Key takeaways
- The choice of mobile access control vs. key fob depends on property size, resident preferences, and management goals.
- Mobile access control offers cloud-based management, flexible credentials, and stronger integration with other building systems.
- Key fob systems remain simple and reliable but create challenges with replacements, cloning risks, and limited scalability.
- Properties can adopt hybrid models to gradually transition from fobs to mobile credentials while maintaining resident flexibility.
As buildings grew more complex and technology advanced, electronic systems such as access cards and fobs became common. Now, another option has entered the market: mobile access control.
Property owners and managers are increasingly weighing the choice between mobile access control and key fob entry systems for buildings. Each option has its own strengths and challenges, and the right choice often depends on the type of property you manage and the needs of the people who use it.
This article explores what both systems offer and provides a comparison to help you decide which approach best fits your goals.
In this post:
- What is mobile access control?
- What is key fob access control?
- Mobile access control vs. key fob: Key comparisons
- Use cases: When to choose mobile access control vs. key fobs
- Transitioning from key fob to mobile access control
- ButterflyMX: A comprehensive mobile access control solution
- Mobile access vs. key fob FAQs
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What is mobile access control?
Mobile access control is a system that allows you to use smartphones and apps as credentials for entry to your building. Instead of carrying a physical card or key fob, residents, employees, or visitors can use their phone to unlock doors, gates, and garages. This method relies on mobile credentials, but how does mobile access control work exactly?
App-based access control works by connecting the mobile device to the building’s access control system, usually through Bluetooth, NFC, or a cloud connection. For example, you can open the front entrance of an apartment building simply by tapping a button in an app or presenting your phone near a reader.
In multifamily properties, mobile access control is becoming popular as renters often expect modern conveniences, and using a phone for entry fits well with how people already manage much of their daily life. It also gives you a more flexible way to issue and revoke access without requiring an in-person meeting.
What is key fob access control?
A key fob access system is a type of electronic entry method that relies on small, handheld devices called fobs. These fobs contain a chip that communicates with a reader at the door, gate, or garage. When the fob is held near the reader, the system verifies the credential and grants or denies access.
Key fob door entry systems are widely used in both residential and commercial properties. In multifamily buildings, fobs are often given to residents for front entrances, fitness centers, or shared amenities. In commercial settings, businesses may rely on commercial key fob door entry systems to manage access to offices, warehouses, or other restricted areas.
Mobile access control vs. key fob: Key comparisons
When evaluating access control options, it’s important to weigh the differences between mobile access control and key fob systems. While both approaches offer secure entry, they vary in convenience, security, scalability, and integration.
Here are some of the key differences in the two security approaches:
- Convenience and usability
- Security and risk management
- Cost and scalability
- Integration and flexibility
1. Convenience and usability
With mobile access control, residents and staff can use their smartphones as credentials, which eliminates the need to carry extra devices. They can receive access permissions digitally, avoiding the delays of handing off physical fobs or cards. These systems also support keyless entry workflows such as self-guided tours, which are becoming more common in multifamily and commercial properties.
Key fob systems remain familiar to residents of all ages. Yet, while they are widely available and reliable, they are less adaptable to digital property management environments.
2. Security and risk management
Mobile credential access control gives property managers the ability to revoke or update access instantly through the platform. This reduces the risks associated with lost or stolen fobs. Many mobile systems also support multi-factor security, such as biometrics or PIN codes, which provide an added layer of protection.
Key fob entry systems for buildings continue to offer reliable access, but they are more vulnerable to being cloned or misplaced. Key fob systems require physical distribution and collection of fobs, which creates challenges for ongoing management. Tracking and monitoring usage is also less precise when compared to digital alternatives.
3. Cost and scalability
Mobile access control reduces ongoing costs by removing the need to replace lost fobs or cards. It can scale easily across multiple properties, making it suitable for management companies with larger portfolios. In addition, mobile systems often integrate with tools such as video intercoms, visitor management, and surveillance cameras.
Key fob door entry systems have a lower learning curve and straightforward hardware requirements. However, cost can increase by nearly $100 when replacements are needed or when new fobs must be issued. These systems are also less efficient to scale across multiple buildings, which can create challenges for owners and managers of larger portfolios.
4. Integration and flexibility
Mobile access control integrates with a wide range of other property technologies, including visitor management platforms, video surveillance, and property management software. It allows for cloud-based updates and remote control, giving managers greater flexibility in how they oversee access.
