Why guest and vendor access needs an upgrade

If your team is still handing out spare keys or sharing permanent door codes with cleaners, contractors, dog walkers, or delivery drivers, you are accepting more risk than you realize. Unmanaged entry creates blind spots in your incident response, increases liability, and frustrates residents when something goes wrong and no one can see who was inside and when.

Modern apartment access control replaces guesswork with clear rules and audit trails. Time-limited mobile passes and PINs, issued through a cloud console, make guest and vendor entry simple for residents and staff, and fully accountable for management. With an integrated approach from SSP security solutions, you can control every door, set precise schedules, and prove exactly what happened at any entry point.

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What “time-limited, trackable, accountable” looks like

A solid program covers these three pillars.

1) Time-limited

Issue passes that expire automatically. Limit by date, time window, and door group. Examples:

  • Contractor pass active Tuesday 9:00 to 12:00 for unit 304 and service hall

  • Dog walker pass active weekdays 12:00 to 2:00 for lobby, elevator, and a single floor

  • Weekend guest pass active Saturday only for front gate and lobby

2) Trackable

Log every event with user, door, and timestamp. Tie video snapshots to access events. Export reports for investigations, board packets, and insurance.

3) Accountable

Use role-based permissions, resident ownership of personal guest passes, and property-level policies that define who may invite whom, to which spaces, at what times. Violations trigger alerts and automatic revocation.

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How SSP implements guest and vendor control

An effective program blends hardware, software, and policy. SSP designs systems that align all three.

  • Smart locks for condos and common areas
    Battery-backed devices with local credential caching keep working during outages. Ideal for units, storage, and amenity rooms.

  • Video intercom for apartments and gates
    Residents see who is requesting access and approve from a phone. Managers can issue temporary QR or PIN credentials directly from the intercom platform.

  • Mobile access systems
    Residents unlock with a phone or watch. Vendors receive temporary mobile credentials or one-time codes. No permanent fobs to lose.

  • Cloud dashboard
    One console controls passes across multiple properties. Create templates for cleaners, HVAC, pest control, and recurring visitors. Apply them portfolio-wide in seconds.

  • PMS integration
    Move-ins and move-outs sync automatically. Guest permissions tied to a resident are disabled when that lease ends, which eliminates manual cleanup.

  • Cameras and event correlation
    Door events can be aligned with video clips for a complete timeline. This is crucial for resolving disputes and producing evidence.

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Sample workflows that reduce risk

Recurring contractor

  1. Property manager assigns the “Licensed Contractor” template

  2. Pass is active Tuesdays and Thursdays, 8:00 to 4:00, for service entrances, elevator, and work floors

  3. Events and dwell time appear in a weekly report

Short visit guest

  1. Resident generates a 4-hour guest pass from the app

  2. Guest receives a text link with instructions and a PIN

  3. PIN stops working at the end of the window, no cleanup required

Delivery access

  1. Courier credential works only at the package vestibule during posted delivery hours

  2. Anti-tailgating rules and camera snapshots document each entry

  3. Residents get an automated notification when their package room is accessed

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Policy checklist for property managers

Use this list to formalize guest and vendor access in your community standards. SSP can provide a customizable template.

  • Eligibility
    Who may issue guest passes, and for what types of spaces

  • Time limits
    Default windows for one-time guests, recurring vendors, and weekend visitors

  • Door groups
    Which doors are available to each pass type, for example lobby and elevator to floor, not unit

  • Identity
    Optional collection of name, mobile number, or ID for vendor classes

  • Behavior rules
    No code sharing, no propping doors, no escorting additional people

  • Enforcement
    Violations lead to automatic revocation and possible fines as stated in the lease addendum

  • Privacy and retention
    Retain access logs and video for a defined period. Publish your resident-facing privacy summary.

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Five metrics that show the program is working

Measure these monthly at the building and portfolio levels.

  1. Lockout rate per 100 units
    Lower is better. Mobile and guest passes typically reduce lockouts significantly.

  2. Unauthorized entry attempts
    Track denials at sensitive doors. Spikes signal training or configuration gaps.

  3. After-hours pass usage
    Alerts to misuse or legitimate needs that warrant schedule adjustments.

  4. Support tickets related to access
    Expect a drop as residents self-serve guest entry.

  5. Average time to revoke vendor credentials
    With SSP, revocation is immediate and logged, which supports compliance.

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Frequently asked questions

What if the power or internet goes out
SSP-deployed systems cache credentials locally and support battery backup. Doors continue to honor valid passes, then sync events when connectivity returns.

Can we limit vendors to the elevator and a single floor
Yes. Use door groups and floor permissions so a contractor reaches only approved spaces.

Do residents need an app to issue a guest pass
The resident app is the simplest method, but staff can issue passes from the cloud console for any resident as needed.

How do we prevent code sharing
Set short durations, link passes to a phone number, and enable alerting for repeated entries or unusual patterns. Pair sensitive doors with intercom video snapshots.

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Why this matters for leasing and retention

Residents feel safer and more in control when guest entry is simple and transparent. Prospects see a professional operation during tours. Staff spends less time chasing keys and more time serving people. These improvements show up in reviews, renewals, and referrals, which directly supports revenue.

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How SSP can help

SSP designs and supports integrated programs that bring guest and vendor access under one roof. Our team audits your current setup, maps door groups and schedules, selects compatible smart locks and intercoms, and delivers a cloud dashboard that your staff can use with minimal training. We also provide policy templates, resident onboarding materials, and portfolio reporting.

Ready to make guest and vendor entry time-limited, trackable, and accountable
Schedule a consultation with SSP to see a tailored workflow for your buildings.