Top 5 Security Mistakes Multi-family Properties Make (and How to Fix Them)

Clinging to Outdated Access Control Technology

The Mistake: Many apartment complexes still rely on old-school keys, fobs, and entry systems that haven’t been updated in years. These legacy systems are easy to bypass (keys get copied, codes get shared) and lack the smart features today’s residents expect. In an era where 91% of U.S. adults carry a smartphone, sticking with decades-old tech is a recipe for security gaps and frustrated residents.

The Risk: Outdated systems create weak points intruders can exploit. Physical keys can be lost or stolen, and former residents might still have copies. Mechanical or analog systems provide no real-time monitoring or remote management – you often don’t know there’s an issue until after an incident occurs. Plus, today’s renters want tech-enabled living: 61% of millennials say they’d rent an apartment specifically for its electronic access features (like keyless entry) (Millennials Want Apartments With Smart Locks | Multifamily Executive Magazine). If your building isn’t keeping up, you risk losing quality tenants.

How to Fix It: Upgrade to a modern, mobile-enabled access control system. This is where BluBØX BluSKY shines. BluSKY’s cloud-based access control lets residents unlock doors with a smartphone app or digital credential instead of physical keys. Management can instantly add or revoke access privileges without rekeying locks. The system logs entries in real time, so you always know who’s accessing which door and when. Smart locks and mobile credentials not only tighten security but also attract tech-savvy residents who value convenience. If 86% of millennials are willing to pay more for smart apartments (Millennials Want Apartments With Smart Locks | Multifamily Executive Magazine), an investment in BluSKY can even boost your property’s appeal and revenue. The fix is clear: retire the brass keys and embrace the cloud. (Your residents will thank you – and so will your future self next time someone moves out at 10pm on a Friday.)

BluBØX Fix: BluBØX’s BluSKY Access Control – a unified platform that supports PIN codes, key cards, and mobile credentials – provides secure, convenient entry for multifamily communities. By upgrading to BluSKY, one large apartment operator reduced key management costs by 30% and eliminated unauthorized key copying, all while giving residents the mobile access they expect. It’s a win-win of stronger security and modern living.

Leaving Doors Unattended (Tailgating and Poor Visitor Management)

The Mistake: You install secure locks or fob readers on entrances – and then prop the door open, or let delivery drivers roam the halls unchecked. Many properties lack a visitor management system and strict anti-tailgating measures. “Tailgating” is when an unauthorized person slips in right behind an authorized one. It’s alarmingly common: a Ponemon Institute survey found 71% of organizations had experienced a physical security breach due to tailgating (What is Tailgating in Cyber Security? 5 Real-Life Examples - Designveloper). In apartments, this often happens when residents hold the door for a “stranger” out of courtesy or when multiple people pile into an access-controlled door behind one swipe.

The Risk: Tailgaters and unchecked visitors can bypass your access controls entirely. Once inside, they have free reign of the building – potentially stealing packages, vandalizing property, or worse. One security industry report noted 41% of security executives estimate a single tailgating incident could cost $500,000 to $2 million in losses, liabilities, or damages (Tailgating: A Bigger Risk Than You Know - SACS Consulting ...). Even less extreme scenarios erode resident safety. An Amazon delivery left in the lobby might get snatched by an intruder who walked in behind a resident. In fact, package theft is rampant – 49 million Americans had a package stolen in a single year, totaling $2.4 billion in losses. Unmanaged entry points are often to blame.

How to Fix It: Implement a modern visitor management and anti-tailgating solution. Start by enforcing door discipline: install door sensors and alarms to alert staff if a door is propped open. Add signage reminding residents not to hold doors for unknown persons (it’s not rude – it’s safe). More importantly, deploy a Visitor Management System (VMS) like the one built into BluBØX’s BluSKY platform. A VMS enables pre-authorized visitor entry – residents can send QR codes or mobile guest passes to their visitors, so guests check in at a lobby kiosk or via their phone. The system logs all visitors and can even print badges or send alerts when a guest arrives. For deliveries, consider a secure package room access system or integrate delivery PIN codes that let couriers in for a limited time. By knowing exactly who is in the building and stopping “piggyback” entries, you close one of the biggest security holes.

BluBØX Fix: BluSKY Visitor Management – part of the BluBØX platform – provides an easy, secure way to manage visitors. Residents can use the BluSKY mobile app to pre-register guests. Upon arrival, visitors check in on a lobby tablet, show ID, or scan a QR code. The system automatically notifies the resident and calls an elevator for the guest (with access only to that resident’s floor). No more unlabeled strangers wandering the halls. Plus, BluSKY’s AI-powered analytics can flag tailgating incidents: if two entries closely follow one credential read, security is alerted to investigate. By upgrading your visitor management, you protect your community and send a clear message that safety comes first.

Ignoring Short-Term Rental Abuse (Unauthorized Airbnb Sublets)

The Mistake: In the era of Airbnb and VRBO, some renters try to turn their apartments into illicit hotel rooms. A common mistake is for property managers to turn a blind eye to unauthorized subletting or to lack any monitoring for it. You might think an extra guest now and then is harmless – until you discover one of your units has a revolving door of strangers every weekend, effectively an unlicensed hostel operating under your roof.

