Managing an apartment complex or any other multi-dwelling unit is a demanding job that requires juggling a ton of responsibilities, from managing tenants to maintenance requests to rent collection. Without smart apartment software, these tasks can become overwhelming, leading to inefficiency, security risks, and unhappy residents. Let’s explore the challenges property managers face when managing an apartment complex manually and how a smart platform integrated with ProdataKey (PDK) access control can simplify the day-to-day.
Every Day Struggles of Traditional Property Management
Property management involves overseeing real estate, oftentimes by third-party managers, who handle various types of properties. They typically have a long, varying list of responsibilities and not using smart management software can make the processes tedious.
Tenant Screening and Leasing
Without smart apartment access control software, tenant screening can be a time consuming process that involves manually reviewing tenant applications, completing background checks, and double-checking references. Drafting, signing, and renewing leases requires sending back and forth documents or maybe even physical paperwork and in-person meetings.
Collecting Rent
One of the biggest tasks for a property manager is collecting rent payments. Taking payments without automation can lead to late payments, missed payments, and complicated follow-ups. Property managers might have to deal with chasing down tenants or manually processing checks, which could result in delays and human error.
Maintenance Coordination
Arranging for repairs, maintenance requests, and other service calls is a huge challenge without an integrated access and management solution. Property managers need to schedule appointments, ensure the request gets completed on-time, and keep tenants informed. It can also be a hurdle to coordinate service calls to make sure residents are at home to give vendors access.
Security
Managing security in a traditional setup involves handing out mechanical keys, recording the information, and rekeying locks when keys are lost, stolen, or when a resident’s lease is up. Mechanical systems are not just inefficient but also have significant security risks, especially with large properties with lots of units, meaning lots of keys to track.
Attracting and Keeping New Tenants
Today’s rental market is as competitive as ever, so attracting new residents and keeping them is crucial. At the same time, it’s challenging to meet the growing expectations of tenants and beat out the competition without modern tools. People expect convenience, security, and seamless access to their units and amenities, and when these needs aren’t met, they might look elsewhere.
How a Smart Platform Integrated with ProdataKey Access Control Solves the Problems of Property Management
Integrating smart apartment software with ProdataKey cloud-based access control can solve these headaches, making property management more efficient, secure, and resident-friendly.
Simple Tenant Management
With an integrated access and smart software interaction, taking in tenant applications, lease signing, and renewals can all be handled online through one unified interface. Automated background checks, online leases, and e-signatures speed up the initial move-in process and reduce errors. Newly approved tenants can be added to the software once, and then their access permissions are automatically added across all of their relevant access points. This eliminates manual key management altogether.
“It is just a lot less legwork… they add a new person to their PMS (Property Management System), and it’ll automatically transfer over into PDK instead of having to jump back and forth between platforms,”
Marshall Burton, Regional Sales Director at PDK
Automatic Rent Collection
Smart platforms enable automated rent payments, reducing the risk of late or missed payments. Tenants can set up recurring payments through the same app they use for mobile access and other tasks, and property managers can easily track payments, all from a single dashboard. Some integrations even allow properties to limit access if tenants are late on payments until they are up to date.
Easy Maintenance
Maintenance requests can be submitted and tracked through the platform, ensuring requests are processed as quickly as possible. With the ability to grant remote access to maintenance staff or vendors through PDK, property managers can coordinate repairs without needing to be on-site, saving time and reducing disruptions for residents so they can go on with their days.
Enhanced Security
ProdataKey’s access control system integrates seamlessly with property management software, allowing managers to monitor and control access points remotely. Key fobs, cards, and smartphones replace traditional keys, and temporary access codes can be issued to guests and service providers.
“Access control in multifamily in general is a huge part, if not the vast majority of what the actual security for that property is,”
Marshall Burton
All access activity is logged in real-time, providing a clear audit trail and enhancing security across the property. If a credential is ever misplaced or falls into the wrong hands, system admin can instantly disable them to prevent unauthorized access.
Improved Resident Experience
Residents benefit from the convenience of using their mobile device as an access credential throughout the facility. “What a lot of property management teams talk about is being able to give their tenants the curb to couch experience, which means that they can go through the front door or any of the clubhouse doors, common doors, whatever, and then get all the way through their unit all under one app,” explained Burton. They can remotely open doors for guests, access community amenities, and even pay rent all in one place. This convenience not only meets but exceeds modern tenant expectations to keep them renewing year after year.
Managing an apartment complex without smart software is a challenging task, but it doesn’t have to be! The manual processes involved in tenant management, rent collection, maintenance coordination, and security can lead to inefficiency, error, and unhappy residents. However, by integrating a smart platform with ProdataKey access control, property managers can simplify their operations, improve security, and provide a top-notch living experience for their residents. The outcome is a modern, easier-to-manage property that stands out in today’s competitive rental market.