Home Systems Everything You Must Know About Key Track System For Apartments

Everything You Must Know About Key Track System For Apartments

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In today’s world, managing access to physical spaces is more important than ever. It’s particularly crucial in shared residential environments such as apartments where there are multiple individual units, common areas, and amenities. One way to manage this access effectively and securely is through key tracking systems. This blog post will delve into everything you need to know about key track systems for apartments, from how they work, the benefits they offer, to what factors you should consider when choosing a best key management system here. Let’s start with understanding what a key tracking system is.


A key tracking system offers a secure and efficient method of managing access to different areas within a building or complex. It helps maintain control and oversight of key usage by automatically using track keys, checking access permissions and creating an audit trail every time a key is used, thus providing complete accountability. The goal is to ensure only authorized personnel can access certain areas, enhancing the security of the premises.

What Is A Key Tracking System

A key tracking system is a sophisticated software solution that manages the distribution, usage, and storage of physical keys. It’s especially beneficial for large properties like apartment complexes where numerous keys are in circulation. Some systems also incorporate electronic devices like key fobs or cards, offering a keyless entry system for added convenience and security.Implementing a key track system for apartments is essential for efficient asset management solutions. This system allows property managers to manage keys effectively, ensuring that all the keys are accounted for and securely tracked. The key track system not only streamlines key management but also provides added functionalities such as package tracking, contributing to an organized and secure environment within the apartment community.

A key track system for apartments can reduce the average time spent searching for misplaced keys by 40%, significantly enhancing operational efficiency and save time for property managers.

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Key Tracking Systems For Apartments

When it comes to apartment complexes, key tracking systems can serve a variety of functions. They not only manage access to individual apartments but also control access to shared facilities and amenities. Let’s take a closer look at how these electronic key management systems benefit multifamily properties.

Key Tracking System For Multifamily Properties

With the use of key tracking systems, property managers can streamline the process of granting and revoking access to various parts of the building. This system offers a seamless way to track who has access to what areas and when, which is critical in maintaining security and order within the various property manager does.

The return on investment (ROI) for apartment complexes implementing key track systems is estimated to be around $5 saved for every $1 spent on equipment, demonstrating the cost-effectiveness and long-term financial benefits of adopting this technology.

Managing Amenity Spaces

Most apartment complexes provide various amenities like gyms, swimming pools, or community halls. A key tracking system can help manage access to these spaces, ensuring only residents and their authorized guests can use them. Furthermore, some key management systems even allow residents to reserve amenities online or through a smartphone app, adding to their convenience. For example, BuildingLink allows residents to reserve amenities right from their smartphones.

Securing Restricted Areas In Offices

In addition to managing residential spaces, key tracking systems also play a crucial role in securing restricted areas within the administrative offices of apartment complexes. These could include maintenance rooms, storage areas, or areas housing sensitive data. By controlling who can access these areas, property managers can minimize the risk of theft, vandalism, or unauthorized access.

Implementing key track technology can result in an average 30% decrease in instances of lost or stolen keys, contributing to improved security and minimizing the risk of unauthorized user access.

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How Key Tracking Systems Work

Key tracking systems work on the principle of authorization and authentication. The system checks if a person trying to gain access has the right credentials. If the credentials match with what’s stored in the system, access is granted. The whole process is automated, efficient, and secure. Let’s explore this in more detail.

1. Understanding Key Fob Entry Systems

Key fobs are electronic devices that allow authorized tenants to unlock doors without physical keys. They communicate with the building’s access control system to grant entry. Besides being convenient, key fobs also offer enhanced security as they are harder to duplicate compared to traditional keys.

Real-time tracking capabilities in modern key systems result in an average 15% improvement in response times during emergencies, enhancing the ability to address security incidents promptly in apartment communities.

2. The Role Of Access Readers

Access readers are devices that read the information stored on a key fob or card. They emit electromagnetic fields known as excite fields. When a key fob or card comes in range of this field, the reader checks the credentials. If they match, the door is unlocked. Today, many different types of access readers are used, including Wiegand key cards, swipe key cards, RFID key fobs and cards, and proximity cards.

A centralized key track system can handle an average of 500 to 1,000 keys, providing scalable key management solutions for apartment complexes with diverse security and access needs.

3. Presenting Credentials For Access

When a tenant presents their key fob or card to the access reader box, the system checks the credentials. If they match what’s stored in the system, access is granted. This process happens within seconds, making it a quick and efficient method of entry. Plus, every time a key fob is used, an audit trail is created, allowing property managers to track who accessed what areas and when.

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Key Tracking System Buyer’s Guide

Choosing a key tracking system for your apartment complex can seem daunting given the numerous options available. However, by considering several key factors, you can make an informed decision that best suits your needs. Here are some things to keep in mind.

Key Management And Storage Issues

Think about the key management and storage issues you currently face. Do you struggle with lost keys? Do unauthorized individuals gain access to certain areas? Once you identify these issues, you can choose a key management system that best addresses them. For instance, if you have problems with lost keys, a key fob system might be a good solution.

Access control systems integrated with key track technology experience an average 20% increase in overall security effectiveness, ensuring tighter control over who accesses specific areas and when.

Factors To Consider When Buying A Key Tracking System

When buying a key tracking system, consider factors like cost, ease of use, scalability, and integration capabilities. You want a system that fits your budget, is easy for both staff and residents to use, can grow with your property, and can integrate with other existing asset management systems.

Recommended Key Tracking Systems On The Market

Several key tracking systems are popular in the market today, including HandyTrac, KeyTrak, and Keyper. Each company has its strengths and unique features. When choosing a system, it’s best to get a demonstration or trial, ask for references, and read reviews to make an informed decision.

Key track systems can reduce administrative workload by an average of 25%, streamlining processes related to key issuance, return, and tracking for apartment and management systems.

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Final Thoughts

Key tracking systems for apartments offer numerous benefits, from enhanced security and efficiency to improved convenience for residents. By understanding how these systems work and what to look for when purchasing one, you can find a solution that best meets the needs of your property and its residents. With the right key control system in place, managing keys and access control can become a seamless, hassle-free process.

Last Updated on November 29, 2023 by Parina


  • Parina

    Parina Parmar is a full-time dog mom with a knack for content, editing & advertising. She has years of experience in the communication industry, and her dedication to maintaining the integrity of the author's voice while ensuring clarity and coherence in the text sets her apart in her field. She is dedicated to immersing her love for culture, music, and the advertising industry in her works.


    • Bachelors in Journalism and Mass Communication
    • Specialization in SEO, Editing, Digital Strategy, Content Writing & Video Strategy


    • Bachelors in Journalism and Mass Communication
    • Diploma in Fashion Desgining
    • Performance Marketing by Young Urban Project