Before smartphones — even before mobile phones — access control at multifamily communities was primarily built on fob-based systems for residents and telephone entry systems for guests. Residents would use a physical fob to open common doors and gates, while guests needed to call a unit or leasing office from a static panel at the gate. If no one answered, they had no way in.
There was no app, no notification, no way to confirm arrival — access was physical and disconnected.
The consumer tech world was the first to embrace mobility. As smartphones took over, the idea of keyless access started to feel not just convenient, but expected. Eventually, this shift made its way into the multifamily space, though adoption was initially slow.
Ten years ago, mobile-first access control systems were virtually non-existent in multifamily housing. Today, they are steadily becoming the new standard, particularly in Class A properties and new construction projects. Residents now expect to use their phones not just to unlock a door, but to manage their entire experience — from package delivery to guest access.
When smart access first began entering multifamily, it was the common areas that got the most attention. That’s because common areas are the most visible friction point for both residents and managers:
- Pool gates, gyms, and business centers that required keycards
- Broken intercoms or unresponsive telephone entry systems
- Long delays in issuing or disabling credentials for move-ins and move-outs
Smartphone-based access made all of this smoother, faster, and more secure. With app-based credentials and cloud-connected platforms, managers could issue or revoke access instantly, and residents could buzz in guests from anywhere.
Guest access has also undergone a major transformation. It started with telephone entry systems, where guests would call a resident or the leasing office from a static box at the gate. These systems were slow, prone to issues, and offered little flexibility.
Then came smart intercoms, which introduced video calling and mobile notifications, allowing residents to see and speak with their visitors via smartphone apps — even if they weren't home.
Today, we’ve reached an even more streamlined solution: the virtual call box. With no dedicated hardware required, guests can scan a QR code posted at the gate, access a digital directory or call interface, and connect with a resident directly on their smartphone. This approach reduces hardware costs, simplifies installation, and delivers a frictionless experience that matches the mobile habits of today’s users.
As common area access matured, attention shifted to smart units. In-unit smart devices unlock a deeper level of operational and lifestyle value, especially when combined with property-wide access control.
Among all smart apartment technologies, the smart lock stands out as the most critical component. It improves both security and convenience for residents and transforms operational efficiency for managers. A smart lock has a clear life cycle:
- Vendor access during turns, enabling easy and secure unit turnover
- Self-guided tours, streamlining the leasing process and reducing staffing costs
- Resident convenience and safety, offering keyless entry, guest codes, and remote control
The market has shown strong trust in four major providers: Yale, Schlage, Dormakaba, and Salto. While other vendors are beginning to enter, these four dominate in terms of reliability and industry confidence.
Locks come in two primary types: online and offline. Online locks offer real-time connectivity and the benefit of instant updates and monitoring, but at the cost of faster battery depletion. Offline locks, on the other hand, are ideal for retrofit scenarios without managed Wi-Fi. They use Bluetooth via App Clips or time-sensitive codes entered through the keypad for remote access, providing flexibility without heavy infrastructure demands.
Second only to the lock is the smart thermostat — a device with tremendous behind-the-scenes benefits. Beyond energy savings, smart thermostats help prevent mold and humidity issues, identify HVAC problems early, and ensure that vacant units remain within safe temperature ranges. For property managers, this is a tool for both resident comfort and asset protection.
Other valuable smart apartment additions include leak detection sensors, which provide early alerts to prevent costly water damage, and smart light controls, which add convenience for residents and can support energy savings and automation for vacant units or showings.
As with most technologies, adoption started with Class A properties and new developments. These projects had the budget, flexibility, and resident expectations aligned with innovation. Today, we’re seeing increasing demand from Class B and Class C properties, particularly in retrofits where wireless solutions and modular integrations reduce the need for expensive upgrades.
What once seemed futuristic — using your phone to open any door, at any time, from anywhere — is quickly becoming normal.
Smart apartment technology adoption varies greatly depending on the financial context. New construction or value-add renovations after a property takeover often include smart upgrades under a larger CapEx budget. These projects can afford to implement smart devices across an entire community at once.
In contrast, operators working under tight NOI constraints need a more flexible strategy. In these cases, it’s crucial to choose a provider that allows for gradual implementation — enabling units to be upgraded one at a time as they become vacant.
When evaluating providers for smart apartment technology, several key factors should be considered:
1. Unified platform – Ideally, the same vendor can support both common area and unit access, simplifying management and reducing fragmentation.
2. Gradual rollout capabilities – Especially important for retrofits, the provider should enable one-by-one deployment aligned with unit vacancy.
3. PMS integration – Deep integration with the Property Management System helps automate workflows, access control, and forecast which units will soon become vacant.
4. Open hardware standards – Using widely supported smart devices (especially for locks and thermostats) ensures future flexibility and avoids being locked into a single software ecosystem.
The access control landscape in multifamily is evolving toward one of integration, intelligence, and resident-centric design. While we’re not yet at full saturation, the direction is clear: mobile-first access and smart units are no longer premium perks — they’re operational necessities.
As technology continues to mature and costs decline, even the most traditional communities will find themselves making the switch — not just to keep up, but to provide the experience that today’s residents expect.
Amit Sherman is the CEO and Co-Founder of Gatewise, a leading provider of simple and affordable access control solutions for the multifamily industry.
Gatewise offers a simple and modern gate entry system that provides residents with a mobile app and managers with a cloud-based management portal.
