Guide for community administrators: how to manage access and improve security

Access management is one of the most important and complex tasks for any building administrator. Maintaining efficient control over who enters and leaves, facilitating the mobility of residents, suppliers, and visitors, and at the same time ensuring the security of the building is key to a harmonious and safe coexistence.

With digitalization and technological advances, traditional physical key systems are giving way to intelligent solutions that allow access to be managed in a more flexible, secure and practical way. In this detailed guide, we explain how to implement and manage smart access in communities, the benefits they bring and real examples so that you can apply best practices in your building.

Why is it important to manage access well in communities?

In a community, access not only affects security but also comfort and daily organization. Some of the main problems faced by administrators with traditional systems are:

• Loss or unauthorized duplication of physical keys.
• Difficulty in controlling temporary access (visits, cleaning staff, maintenance).
• Problems with permission management when a resident or worker changes.
• Lack of traceability about who has accessed and when.
• Dependence on personnel to open doors or manage access.

A well-managed access system avoids these problems, reduces risks, and improves the experience of all users.

Access control systems: available options

Before choosing a solution, it is essential to know the available technological options:

1. Traditional locks with physical keys

Classic systems, easy to install but with security and management limitations. They do not allow controlling temporary access or having digital records.

2. Locks with RFID cards or key fobs

They allow doors to be opened using a card or key fob that can be programmed and revoked, improving management over physical keys. However, their management may require specific software and do not always allow remote control.

3. Smart locks with multiple opening methods

They incorporate technologies such as PIN codes, mobile applications, NFC, remote control, integration with voice assistants, and proximity cards. They allow centralized management, quick assignment of permissions and real-time monitoring.

Benefits of implementing an intelligent access system in your community

• Remote and centralized management: the administrator can assign, modify, or revoke access from anywhere and in real-time.
• Temporary access: permissions can be created for visitors or suppliers limited to specific days and hours.
• Registration and traceability: each opening is recorded with date, time, and user, improving security and incident resolution.
• Greater comfort: residents can open doors with different methods (app, PIN, card), eliminating dependence on physical keys.
• Improved security: fewer physical key copies means fewer risks of unauthorized access.

How to implement an intelligent access system: steps for administrators

Step 1: Initial Audit

Assess which doors or accesses in the building need to be digitized and what the priorities are. Consider main entrances, access to common areas, storage rooms, garages, and other sensitive areas.

Step 2: Definition of roles and permissions

Create profiles for different types of users: residents, cleaning staff, maintenance, suppliers, and visitors. Each group will have different permissions at different times and access.

Step 3: Selecting the appropriate system

Look for solutions that allow various opening methods (mobile app, PIN, card), remote management, and adapt to existing doors to avoid costly work.

Step 4: Installation and configuration

Coordinate installation with specialized technicians to ensure proper functioning and network connection if necessary.

Step 5: Training and communication to neighbors

Inform all residents about the new system, its advantages, and how to use it. Provide explanatory manuals or videos to facilitate the transition.

Step 6: Monitoring and maintenance

Regularly review access records, update permissions, and address any incidents. Preventive maintenance is key to avoiding failures and problems.

Practical example: community that improves security and reduces costs

Imagine a community of 50 residents where previously 50 copies of physical keys were managed for access doors and common areas. The administrator had to deal with lost keys, unauthorized duplicates, and frequent lock changes.

When implementing an intelligent system, the administrator assigned digital access via app and PIN, creating temporary permissions for cleaning staff and suppliers only during established hours. The main doors and common areas were left under remote control, with automatic alerts for unauthorized access.

As a result, the community reduced maintenance costs, improved security, and residents positively valued the comfort and modernization of the building.

How Raixer adds value to access management in communities

Among the technological solutions available for access control, companies like Raixer stand out for offering systems that integrate multiple opening methods (PIN, NFC, mobile app, cards, remote control) into a centralized platform. This allows administrators to easily manage access from anywhere, assign temporary permissions, and receive real-time notifications about each opening.

Raixer also offers constant technical support and remote updates that guarantee optimal operation without the need for complicated physical interventions. Its system is designed to adapt to both residential communities and coworking spaces, hybrid offices, or tourist accommodations, making it a versatile and scalable option for different needs.

Best practices to maintain security after implementing an intelligent system

• Update permissions frequently: revoke access for users who no longer need to enter (e.g., former tenants, maintenance personnel).
• Use combined opening methods: offering multiple options (app + PIN + card) helps avoid lockouts and facilitates access for different profiles.
• Monitor suspicious access: review alerts and records to detect attempts to open outside of hours or unauthorized users.
• Communicate incidents quickly: in the event of any problem, inform neighbors and suppliers to maintain confidence in the system.
• Plan preventive maintenance: check batteries, connections, and firmware of devices to avoid unexpected failures.

The digitalization of access control in communities is a growing need that brings multiple benefits: greater security, convenience for users, cost reduction, and better management for administrators.

Implementing an intelligent system requires planning, training, and monitoring, but the results in terms of peace of mind and efficiency justify the investment.

If you are a community administrator, consider taking the leap to a digital access system. Not only will you modernize your building, but you will also be offering your neighbors a more secure and comfortable experience in their daily lives.

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