The trouble with ordinary keys
In a great many blocks of flats, nobody knows how many copies of the front door key are in circulation. Tenants who moved out, previous owners, cleaning firms, trusted delivery drivers, relatives. Every copy is an open door you cannot close without changing the barrel and handing new keys to everyone.
Electronic keys, whether proximity fobs, access cards, codes or a phone, solve exactly that: each resident holds a credential that can be issued or cancelled at any moment, without touching the lock. Below we set out the real benefits, which technology to choose in 2026 and how a system is rolled out in a building. For the full service, see alarms and access control.
The main benefits for a residents’ association
1. Real control over who gets in
If somebody loses a fob, it is cancelled and stops working there and then. If a flat changes tenant, their credentials are voided and new ones issued. No locks to change, no copies to cut for the whole building.
2. Access by time of day or by area
A properly configured system lets each credential open only what it should:
- The cleaning contractor, mornings only and the front door only.
- Residents with a parking space, the garage door as well.
- The gardener or the pool maintainer, only on their day and in their window.
That is especially useful on estates with several gates, storerooms, a communal pool or courts.
3. Credentials that are hard to clone, if you choose well
It is worth being blunt here: not all technologies are equally secure. Older 125 kHz fobs can be copied easily with cheap equipment. Encrypted 13.56 MHz credentials, the MIFARE DESFire families for instance, are far more resistant to cloning. If the association is investing in a new system, it is worth insisting on an encrypted technology.
4. An access log
Many systems record which credential opened which door and when. It helps clear up incidents, such as a door left open or misuse of the garage. That log contains personal data, so it has to be handled discreetly and in line with data protection law; the property manager is usually the one who looks after it.
5. Less lock maintenance
With fewer mechanical keys in use, barrels wear more slowly and you avoid changing the lock every time one goes missing. Maintenance shifts to the reader, the electronics and the door release, which with a periodic check give very little trouble.
6. Convenience for residents
Holding a fob up to a reader is quicker than hunting for a key, especially with shopping bags or a pushchair. Older residents and anyone with reduced mobility particularly appreciate it when it is paired with an automatic door opener.
Types of credential compared
| Credential | Advantages | Things to bear in mind |
|---|---|---|
| Proximity fob or access card | Cheap, convenient, easy to cancel | Choose an encrypted technology to avoid clones |
| Code keypad | Nothing to lose | Codes get shared; change them regularly |
| Phone (Bluetooth or NFC) | Issued and cancelled remotely, nothing to hand over | Needs an app and a charged phone; not everyone will use it |
| Remote control | Ideal for garages | Some older systems can be copied |
The usual arrangement is a mix: a fob for the front door, a remote or fob for the garage and, if the association wants it, phone access for those who prefer it.
Tying it into the door entry system
The proximity reader can sit in the video entry panel itself, or as a separate module beside the door. Building it into the panel looks tidier and shares the same power supply and door release. If the association is also thinking about renewing the door entry system, it makes sense to do both at once; door entry systems covers the options.
How it is rolled out in a building
- A site visit: we look at the doors, front door, garage, storerooms, pool, at the type of lock or magnet, and at the power available.
- A proposal: how many readers, which credential technology, local or cloud management, and how many credentials per flat.
- A decision at the meeting: since it is an installation in communal areas, it is normally approved by the owners’ meeting. Your property manager will tell you the procedure.
- Installation: mounting the readers, cabling, the controller and testing every door.
- Issuing credentials: fobs or cards are handed out, linked to each flat, with one person left responsible for issuing and cancelling them.
What happens in a power cut?
This is the question that always comes up at meetings. There are two technical answers: fit a battery or uninterruptible supply that keeps the system running for a while, and always keep a mechanical key override for emergencies. On top of that, fire escape doors must always open from the inside without a credential.
Mistakes worth avoiding
- Choosing unencrypted fobs purely on price.
- Not appointing anyone to issue and cancel credentials, which throws away the main advantage.
- Fitting a reader exposed to sun and rain with no protection, something to watch in seafront buildings like those in Cambrils or Salou.
- Not keeping spare credentials for new residents.
Is it worth it for a small building?
In many cases, yes. Even with only a few flats, the saving on lock changes and the peace of mind of being able to cancel a lost fob justify the work. Smaller buildings usually go for a simple reader on the front door with local management, without any complicated software.
If your residents’ association is thinking about leaving ordinary keys behind, ask us for a quote with no obligation. We visit the building, explain which technology suits it and prepare a clear proposal you can put to the meeting.