A serviced apartment operator running more than one building in Dubai eventually faces a question that a single-property operator does not: how to keep guest and staff access consistent across buildings that may have been fitted out at different times, by different teams, or under different previous ownership. This article covers how to approach standardising smart lock access across a multi-building serviced apartment operation.
Why Serviced Apartment Portfolios End Up Inconsistent
It is common for a serviced apartment operator to acquire or take over management of a second or third building that already has its own access system in place, sometimes a different smart lock brand, sometimes still on traditional keys or key cards. Left alone, this results in a portfolio where every building works slightly differently, which makes life harder for staff who move between properties and for guests who may book more than one property from the same operator over time.
What Standardisation Typically Involves
A standardisation project generally starts with an inventory of what each building currently has installed: which units already use a smart lock, which are still on traditional keys, and which system, if any, is already in place. From there, our team can discuss a rollout plan that addresses each building in a sequence that works for your operation, rather than treating every property as an isolated decision.
Common Reasons Operators Choose to Standardise
- Taking over management or ownership of an additional building and wanting it to match the access system already used across the rest of the portfolio.
- A security or operations review identifying inconsistent access methods across different buildings.
- Wanting staff, particularly housekeeping and maintenance teams who move between properties, to only need to learn one system rather than several.
- Preparing to list all buildings under a single consistent guest experience and check-in process.
Coordinating Across More Than One Site
A multi-building rollout naturally involves more coordination than a single property. It helps to have a rough sense, before requesting a quotation, of how many units are involved at each building, which buildings should be prioritised first, and whether any building has particular access constraints, such as a shared entrance managed by a separate building management company. Sharing this detail upfront means the rollout can be planned around your actual portfolio rather than adjusted repeatedly as new information comes to light.
What to Prepare for Your Quotation
- An approximate number of units per building, and the total number of buildings involved.
- What is currently installed in each building, even approximately, if known.
- Your priority order across buildings, if you already have one in mind.
- Confirmation of who at your organisation is authorised to place the order.
Setting Expectations on Timing
We do not publish a fixed cost per unit or a standard multi-building rollout timeframe on this page, since both depend on the number of buildings, units, and how the rollout is sequenced. Once you share your portfolio details, our team can give you a clearer picture of a realistic plan for your specific operation.
Assigning a Single Point of Contact
For an operator managing several buildings, it is worth naming one internal point of contact for the whole standardisation project, even if different staff are responsible for day-to-day operations at each individual building. This keeps communication with our team consistent and avoids the rollout losing momentum because questions are being routed through several different people who each only see part of the picture.
Handling Buildings on a Different Timeline
It is common for one building in a portfolio to be ready for a rollout sooner than another, for example because one property has lower current occupancy or an upcoming refurbishment window. Rather than waiting until every building can be addressed at once, most operators find it more practical to proceed building by building as each one becomes ready, with our team keeping a clear record of what has been completed so far across the portfolio.
Documenting the Standard for Future Buildings
Once a consistent system is in place across your current portfolio, it is worth documenting this as your operation's standard, so that any future building you acquire or manage is onboarded onto the same system from the outset rather than needing a fresh standardisation project every time your portfolio grows. This documentation is maintained by your own operations team rather than by ours, but a clear, consistent first rollout across your existing buildings makes this far easier to establish and maintain going forward.
Involving Staff Who Work Across Multiple Buildings
Many serviced apartment operators have staff, particularly housekeeping and maintenance teams, who move between buildings rather than being assigned to a single property permanently. Standardising access across your portfolio has a direct benefit for these staff, since they only need to learn one system regardless of which building they are working in on a given day. It is worth briefing this group early on what is planned and roughly when, since they are often the staff most affected day to day by a change in access systems.
Reviewing Guest-Facing Consistency Across Buildings
Beyond staff access, standardisation also affects guests who book more than one property from your operation over time, or who see your buildings marketed under the same brand. A consistent check-in experience across buildings, even if the buildings themselves differ in size or style, tends to support a more professional impression of your operation as a whole. This is a secondary benefit to the operational advantages of standardisation, but one worth keeping in mind when deciding how quickly to roll out the same system across your full portfolio.
Frequently Asked Questions
Do all our buildings need the exact same smart lock brand?
Not necessarily, though many operators prefer this for consistency of staff training and guest experience. Our technician can discuss what is practical for your specific portfolio once they understand it.
Can we start with just one building and expand later?
Yes. Many operators begin with a single building and extend the same approach to others as budget and scheduling allow.
What if one of our buildings has its own building management company involved?
Let our team know if any building requires coordination with a separate management company or facilities team, so this can be factored into the plan for that specific site.
For the full process our team follows for a multi-room hospitality order, see our Multi-Room Smart Lock Installation for Dubai Hotels and Serviced Apartments guide.
If your business needs this service, our team is available 24/7 across Dubai.
- Call or WhatsApp: +971 55 222 1098 / wa.me/971552221098
- Email: dubailocksmith4u@gmail.com
- Or visit our contact page to reach us.
