KEY CARDS - for gate, pool & laundry

Hi All, Does any one have any experience and comments on hotel type key cards for access control and recording.

These would be used on the main gates, the swimming pool, the laundry rooms and clubhouse/common rooms.

We would like a record of usage, times, doors not closed, and would like to be able to programm the cards and the readers via a PC.

Do they work for you, what are the makes, costs, annual upkeep/

Thanks
AdrianC

We have a system similar to what Patrick describes. It records all the ins and outs of each key card. Every card has a number on it. That number is recorded against the homeowner who purchases it. We do make homeowners buy them after the initial ones were given to each member of the household. They can be expensive at $4-5. apiece and people are always misplacing them. When a card is lost we delete that number. It is the size of a credit card but about 4x the thickness of plastic.

We have a situation now where the ballroom and card rooms side of our clubhouse is closed because of construction. We found a few weeks ago that people were entering the rooms even though we had posted that they were closed because of construction. Because of unauthorized entry and the liability of the construction, we locked down all cards from entering after 5pm and on weekends. If there is a problem our property manager and the 5 board members were given special access to their cards if needed.

We also have incorporated our video system on the computer. Its amazing what you can do with electronics and the prices are very reasonable.

Adrian:

I have used two different systems at work, one was a card reader with keypad and the other was a fob reader. I would go with the fob reader. I like the fact that it attaches to your key ring, takes abuse, and can easily be deprogrammed in the event it is needed. The locking mechanisms we have are battery operated, so you don't need electricity to the door site. You can go as fancy as you want or as simple as you want with these.

Jim, I too am going to look into the fob system vs. simple card swipe.

In my area, everyone and their Uncle will duplicate a standard key if the price is right.

Jim:

The cost varies based on the complexity of the system. The systems I have used are middle of the road, lockset and fob reader costs about $1,000 each, with the actual key fobs being $7 each. The hard cost is the upfront software and installation and training. If you want I can email you company names. Any locksmith or handy person can install these locks, it isn't too difficult.

Hi Patrick, please would you email me info on your final choice of hardware and supplier.
Thanks Adrian

We have experience with one community that had a horrible time with key fobs at their pool. Lots of residents had fobs that stopped working and it took the MC a long time to resolve the issue. The result was people unable to use the pool for weeks at a time.

If you put in an electronic system for access to facilities you need to ensure it's reliable and that there is a responsive company ready to handle problems for the members. Your current MC contract may not include this time and expense so you need to account for the extra MC expense if needed. Don't plan on having the Board handle the key access unless they like being on call.

Robert:

There are fob systems and card systems where the lock is battery operated and retains information for a long period of time. You upload and download information to and from the lock via a PDA, then you use the PDA to upload to a computer. Easy to use.

So the keycard works with the laundry center too? Is it just for access into the laundry facility or are you actually able to pay for the the college campus laundry machines with it too? Any help here?

There is one big flaw with all card/fob reader systems: The system will tell you whose card accessed the lock but it will not tell you whether the assigned party was the one who opened the door/gate nor will it tell you how many others followed him in.

I used to work in secured data processing environments and noticed that even the most sophisticated electronic locks were constantly defeated by good manners. For these locks to work as intended, each person going through the door must slam it on the person following behind. Most of us do not think that way so we hold the door for the guy behind us and assume that he is authorized to enter. The door opening is recorded as being made by the first person but there is no record for those who follow.

To achieve the goals expressed in this thread, I would also recommend a video recorder for each location to ensure that only the authorized parties are entering.

The best electronic system I ever experienced required swiping a card and then entering a PIN. This meant that if you found my card you could not get in because you need my PIN or if you discovered my PIN you could not enter without my card.

On the low-tech end, there are commercial locks with difficult-to-duplicate keys. Best Access Systems (a division of Stanley Tools) and Falcon make a whole range of locks using small format interchangeable cores (SFIC's) that require the use of special equipment to make keys. The key blanks are fairly expensive (about $7 and up) and are not likely to be duplicated at the local Ace Hardware. Locks from Abloy and Mul-T-Lok have unusual keys that you are not going to find at Home Depot. I would recommend consulting with a good locksmith to see what your other options are.

One last thought: In most places it is legal to keep trespassers out but not legal to prevent their exit unless you are making an arrest. I have seen a number of clueless people tailgate tenants into self storage facilities thinking it was a gated community. Without a gate access code they could not leave. Maybe you think it serves them right, but what if it is granny who left her heart medicine at home? Do you think the prosecuting attorney will agree with you that granny deserved to die? The liability for keeping someone locked inside has no limits, so you are best to allow exits without locks.

Good day everyone, I'm new to this group, and I'm trying to find out more info on key cards locks. Does anyone knows of a company in Saint Cloud Florida that would install them.

In Florida it is legal to deny an owner who is behind on their dues access to the amenities. You can't keep them from being able to get to their home (so must be allowed gate access) but you can shut off access to common areas. We do it all the time.

We use key cards for access to our community and amenities. We have key card access for the entry gates and for entry into our clubhouses and pool gates. Some of the rooms in the clubhouse also have card readers - for example you can't get into the billiards room without a key card.

We don't use gate access codes, so a card or clicker (transponder) are the only way for homeowners to get in.

We also use key fobs, but we reserve those for vendors and restrict entry hours. If your vendor has a key fob (they have to buy them) then they can get into the gates Monday - Friday during work hours. The key fobs don't get people into the clubhouses or other amenities.

The only problem with key cards is you really have to set rules for distribution or it gets out of hand really fast. Homeowners will try to get an extra card for their aunt or their babysitter or their dog walker. At that point you lose all control.

We have new rules - two per household unless you have kids who need to go outside the gate to get the bus OR you can prove the extra person is a permanent resident in your home.

To touch on Larry’s point: we use a fob system for our pool, along with a leased web-accessible camera system.

It doesn’t happen often, but typically the scenario is:

1. Incident at the pool.

2. Review video to get a visual on the incident and the people involved.

3. If necessary, use fob to determine identity of any ‘persons of interest’.

Note that the addition of a camera won’t prevent unauthorized people from accessing an area unless someone is watching live and knows all authorized persons by sight and can buzz them in. Typically the camera is helpful to deal with the ‘after’ part of an incident.

This may change: iOS uses facial recognition to unlock my iPhone and iPads, and I’ve heard mumbles about “AI cameras” that could conceivably be used to permit or deny access. If it’s not currently available to consumers, it’s only a matter of time.

Bill