Property Manager’s Guide to Lock Systems for Rentals
Lock and Security Best Practices for Rental Properties
A reliable lock system forms the foundation of effective property management. The right approach prevents unauthorized access, eliminates unnecessary locksmith calls, and simplifies tenant turnover while maintaining security. This guide presents tested approaches from locksmiths and PropertyCraft's experienced property managers.
The Problems: Expensive lock changes, breaking Home Depot locks, and SO MANY keys! At PropertyCraft, it far too common for an owner to embarrassingly hand us a ring of keys for each apartment. That’s not safe or satisfactory to the tenants you want to keep.
Top Recommendations: Install a keyed deadbolt with a passage (non-keyed) lever knob. This configuration prevents tenant lockouts while maintaining security. A quality and thoughtfully designed Master Key system for buildings of 2+ units saves time and money. "Interchangeable core" locks (our favorite) are fast to rekey and discourage unauthorized key duplication. Smart locks offer convenience, but require on-going maintenance, often have a shorter lifespan, and can be easily changed by tenants.
The Foundation: Deadbolt + Passage Handle
Install only a keyed deadbolt on primary entry doors, paired with a passage (non-keyed) lever. This eliminates tenant lockouts caused by accidentally engaging a keyed handle without the key.
Critical Safety Note: Interior bedroom doors should never be keyed. Keyed interior doors create egress hazards during emergencies when occupants may not have immediate access to keys. May violate local fire codes.
Lock Quality: Use ANSI Grade 1 or Grade 2 deadbolts. Grade 1 for commercial or high-traffic applications. Grade 2 for standard residential.
Building Code Compliance: Never install double-cylinder deadbolts (requiring keys on both sides) on residential units. Use single-cylinder deadbolts only.
BATTLE ROYALE: SCHAGE VS KWIKSET VS IC LOCKS
Kwikset vs. Schlage (Pin-Tumbler Locks):
Keyway: Kwikset uses KW1 keyway; Schlage uses SC1 keyway. Keys are not interchangeable between brands.
Pin System: Both use traditional pin-tumbler mechanism with brass pins and springs stacked vertically.
Security: Schlage typically offers higher security ratings (Grade 1 vs Grade 2) and more robust construction.
Compatibility: Cannot mix brands in same master key system without special adaptations.
Interchangeable Core (IC) Systems:
Mechanism: Entire lock cylinder (core) slides out as single unit using control key, unlike pin-tumbler where pins must be manually changed.
Construction: Self-contained cylinder with pins, springs, and sidebar mechanism in removable housing.
Master Keying: Built for master key systems from design; allows complex hierarchies without compromising security.
Flexibility: Cores can be pre-keyed off-site and swapped instantly; no need to disassemble lock or remove from door.
Cross-Brand: IC cores follow standardized formats (SFIC - Small Format IC, LFIC - Large Format IC), allowing interoperability between manufacturers.
Key Difference: Traditional pin-tumbler locks require physical disassembly to rekey. IC systems allow entire cylinder replacement in seconds, making them superior for properties requiring rekeying or complex master key hierarchies.
BEST CONFIGURATIONS BY BUILDING SIZE AND FUNCTION
Single-Family Homes (1 Unit)
Recommend: Kwikset SmartKey for DIY rekeying. IC cylinder for landlords managing multiple properties needing one master key.
Small Multi-Family (2-6 Units)
Recommend: Interchangeable Core (IC) or Basic Master Key System: Tenant keys open only their unit, hallways, and laundry. Separate sub-master key for basement/utilities. Manager/Landlord master key opens all. Recommended for buildings with shared entrances, laundry, or amenities.
Common Area Management:
Apartments & Building entrance: All tenant keys provide access.
Storage units: Individual keying, NOT on master system
Utility rooms: Separate keying from tenant access
Large Multi-Family (6+ Units)
Recommend: Interchangeable Core (IC) or Basic Master Key System. Digital locks by exception.
Hierarchy:
Level 1 - Tenant Keys: Opens individual unit, building entrance, and shared amenities. Does not open other units or utility areas.
Level 2 - Building Sub-Master: Opens all units within specific building and common areas. Issued to building-specific maintenance staff and copy kept in lockbox on-site.
Level 3 - Property Master Key: Opens all units across all buildings, all common areas, and utility rooms. Limited distribution to property managers and owners only.
Key Control Protocols: Master keys remain with property manager. Document all key issuances. Conduct annual key audits. Rekey compromised cylinders immediately.
Critical Design: Storage units and mechanical rooms should remain on separate keying systems, not accessible via standard master keys. This redundancy protects your entire property if a master key is compromised, limiting rekeying costs to only the main building systems rather than every storage unit and mechanical room.
Commercial Properties
Requirements: Grade 1 deadbolts nearly mandatory. Panic hardware for egress doors. Master key system with documented hierarchy.
Fire Code Compliance: Exit doors must open from interior without keys. Panic bars required for occupancies of 50+ persons.
Restricted Areas: Server rooms use restricted keyway or electronic access. Cash handling areas use dual-control locks.
MASTER KEY SYSTEMS OVERALL = COST EFFICIENCY
Time Efficiency: Key management of remote properties results in expensive time delays as keys are shared and tracked across multiple staff members. PropertyCraft's experience shows that properties with individual keys for each unit waste 15-30 hours annually just managing key logistics, translating to significant labor costs. Master key systems eliminate this inefficiency.
Emergency Access: Individual keys require locating specific unit key during emergencies. Master key provides immediate access, reducing property damage and liability.
Maintenance Staff Changes: Individual key systems require recovering multiple keys from departing staff. Master key systems allow sub-master return without affecting tenant keys.
Scalability: Individual key inventory becomes unwieldy at 10+ units. Master key system accommodates expansion without additional keys.
Phased Implementation: Upgrade common areas first. Upgrade units during tenant turnover. Standardize on single manufacturer. Maintain spare cylinder inventory.
CONCLUSION
Cost efficiencies and improved security are achieved when a diligent lock system is installed. IC cylinder systems provide optimal balance of turnover efficiency, key control, and cost management. Contact PropertyCraft TODAY to learn how your building's lock system can be upgraded to save time, reduce costs, and improve security for both you and your tenants.