Why You Should Unify Smart Access Control and Self-Guided Tours

With self-guided tours (SGTs) becoming a standard in the rental industry, there are increasingly more ways to offer them, not all of which are secure or effective. At the bare minimum, SGTs should rely on unique access codes that remain within a closed system. That means leasing agents aren’t texting or calling renters to give them codes during a tour. To make this happen, operators must implement a smart access control system that is fully integrated with their self-guided touring platform.

This unified way of facilitating SGTs has a number of advantages, including increased security, staff convenience, and tour completion rate. 

What Does It Mean to Unify SGT and Smart Access Control?

Smart access control is the foundation of safe self-guided touring. Unifying these systems means that the software platforms are communicating with each other directly, and the renter experience is wholly contained to one app or website. Staff should never have to intervene in a self-guided tour—not to text the renter a code, call the renter and give them directions, nor even ‘buzz them in’ remotely. It should be a completely hands-off experience, with security built into every step.

How It Works

A true, safe SGT experience starts with booking the tour. Ideally, the prospect will have completed some kind of identity verification beforehand, and another identity and location verification once they arrive at the property. This should all happen within an app or browser experience. 

At the community entrance, the app will ask the renter to input the entry device’s serial number, then provide a time-based code to enter. This will be the same at the unit entrance and at any amenity entrances, if amenity touring is available. 

The hardware needed for self-guided tours will usually come in the form of an access panel/reader, smart lock, or smart lockbox. Smart locks and access panels can keep a log of every lock/unlock, with unique codes for regular users like staff and residents, and one-time expiring codes for self-touring prospects.

Keyless Entry

The most secure way to offer self-guided tours is to implement a completely keyless system. This is why we recommend upgrading to permanent hardware, i.e. smart locks and access panels/readers rather than lockboxes. Reliance on physical keys can pose a potential security and cost risk for self-guided tours; keys can be lost, copied, or stolen. Lockboxes also have to be removed before move-in and added back after move-out, adding another friction point in the process for staff. Eliminating keys also means no lockouts or replacement key costs. 

Most smart access devices will also have an autolock feature, so you don’t have to worry about prospects forgetting to lock the entrance when they leave. This is far more secure and far less expensive long-term not only for SGTs, but for daily resident life.

Access panels and smart locks can also act as a selling point for your property. Instead of dealing with a clunky lockbox, prospects can interact with the quality hardware they will continue to use after signing a lease. The convenience of the tour reflects the convenience of their everyday experience as a resident at your property. 

For more on the operational benefits of smart access control, check out this blog.

Expiring Codes 

A comprehensive SGT platform will integrate with your smart access devices to automatically generate a unique code for each tour. This code will only be released to the touring renter when they are physically at the property, requiring them to input the serial number of the device they are attempting to access. Then, after the duration of the tour, the code expires and will no longer work on the device. This is more secure than relying on a leasing agent to generate a new code every time (or worse—reuse codes for multiple tours).

TourPass

Integrated smart access control not only makes SGTs more secure, but also more convenient for renters. Just as you don’t have to worry about stolen keys, renters don’t have to worry about replacing them at the end of a tour. But there are even ways to get around using codes.

For example, TourPass is Rently’s proximity-based smart lock feature that streamlines access for self-guided tours. With this feature enabled, a smart lock will automatically unlock via Bluetooth when the touring renter is near the unit.

This process reduces a potential drop-off point during tours by removing steps that involve verifying location, entering a serial number, and entering an unlock code. Each new step in the touring process creates a point of vulnerability, so Rently’s goal is to make every tour as quick, seamless, and straightforward as possible.

Activity Log

A proper access control platform will keep a detailed log of every entry event, complete with the method of access and the identity of the user. This is done via tracking the unique codes for every user, even the expired codes, or via app or fob. 

At Rently, our Access Panels integrate with our security cameras to make it easy to access footage for specific entry events. From the activity log, users can simply click the icon for each event to see the associated footage at the correct timestamp, saving significant time spent scrubbing through recordings and logging in to multiple platforms. 

Managers can also set custom alerts within the Rently portal to notify your staff of suspicious events, like doors being propped open, or vacant units being accessed outside of expected hours. Residents can set similar alerts within their renter apps after move-in.

Conclusion

Smart access control makes SGTs possible, but it’s also a common point of failure in the renter journey. If leads can’t get in the door, they leave, and they don’t come back. 

Integrating your smart access control system with SGTs can greatly improve the security and effectiveness of your tours. Reduce as many friction points as possible to improve the quality of your tours and help you sign leases faster. 

To get started with your own seamless self-guided tours and access control, book a demo.