5 Factors for Choosing an Apartment Access Control System

Choosing an access control system for an apartment community usually starts with the basics. How much will it cost? Will it work with the existing gates and doors? Can residents use their phones instead of carrying a key fob?

The bigger question is what happens after it's installed.

When a resident moves out, how quickly can staff remove their access? What happens when a delivery driver arrives after the leasing office closes? And if the callbox breaks, who fixes it?

These are problems we've heard about in conversations with apartment property managers and gated community managers. Some are dealing with unreliable equipment. Others are spending more than they expected on repairs or managing access credentials.

If you're comparing apartment access control systems, here are five things I'd pay attention to.

1. Look Beyond the Installation Price

Most access control proposals outline the upfront costs: equipment, installation, software, and monthly fees.

What isn't always obvious is how much the system will cost to maintain.

Traditional systems may require callboxes, keypads, card readers, fob readers, controllers, and wiring. Some of that equipment sits outdoors, exposed to weather, lightning, and physical damage.

One property manager we spoke with was dealing with repeated lightning damage to the community's callbox.

"Our main issue is lightning. And our main issue is the call box… We keep getting hit."

The callbox housed critical components of the property's access system. Repeated damage meant repeated expenses.

Later in the conversation, the manager explained what they wanted to accomplish:

"The goal is to try and reduce our capital expenditures that we're having to put out because of that."

Another manager described a vendor that charged for nearly every service request and took too long to respond.

These conversations are worth keeping in mind when reviewing a proposal. Ask what happens when equipment fails, whether repairs are covered, and which components may need replacing over time.

Also find out whether the system requires an entirely new installation or can work with existing gates and doors.

For example, Sentry Solo uses phone-based access instead of traditional visitor-facing callboxes, keypads, and fob readers. It works with existing gate equipment where compatible, reducing the need for additional hardware at the entrance.

2. Make Sure Residents Can Actually Use It

Residents may use an entrance several times a day. If opening the gate is complicated or unreliable, the leasing office will probably hear about it.

One manager described a system that had become increasingly unpredictable:

"The gate opens up, and it won't close… The call box, sometimes it works when it wants to."

The manager suspected the equipment was outdated.

A gate that won't close is a security concern. A gate that won't open leaves residents waiting for someone to let them in. Neither is something you want to discover after installing a new system.

During a demo, ask to see exactly how a resident enters the property. Don't settle for screenshots of the administrator dashboard.

What happens when someone gets a new phone? Can residents use the same credential for the main gate, building entrances, and amenities? What happens if their phone isn't available?

Also consider how much training residents will need. A system might be easy for someone who uses technology all day but confusing for someone who rarely downloads apps.

With Gate Sentry, residents use VirtualKey in the mobile app to open authorized gates, doors, and amenities. Gate Sentry is also currently beta testing Sentry Beacon, an optional hands-free resident access feature at participating properties.

Whatever system you're considering, ask the vendor to demonstrate it as though you were a resident using it for the first time.

3. Think Through How Guests and Deliveries Get In

Visitor access can get complicated quickly at an apartment community.

Residents have friends and family visiting. Delivery drivers need to reach apartments. Contractors may need access during certain hours, and leasing staff aren't always available to help.

According to Parcel Pending's 2024 Resident Preferences Report, 73% of surveyed residents received one to three deliveries per week.

Not every delivery requires someone to pass through a controlled entrance, but for properties where it does, delivery access is a regular part of the day.

Traditional callboxes usually require visitors to find a resident, place a call, and wait for someone to let them in.

One property manager described a frustrating problem with a callbox connected through a VoIP phone line. The guest could reach the resident, but pressing the button to open the gate didn't always work.

"We go to hit the 9… it does not always seem to make it to the gate."

The resident answered the call and tried to open the gate. The guest was still stuck outside.

When comparing systems, ask the vendor to demonstrate a few different situations.

How does a resident invite someone over for the weekend? Can they send access ahead of time? Does it expire automatically? How does a delivery driver get in? What about a contractor who needs access for only a few hours?

These are different situations, and they don't necessarily need the same entry method.

