personalized demo to learn more.

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