The register belongs to the association
We issue it to the board rather than holding it, and update it on every visit that changes a key. A management company change should not take the building access record with it.
Condo and HOA
Locks and access control for Miami condo and HOA
An association with no key register cannot say who can reach its roof, its risers or its mailroom, and it usually finds out at the worst moment.
Common area access in a multi-family building sprawls. Roof hatches, risers, plant rooms, mailrooms, amenity spaces, garages, gates and bin stores were all secured at different times by different people, and almost none of it sits on a system.
Every management company change, every staff departure and every contractor who was handed a key adds to a population nobody is tracking. Consolidating that onto one system with one register is the single most useful thing most associations can do.
What we get called for
- Common area master key systems across the whole building
- Written key registers issued to the board and kept current
- Roof hatch, riser, plant room and mailroom locking
- Gate, garage and pedestrian access control hardware
- Rekeying after management or staff changes
- Restricted keyways so duplication needs board authorisation
- Amenity space access, including pool and gym doors
Performed in-house
Who carries out this work.
Performed by TrionX employees. No Florida contractor licence is required for this trade, and TrionX carries general liability and workers compensation covering the work.
Why TrionX
How we approach it.
Resident doors are a separate question
Common area cylinders are association work. Unit entry doors are usually the owner responsibility unless the documents say otherwise, and we confirm that before touching one.
Restricted keyways stop the drift
On a standard keyway a master can be copied for the price of a blank, so the hierarchy is a convenience rather than security. On a restricted system the blanks are supplied only to the registered holder, and the board is the holder.
Common questions
Questions we get asked
Can you rekey common areas without disturbing residents?
Yes, and it is normal work. Common area cylinders, mailrooms, amenity doors, roof access, risers and gates are rekeyed against a written register. Resident unit doors are the owner responsibility unless the association documents say otherwise, which we confirm first.
Our management company changed and we have no key list. What now?
Start with a survey listing every common area cylinder, including the ones off the main circulation. Then decide rekey or replace door by door, and issue against a fresh register held by the association rather than by any contractor or manager.
Is a restricted keyway worth it for an association?
Usually, because the alternative is that anyone holding a master can produce more for the price of a blank. On a restricted system blanks are supplied only to the registered holder, so a new key requires the board authorising it.
Can you work with a board approval process?
Yes. We survey, scope and quote in writing so the board has something specific to approve, and we hold the quote rather than repricing after the meeting. For emergency work that cannot wait, we document the condition and the decision taken at the time.
Further reading
Field notes on this.
Written for the people who have to make the call. More in our insights, and the vocabulary in the glossary.
Related
The rest of the picture.
Condo and HOA maintenance
Locks and access control
Condo common area painting
Condo corridor and fire doors
Branch access control
Self-storage locks and gate
Hotel back-of-house access
Retail locks and access control
Office locks and access control
Warehouse access control
Medical office locks and access
All property types
All trades
A key register the association actually holds
Common area master key work with the register issued to the board and updated on every visit, so a management change does not take your access record with it. Quoted in writing for approval.