Key fob systems are often standalone systems with fewer integration options. Updates typically require manual intervention, and adding new features may involve costly hardware upgrades.
Mobile access control vs. key fob systems
Use cases: When to choose mobile access control vs. key fobs
Mobile access control is best for:
- Multifamily communities. Residents can use their smartphones to access entrances, amenity spaces, and common areas. Mobile credentials simplify daily routines and reduce the need for physical keys or fobs.
- Businesses. Employees and contractors can receive digital access permissions that are easy to update or revoke. This reduces administrative work and improves security.
- Corporate campuses & office buildings. Managers can track who enters and exits, at what time, and at which doors. This data helps improve security and supports operational decision-making.
- Properties with multiple access points. Mobile systems allow managers to control many doors or common areas from a single platform. Remote updates save time and reduce the need for on-site staff.
- Higher-security sectors such as healthcare and pharmaceuticals. Mobile access supports compliance by creating more detailed audit trails than traditional fobs.
Key fob systems are best for:
- Smaller commercial properties. Key fobs provide a simple way for employees or residents to access doors without the complexity of digital systems.
- Low-tech communities. Fobs work for residents who live in low-tech environments, ensuring everyone has access regardless of technology use.
- Facilities without cloud-based management. Fob systems operate independently and do not depend on software or internet connections. This can simplify maintenance.
- Buildings with strict budgets. Fobs are easy to issue and replace on-site, making them practical for smaller buildings with manageable occupancy.
Transitioning from key fob to mobile access control
When transitioning from one access method to the other, you can easily adopt hybrid models where both key fobs and mobile credentials are used. In this case, residents and staff can continue using fobs while others take advantage of mobile access. This approach allows you to maintain security without requiring a full system replacement immediately.
What’s more, you can phase in app-based access control gradually. Managers can start by issuing mobile credentials to new residents or employees while keeping existing fobs active. Over time, more users can transition to mobile access as they become familiar with the system.
Lastly, offering the choice between mobile and physical access provides flexibility. As more people reconsider their smartphone use, the more flexibility they demand. As such, some people prefer using their phone while others prefer a fob. Allowing both options ensures that everyone can access the property in a way that works best for them.
Discover how ButterflyMX Access Control works:
ButterflyMX: A comprehensive mobile access control solution
ButterflyMX provides an Access Control System with robust mobile solutions designed to simplify property entry and improve security. The ButterflyMX OS integrates with multiple building systems, offering a unified solution for you and your tenants.
Here are the top reasons to invest in ButterflyMX’s mobile-based Access Control:
- Cloud-based management
- Multiple access methods
- Integration with other systems
- Offline access capability
- Visitor management
Cloud-based management
The ButterflyMX Access Control System is cloud-based, allowing you to manage access remotely. You can grant or revoke permissions and monitor entry logs from any location, which reduces administrative work and increases control over property access.
Multiple access methods
ButterflyMX supports several access methods, including mobile credentials, key fobs, and PIN codes. This flexibility allows residents and staff to choose the method that works best for them.
Integration with other systems
The ButterflyMX Access Control System connects to other ButterflyMX products such as Video Intercoms, Vehicle Access Controls, and Elevator Controls to create a robust security ecosystem. This integration gives you a comprehensive view of property access and improves overall security.
Offline access capability
Even during an internet or power outage, the system can still grant access if a backup battery is installed. This ensures that residents and staff can enter and exit the property without interruption.
Visitor management
Residents can provide temporary access to visitors using Visitor Passes. This feature is useful for deliveries, guest visits, or service personnel, making property access more flexible and convenient.
Mobile access vs. key fob FAQs
- What is the difference between a key fob and an access card?
- Why use an access control system instead of keys?
- Can a phone mimic a key fob?
What is the difference between a key fob and an access card?
A key fob is a small device, usually designed to fit on a keychain, that contains a chip to communicate with a reader at a door or gate. An access card works in a similar way but is shaped like a traditional card, often about the size of a credit card. Both rely on RFID or proximity technology, but the form factor is different.
Why use an access control system instead of keys?
An access control system provides greater flexibility and security compared to traditional keys. When keys are lost or stolen, locks must be rekeyed, which can be costly and time-consuming. Access control systems allow managers to revoke or update credentials instantly without changing hardware.
Can a phone mimic a key fob?
Yes, smart access control can make it easy for smartphones to function as a replacement for a key fob. By using NFC, Bluetooth, or cloud connections, phones can use digital credentials at access control readers.
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