Key/ access card handover

[Ravijit0]

Hello, fellow hosts!

I'm preparing to list my sea-facing apartment in Wattala, Sri Lanka soon and could use your collective wisdom on managing access.

While the flat has a smart lock, the building requires an access card for the lift. As an owner, I have two. I plan to use a lockbox for the card so departing guests can leave it for the next arrival.

 My worry: What if a guest accidentally takes the card with them? As I live far away, I can't just pop over with a spare.

Has anyone faced a similar situation? I’d love to hear your solutions.

Any advice from experienced hosts would be much appreciated!

Ravijit

[Shelley159]

Hi @Ravijit0 

Managing access to a communal building can be a real nightmare, but in your case the problem is very close to solved if your building allows a lockbox to be installed. 

A good solution could be a smart lockbox, so you can set it to send you notifications (then you know that you have to start worrying if it wasn't opened and locked again around check-out time).

Perhaps you can leave the other card with someone (or in a completely separate lockbox?). The second card will then only be used by you, or by the next guest in the very rare situation where you know that someone has actually driven off with your primary card.

The catch is this: the smart lockbox will need a WiFi connection, otherwise it can only send you notifications while you are in bluetooth range (which you won't be). So you'll have to see whether there's something that can be done to connect it (communal building WiFi? signal extender?).

If the WiFi can't work, I guess a more low-tech approach is to ask your guests to send a photo of the key in the lockbox as part of the check-out instructions. Of course the problem with this is obvious - there's no guarantee that everyone will do it.

[Ravijit0]

Thank you for the suggestions, Shelley. Unfortunately, I can't set up the internet in the ground-floor common area outside the lift. I suppose I'll request the security if they can keep the second access card as a backup.

[Nash-Cottages-LLC0]

@Ravijit0 

Bummer that some of suggestions made by @Shelley159 won't work for your situation.

I concur with your idea of having security keeping a backup. Do you know if the building has consistent security officers? That is, can you count on the same couple of people to always be there? If so, what you could do is communicate with them directly on who to expect and when. That way, if the card is not available, or even if it is, they can serve as your backup, as you noted. And, if they want to check IDs, so be it. It could serve as an extra screening for you.  If that set up works, and it were me, would find some way to compensate (if allowed by law)  them in each month or every couple of months for this bit of extra work on your behalf.

Judy

[Ravijit0]

@Nash-Cottages-LLC0 Thank you for your suggestions, Judy. Yes, the apartment complex does have 24x7 security. In fact, since the time of my post, I have been in touch with the resident manager and he has been very helpful. He offered the assistance of one of the security staff on duty who, in an emergency, could swipe his card to open the lift for my guest. Of course, this would only be after I have cleared the guest's identity.

Ravijit

[Karen114]

@Ravijit0  That’s great news! I had a similar situation with parking pass. Guest would leave to the airport with it to never be seen again. 
I have a back up pass in an envelope behind a picture frame on the wall in the event the pass is not there at check in. They can access the hidden one. The things we do lol. Always mental gymnastics and work arounds. 🙃

[Elisa]

Hi @Ravijit0 😊, 

Thank you for asking this question here.

I’m sorry Shelley’s suggestion isn’t working for you. Did you check with security to see if the other option works?

I’m also tagging other hosts to see if they have any other ideas for you: @Helen3, @Tara0, @Oksana127, @Karen114 and @Nash-Cottages-LLC0.

Thank you in advance, everyone!

[Ravijit0]

Hi @Elisa ,

Thank you for escalating my query. I have been in touch with the resident manager of the apartment complex and he has very kindly offered the assistance of the security staff in case of an emergency.

Ravijit 

[Patricia2526]

Hi @Ravijit0 

One of our listings requires an RFID card to enter and exit the apartment complex. Upon arrival, I provide guests with clear instructions on where to collect the RFID cards usually from our designated mailbox or lockbox. If guests experience any issues, I personally meet them to assist, or the on-site security team is available to help.

For check-out, I ask guests to leave the RFID cards on the dining table before they depart. To avoid any accidental mix-ups, I also request that they take a quick photo of the cards in place and send it to me before heading out. This simple step ensures everything is accounted for and helps prevent guests from unintentionally taking the RFID home with them.