How Sentry Solo Handles Visitor Access

Sentry Solo provides different options depending on who's arriving.

• Residents use VirtualKey to open authorized entrances from their phones.
• Guests receive a SoloPass by text or email. They can open an authorized entrance without downloading an app, creating an account, or entering a code.
• Vendors scan the SentrySign QR code to open VirtualKeypad in their phone's browser, where they enter their assigned access code.
• Visitors without a pass or code can use Intercom to contact a resident without exposing personal phone numbers.

When reviewing another system, ask to see each of these types of entry in action. A quick resident entry demo doesn't tell you how well the system handles everyone else arriving at the property.

4. Find Out What Happens When the System Breaks

It's easy to overlook technical support when everything works during a demonstration.

It's much harder to overlook when the entrance stops working and residents are calling the office.

One manager told us their gate company was slow to respond to repairs. The property's backup system also shut down frequently, leaving residents without a reliable alternative.

Another described being charged for nearly every request while still struggling to get a timely response.

Before signing a contract, find out who handles repairs and technical support. Is there an additional charge for service? What happens after hours? If equipment needs replacing, how long could the entrance be affected?

Internet outages are another thing to ask about.

Cloud-based systems let staff manage access remotely, but that doesn't automatically mean every entry method works without an internet connection.

At staffed gates, the Gate Sentry guard tablet keeps working offline during internet outages, and logged check-ins sync when the connection returns. For any system you're considering, ask which credentials continue working during an outage and what happens to access records when connectivity returns.

Ask About Move-Ins and Move-Outs, Too

Equipment reliability is only part of managing access.

Apartment communities have residents moving in and out regularly, and staff need to keep those changes reflected in the access system.

If someone moves out on Friday, can their credentials be removed that day? Does staff have to deactivate a physical fob? What if the resident had access to several buildings or amenities?

It's also worth asking whether the system maintains a record of administrative changes.

With Gate Sentry, administrators manage resident access through a cloud-based dashboard. When a resident is removed from Gate Sentry, their associated Gate Sentry access credentials are revoked.

That means staff don't have to retrieve a physical credential to remove that person's Gate Sentry access.

5. Consider How You'll Manage Multiple Properties

Managing access at one apartment community is different from managing an entire portfolio.

If every property uses different software, regional managers may have to switch between systems just to check activity, update permissions, or help on-site staff.

Before choosing a system, find out whether one administrator account can manage several properties.

Ask how staff permissions work, too. A leasing agent may only need access to one community, while a regional manager may need to oversee several.

If your company uses property management software, ask about integrations. More specifically, ask what information is synchronized and what still requires someone to make a manual change.

An integration that imports resident information is different from one that automatically updates access when someone moves out.

Gate Sentry allows administrators to manage multiple properties from one login. Access hours can also be managed by entrance and group through the Access Scheduler.

If you're planning to add properties in the future, it's worth finding out how much work adding another location will involve.

What I'd Ask During an Apartment Access Control Demo

Before making a decision, have the vendor walk through the situations your staff deals with every week.

Don't just ask whether the system supports mobile access or visitor management. Ask to see those features working.

Have someone demonstrate how a resident opens the gate, how a guest gets in, and how staff remove access after a move-out.

Then ask about the less convenient situations. What happens if the internet goes down? If a resident loses their phone? If the entrance stops responding on a weekend?

And if you're replacing an existing system, explain what's wrong with it today.

A property dealing with constant callbox repairs has different priorities from one struggling with guest access or managing credentials across several buildings.

The demo should address those problems, not just introduce another list of features.

Apartment Access Control Without Traditional Callboxes and Keypads

Sentry Solo is Gate Sentry's access control solution for unmanned gates, doors, and amenities.

Residents use VirtualKey, guests receive SoloPass, and vendors use VirtualKeypad. Visitors who need to contact a resident can use Intercom.

The system works with compatible existing gate equipment and reduces the need for traditional visitor-facing hardware. Property staff manage credentials, access schedules, and activity through Gate Sentry's administrator dashboard.

Most properties are live in 30 days or less, with Gate Sentry assisting with data import and training.