The Risk: Unauthorized short-term rentals can wreak havoc on a community. Unvetted strangers increase wear and tear, noise complaints, and security risks. Property damage and liability are real concerns—just consider the nightmare scenarios that have made headlines. In one infamous case, a host rented a California home for a one-night Airbnb party that ended tragically: five people were killed in a shooting at the Halloween event. While that happened at a house, multifamily buildings have seen their share of “party pad” incidents, from trashed units to violence, all stemming from unsanctioned rentals. Even if nothing that extreme happens, you could be dealing with legal violations of local laws (e.g. New York City’s strict short-term rental law) and violating your own lease terms. As of 2023, NYC officials estimated around 40,000 illegal short-term rental listings in the city that they moved to crack down on (New York’s vacation rental crackdown: How to thrive amidst new ...) – a clear sign of how widespread the issue is.

How to Fix It: Detect and deter unauthorized rentals before they cause trouble. Start with clear lease language: leases should explicitly prohibit short-term subleasing without permission and outline penalties (fines, eviction) for violations. Next, use technology and data to spot red flags. BluBØX BluSKY can help here: because it tracks access events and even integrates with video and visitor logs, unusual patterns stand out. For example, if one apartment’s door code is used by 15 different phone devices in a month, that’s a big red flag. Likewise, frequent late-night check-ins by people with suitcases caught on camera could indicate an Airbnb guest. Some properties are even leveraging services that scan Airbnb and similar sites for listings that match your addresses. If you find your property listed, you can confront the tenant with evidence.

On the prevention side, consider BluBØX’s integration of access control with unit alarm systems and occupancy sensors. If your building’s system notes a unit’s door opening and closing 10 times more often than average, or the HVAC usage suggests constantly changing occupants, management can be alerted to investigate. Regular audits and on-site staff awareness are key too. Encourage neighbors to report suspected Airbnb activity.

BluBØX Fix: BluSKY Unified Monitoring – Through one platform, BluSKY can correlate data from access control, visitor entries, and even Wi-Fi or camera analytics to detect anomalies consistent with short-term rental activity. BluBØX can set up custom alerts (for example, “alert if more than 4 unique visitor codes used for one unit in a week” or “send notification if a stranger is repeatedly let in by a resident”). Stopping unauthorized Airbnbs protects your property from the legal and financial risks. Plus, it preserves the residential character of your community – something your long-term residents will appreciate. In short, by actively enforcing a no-Airbnb policy with BluSKY’s help, you prevent your building from becoming the next headline-making party spot.

Siloed and Fragmented Security Systems

The Mistake: Over years, many properties accumulate a patchwork of security systems: one for access control, a separate DVR for surveillance cameras, another system for intercom, a standalone elevator control, etc. Fragmentation is a silent mistake—each system might work fine on its own, but they don’t “talk” to each other. Security staff waste time juggling multiple screens and logins, and crucial information falls through the cracks.

The Risk: Disconnected systems lead to slower responses and operational headaches. Imagine an incident where an unauthorized person enters the lobby. The access system logs an “Door Forced Open” at 10:15 PM. The CCTV system separately records a person tailgating in. The guard might see the door alarm, but then has to pull up camera footage from a different application, and they might not cross-reference visitor logs at all. Valuable minutes are lost piecing together data – or worse, the connection is never made, and the intruder isn’t caught. Fragmentation also means higher costs (maintaining multiple service contracts, training staff on multiple tools) and greater risk of errors (like forgetting to remove a user from one system when they move out, leaving ghost access active).

How to Fix It: Consolidate into a Unified Security Platform. In the 2020s, the industry is moving towards integration for good reason. According to industry research, security integrators are increasingly focusing on unified platforms that combine surveillance, access control, alarms, and more into one interface (Security System Integrators Market Size, Growth, 2032). The ideal solution is a Physical Security Information Management (PSIM) system or a modern cloud platform that brings all your security feeds together. BluBØX’s BluSKY is designed exactly for this need – it’s essentially a one-stop security platform for multifamily properties. Access events, video camera feeds, alarm triggers, intercom calls, elevator usage – all of it can be monitored and managed through BluSKY’s cloud dashboard.

The benefits of consolidating are huge: time saved, money saved, and fewer headaches. Staff have only one system to learn and use, which reduces training time and user error. If an alarm goes off, they can instantly pull up the associated camera footage within the same app. One study shows the security integration market is growing at over 14% CAGR (The Future of Security: Top Industry Trends in Integration) as companies realize siloed systems just don’t cut it anymore. It’s not just about security either – operational efficiency improves. Managers can generate a single report that covers all incidents rather than merging data from five sources.

BluBØX Fix: BluSKY Unified Platform – By adopting BluSKY, one property management firm consolidated four separate security softwares into one, saving an estimated 8-10 staff hours per week in monitoring and administrative tasks. The BluSKY platform natively integrates access control, video surveillance, visitor management, alarms, and elevator controls. That means when an incident occurs, you have the full situational picture immediately. For example, if a door is forced, BluSKY automatically displays the camera feed of that door and highlights the event on the site floor plan. No more swivel-chair monitoring or missing context. A unified platform also simplifies maintenance – BluBØX handles updates and cloud hosting, so you’re not stuck coordinating different vendors for support. In short, consolidating with BluBØX saves time, saves money, and eliminates the headaches caused by fragmented systems.

