Entry Systems and Access Control for Blocks of Flats
A complete guide to entry system and access control options for your block of flats. Understand door entry systems, intercom options, key fob management, and security upgrades. Learn how your managing agent keeps your communal areas safe and your service charge working effectively for block management.
Why Entry Systems Matter in Blocks of Flats
A reliable entry system is one of the most important elements of security in any block of flats. It is the first line of defence against unauthorised access, protecting residents, their belongings, and the communal areas of the building. A well-maintained door entry system controls who can enter the building, when they can enter, and provides a record of access that is invaluable for security management.
Beyond basic security, entry system design and maintenance has direct implications for fire safety compliance. In the event of a fire, emergency services must be able to access the building quickly and without obstruction. Modern access control systems can be configured to release locks automatically when the fire alarm activates, ensuring safe evacuation and unimpeded firefighter access. Buildings that fail to maintain their entry system to an appropriate standard may face issues with fire risk assessments and insurance requirements.
Controlling access to communal areas also prevents common problems such as tailgating - where unauthorised individuals follow a resident through a secure door - antisocial behaviour in shared spaces, fly-tipping in bin stores, and unauthorised use of car parks or bicycle stores. With the growth of online shopping, managing parcel deliveries has become another important function of modern door entry systems, with some systems allowing residents to grant temporary access to delivery drivers remotely via smartphone.
Insurance providers increasingly require evidence that buildings have adequate access control measures in place. A block without a functioning entry system may face higher premiums or difficulty obtaining cover. Your managing agent plays a central role in ensuring that the door entry system is properly maintained, regularly tested, and upgraded when necessary. For more on how we manage your building, see our block management page.
Types of Door Entry Systems
There are several types of door entry system available for blocks of flats, each with different features, costs, and levels of security. The right choice depends on the size of the building, the number of entry points, the budget available through the service charge, and the preferences of residents. Below is an overview of the most common types of entry system used in residential block management.
Audio Intercom Systems
Audio intercom systems are the most basic and widely used type of door entry in blocks of flats. A visitor presses a button for the flat they wish to visit, and the resident answers via a handset or speaker inside their flat. The resident can then release the door remotely. Audio systems are cost-effective, reliable, and simple to use. However, they do not provide visual verification of the visitor, which limits their effectiveness as a security measure. They are best suited to smaller blocks where residents are likely to know their visitors.
Video Intercom Systems
Video intercom systems add a camera at the entry point and a screen inside each flat, allowing residents to see who is at the door before granting access. This significantly improves security by enabling visual verification, which reduces the risk of residents admitting unknown or unwanted visitors. Modern video systems offer colour screens, night vision, and wide-angle cameras. They cost more than audio-only systems but represent a worthwhile investment in buildings where security is a priority. Some video systems can also be connected to smartphones, allowing residents to see and speak to visitors even when they are away from home.
Key Fob and Proximity Card Systems
Key fob and proximity card access control systems use electronic tokens to grant entry. Each resident is issued a programmed key fob or card that unlocks the door when presented to a reader. These systems offer excellent security because individual fobs can be decommissioned instantly if lost or stolen, and the system maintains a log of every entry. The managing agent controls the programming and decommissioning of fobs, maintaining a register of all tokens issued. Fob systems are often used alongside intercom systems to provide both resident access and visitor entry functionality.
Smart Phone-Based Access Systems
Smart entry system technology allows residents to use their smartphone as a key fob, unlocking doors via Bluetooth, Wi-Fi, or a dedicated app. These systems offer advanced features including remote access for visitors and deliveries, time-limited access codes, real-time notifications, and integration with video intercom for visual verification. Smart systems are particularly useful for managing parcel deliveries and granting temporary access to contractors or guests. However, they require a reliable internet connection and ongoing software licensing costs that must be budgeted through the service charge.
Traditional Lock and Key
Some older blocks of flats still rely on traditional lock and key entry. While simple and inexpensive, this approach provides the lowest level of security. Keys can be copied without authorisation, there is no way to track who has entered the building, and lost keys require the entire lock to be changed at significant cost and inconvenience. Buildings still using traditional locks should strongly consider upgrading to an electronic access control system. The managing agent can advise on suitable upgrades and manage the transition. For more on maintaining your building, see our building maintenance page.
Key Fob and Access Control Management
Effective key fob and access control management is essential for maintaining the security of a block of flats. The managing agent is responsible for the day-to-day administration of the access control system, including programming new fobs, decommissioning lost or stolen fobs, maintaining an accurate register of all tokens in circulation, and ensuring that only authorised individuals have access to the building.
- Programming and issuing new key fob tokens to residents when they move in, with each fob recorded against the flat number and resident name
- Decommissioning fobs immediately when reported lost or stolen to prevent unauthorised access control breaches
- Maintaining a comprehensive register of all key fob tokens, including issue date, flat assignment, and decommission history
- Conducting periodic security audits to verify that all active fobs are assigned to current residents and that no unaccounted tokens are in circulation
- Managing master key and master fob policies to ensure that only authorised personnel such as the managing agent and emergency services have master access
- Coordinating with access control system contractors for software updates, system maintenance, and hardware replacement
When a resident moves out, the managing agent should ensure that all key fob tokens assigned to that flat are returned and decommissioned. If fobs are not returned, they should be deactivated from the system immediately. This process is critical for maintaining the security integrity of the building and is a core function of professional block management. For more on the role of your managing agent, see our residential block management page.
