Condo Control Key Fob & Access Credential Management Setup Guide

Set up key fob/access credential management in Condo Control by turning on the Access Control feature (if your building has it), creating credential types (fob, card, PIN, mobile), assigning each credential to a specific resident/unit, setting door and time permissions, then testing at the door and keeping a clear process for lost fobs and move-ins/move-outs.

 

Before starting (so nothing breaks later)

 

• Confirm your building’s hardware: Condo Control can track credentials, but door unlocking depends on your access control system (the physical readers and controller).
• Check permissions: You need admin or security-level access in Condo Control to manage credentials.
• Know key terms: Credential = anything used to open a door (fob/card/PIN/mobile). Access level = which doors and what times. Deactivation = turning off a credential so it stops working.

 

Step-by-step setup in Condo Control

 

• Find the right module: Log in as admin, go to the admin dashboard, then look for Access Control, Security, or Key/Fob Management (names vary by building setup).
• Enable access credential tracking: If there is a toggle for access control or credential management, turn it on and save.
• Create credential types: Add types you will issue, such as Key fob, Card, PIN, Remote, Mobile pass. This keeps reports clean.
• Set rules and fields: Require a unique credential ID (the printed number or system ID), set status (active/inactive), and add issue date, deposit/fee, and notes (example: “Gym fob only”).
• Create access levels: Define groups like Main entry 24/7, Garage, Amenities business hours, Staff. Assign doors and schedules if your integration supports it.
• Assign credentials to people: Open the resident profile, select Add credential, enter the credential ID, choose type, set access level, and link it to the unit.
• Issue extras correctly: For multiple fobs per unit, assign each fob to a specific person (not just the unit) so you can deactivate the right one later.

 

Common mistakes to avoid

 

• Reusing the same credential ID: This causes deactivation and audit confusion.
• Assigning to the wrong resident: Always confirm unit number and legal name before saving.
• No offboarding process: If move-outs are not deactivated the same day, old fobs can keep working.
• Not separating amenity access: Pool/gym access should be its own access level so it can be paused for violations or unpaid balances if your policy allows.

 

Test and validate (do this every time)

 

• Door test: Try the credential at each permitted door.
• Time test: If schedules exist, test during allowed and blocked times.
• Audit check: Confirm the credential shows as Active and linked to the correct person/unit.

 

Troubleshooting

 

• Credential shows active but door won’t open: Likely a hardware or integration issue. Verify the credential is added in the access control system, not only in Condo Control.
• Works on one door but not another: Access level missing that door, or door schedule is blocking.
• Duplicate credential error: Search existing credentials and deactivate or correct the old assignment.
• Resident cannot be assigned: Your role permissions may be limited, or the resident profile is not fully created/approved.

 

If you already meet all requirements

 

• Standardize issuance: Use one naming format, require ID, collect deposit, and log every handoff.
• Automate offboarding: When a move-out is recorded, immediately set credentials to Inactive and note return status.
• Run monthly audits: Export a list of active credentials, compare to current residents, and deactivate anything unassigned.

 

When to contact support

 

• No Access Control module: Your plan or building configuration may not include it.
• Integration mismatch: If doors are controlled by a third-party system, support may need to map doors, schedules, or credential IDs.
• Logs missing: If you need entry event logs for security and they are not appearing, this is usually an integration setting.