Being Reactive Instead of Proactive (Neglecting Upgrades and Downtime Preparedness)

The Mistake: “If it ain’t broke, don’t fix it” is a dangerous mantra in security. The fifth mistake is a mindset: failing to proactively upgrade and maintain security systems, and only acting after something goes wrong. This includes neglecting system maintenance (letting software licenses expire, not testing backups) and failing to plan for downtime or emergencies. Essentially, it’s being caught flat-footed—reacting to incidents rather than preventing them.

The Risk: A reactive approach means you’re always one step behind threats. By the time you realize your camera firmware was outdated, a cyber attacker might have exploited it. Or consider a power outage or IT failure: if you haven’t ensured backup power and redundant connections, your entire security network could go dark. The cost of downtime is staggering. Industry analysis by Gartner reveals that IT system downtime costs businesses on average $5,600 per minute (The 20 | The Cost of IT Downtime | The 20). While that figure includes IT systems, imagine the implications for security: every minute your access control or cameras are down is a minute of vulnerability. Even a one-hour security system outage could cost hundreds of thousands in potential losses or liability if an incident occurs during that window (The 20 | The Cost of IT Downtime | The 20). And beyond dollars, think about resident trust. If there’s a security failure (say the gate stuck open all night due to system crash) and an incident happens, residents will rightfully question management’s competence and may feel unsafe long-term. Reputational damage and even tenant loss can follow.

How to Fix It: Adopt a proactive, forward-looking security strategy. First, schedule regular security audits. Check the health of each component: are cameras functioning and positioned well? Are access readers clean and working? Review software versions and apply updates or patches promptly (cybersecurity is part of physical security now). Second, create a downtime response plan. This includes battery backups for critical doors, perhaps a cellular failover for networked systems, and clear procedures for guards if systems fail (like manual sign-in sheets as a last resort). Many properties are turning to cloud-based security to mitigate downtime risks—cloud platforms like BluSKY are managed in professional data centers with high redundancy (multiple servers and data backups), drastically reducing the chance of an outage compared to a single on-site server sitting in a closet. Also, leverage new technology like AI to your advantage. Modern AI surveillance can alert you to problems you might not even know to look for (unusual behaviors, loitering in restricted areas, etc.), essentially preventing incidents. Remember, preventive maintenance is always cheaper than post-incident repairs – or lawsuits.

BluBØX Fix: BluSKY Cloud Reliability and AI Monitoring – BluBØX’s cloud architecture boasts 99.9% uptime with geographically distributed servers (so your security stays online even if a local data center has issues). BluSKY also proactively monitors system components: if a camera drops offline or a door controller malfunctions, BluSKY sends an immediate alert so you can fix it before it’s exploited. BluBØX’s platform includes AI analytics that continuously learn your building’s normal patterns and can flag anomalies (like someone accessing a maintenance room at 3 AM). By upgrading to BluBØX, you essentially gain a virtual security team that’s on duty 24/7, anticipating issues. One high-rise condo that switched to BluSKY reported zero unplanned security downtimes in the first 18 months of operation – a stark contrast to the quarterly server crashes they faced before. The bottom line: Don’t wait for the break-in or system failure to force your hand. Be proactive, leverage BluBØX to stay ahead of threats, and you’ll dramatically reduce both the likelihood and impact of security incidents.

Conclusion: Stop Mistakes Before They Stop You

Security mistakes in multifamily properties can be costly, but they’re also preventable. By recognizing these top 5 pitfalls – outdated tech, poor visitor controls, unauthorized rentals, fragmented systems, and reactive management – you can take action now to fortify your community. The solutions often point to one thing: a modern, integrated approach to security. BluBØX’s BluSKY platform happens to check all those boxes, offering cloud-based, unified, intelligent security management.

Create a sense of urgency to upgrade your security posture. Threats are not abstract: burglars, unauthorized intruders, and liability landmines are very real for apartment communities. The good news is that with the right technology and practices, you can dramatically reduce these risks. Don’t let old habits or budget hesitations leave your property exposed.

Take Action: Evaluate your property for any of these mistakes. If you found even one, it’s time to act. Contact BluBØX for a security assessment or to request a BluSKY demo. Our experts will show you exactly how to fix these issues swiftly – whether it’s installing smart locks, deploying AI cameras, or unifying your disparate systems into one easy dashboard. The safety of your residents and the reputation of your property are on the line. By addressing these mistakes today, you set your community up for a secure and successful future.

Secure your multifamily property with smart, cloud-driven solutions. Call BluBØX or schedule a BluSKY demo now and take the first step toward eliminating security headaches and creating a safer living environment for all. (FBI — Burglary - Federal Bureau of Investigation) (What is Tailgating in Cyber Security? 5 Real-Life Examples - Designveloper)