Best Practice for Using Access on a Main Entry Door in an Apartment Building
When using Aptly Access on a main entry door (such as the front door of an apartment building), it’s important to balance security, convenience, and clear communication with prospects. Below are recommended best practices:
Use Time-Bound Access Codes
- Always set a time-bound code on the lock rather than a permanent one.
- Update this code daily or at another regular interval (e.g., weekly) to minimize the risk of unauthorized re-entry.
- This ensures that only approved prospects and residents have temporary, controlled access.
Share Codes Securely in Approval Emails
- Provide the access code directly in the tour approval email so the prospect has everything they need in one place.
- Clearly state the validity period of the code (e.g., “This code will expire at 7 PM on [date]”).
- Include basic lock instructions if needed (e.g., where the keypad is located, how to enter the code, and any confirmation signals such as beeps or lights).
Unit Association Is Optional but Has Limitations
- You do not need to associate a lock on a main entry door with a specific unit in Aptly.
- However, note that without linking it to a unit, you will not be able to switch the lock into Tour Mode or Resident Mode.
- This limitation is not a blocker — you can still fully use the lock for secure access control on the main entry door.
Operational Recommendations
- Keep a simple log of when codes are updated and by whom for accountability.
- If multiple tours are scheduled on the same day, use a shared code that expires after the last appointment, then reset it.
- Remind prospects that the code only provides access to common areas and that an additional code or key will be provided for the specific unit (if applicable).