Upgrading Your Building's Entry System
There are several circumstances in which upgrading the entry system in a block of flats becomes necessary. The most common triggers include the existing system reaching the end of its useful life and becoming unreliable, persistent security concerns such as tailgating or unauthorised access, fire safety requirements identified in a fire risk assessment, the manufacturer discontinuing support or spare parts for the current system, and residents requesting improved functionality such as video intercom or smart access.
Where the cost of an entry system upgrade exceeds two hundred and fifty pounds per leaseholder, the managing agent must carry out a Section 20 consultation before the works can proceed. This statutory process ensures that leaseholders are informed about the proposed works, have the opportunity to make observations, and can nominate contractors to be considered for the project. The Section 20 process protects leaseholders from unreasonable costs and ensures transparency in the procurement of major works.
Cost considerations for an entry system upgrade include the hardware and installation costs, any necessary electrical or network infrastructure upgrades, ongoing maintenance and licensing fees, and the cost of programming and distributing new key fob tokens or access credentials to all residents. The managing agent will obtain competitive quotations from specialist door entry contractors, evaluate the options based on suitability, cost, and reliability, and present recommendations to the directors and leaseholders.
Choosing the right system for your block requires careful consideration of the building's size, the number of entry points, the existing electrical and network infrastructure, and the needs and preferences of residents. A phased transition plan should be developed to minimise disruption, ensuring that security is maintained throughout the changeover period. Your managing agent should coordinate the installation, manage the contractor, and oversee testing and commissioning of the new system. For guidance on planning major works, see our planned maintenance guide.
Maintenance and Ongoing Management
A door entry system is only effective if it is properly maintained and regularly tested. Like any mechanical and electronic system, entry systems deteriorate over time and require planned maintenance to remain reliable and secure. The managing agent is responsible for ensuring that maintenance is carried out in accordance with the manufacturer's recommendations and that faults are reported and resolved promptly.
- Regular testing of the entry system including intercom functionality, lock mechanisms, automatic door closers, and emergency release features
- A clear fault reporting process that enables residents to report problems quickly to the managing agent
- A maintenance contract with a specialist door entry contractor covering routine servicing, emergency call-outs, and parts replacement
- Budgeting for ongoing maintenance, repairs, and eventual replacement within the service charge and reserve fund
- Including entry system costs transparently in the annual service charge accounts so leaseholders can see how their contributions are spent
The cost of maintaining the entry system is a legitimate service charge expense. This includes routine maintenance contract fees, emergency repair costs, replacement parts, and key fob programming and administration. A well-managed reserve fund should also include provision for the eventual replacement of the entire system, which typically has a lifespan of ten to fifteen years depending on usage and maintenance. For details on how service charges fund building maintenance, see our service charge management page.
Frequently Asked Questions About Entry Systems for Blocks of Flats
Who is responsible for the door entry system in a block of flats?
The door entry system in a block of flats is usually the responsibility of the freeholder or the management company acting on their behalf. The entry system forms part of the communal infrastructure of the building and is maintained and replaced through the service charge. The managing agent coordinates day-to-day maintenance, fault reporting, and contractor management for the system. Where a residents' management company or RTM company has taken over management, the directors are responsible for ensuring the entry system is properly maintained and budgeted for. Individual leaseholders are not typically responsible for the communal door entry system, although they may be responsible for entry hardware within their own flat, such as a handset or video monitor, depending on the terms of the lease.
How much does a new entry system cost for a block of flats?
The cost of a new entry system for a block of flats varies significantly depending on the type of system, the number of units in the building, and the complexity of the installation. A basic audio intercom system for a small block of six to ten flats typically costs between two thousand and five thousand pounds. Video intercom systems with colour screens and camera units range from four thousand to ten thousand pounds for a similar-sized block. Key fob and proximity card access control systems start from around three thousand pounds for a basic setup but can exceed fifteen thousand pounds for larger buildings with multiple entry points and integrated management software. Smart phone-based access systems vary widely depending on the provider and licensing model. For larger blocks with twenty or more units and multiple entrances, a comprehensive access control system with video intercom and key fob entry can cost between fifteen thousand and forty thousand pounds. These costs are shared between all leaseholders through the service charge and may require a Section 20 consultation where the cost per leaseholder exceeds two hundred and fifty pounds.
Can leaseholders request an upgrade to the entry system?
Yes, leaseholders can request an upgrade to the entry system in their block of flats. The most effective route is to raise the matter with the board of directors of the residents' management company or RTM company, or to write to the managing agent setting out the reasons an upgrade is needed. Common reasons include the existing system being obsolete and unreliable, security concerns such as tailgating or unauthorised access, fire safety compliance requirements, or the system no longer being supported by the manufacturer. The managing agent will assess the request, obtain quotations from specialist entry system contractors, and advise on the options available within the building's budget. If the upgrade qualifies as major works, a Section 20 consultation will be carried out to ensure leaseholders are properly informed and have the opportunity to comment on the proposed works and nominate contractors.
What happens if a key fob is lost?
When a key fob is lost, the managing agent should be notified immediately so that the lost fob can be decommissioned from the access control system. Decommissioning removes the fob's access permissions, preventing anyone who finds it from using it to enter the building. A replacement fob is then programmed and issued to the resident. Most managing agents charge a replacement fee to cover the cost of the new fob and the administration involved in programming and recording the change. This fee typically ranges from ten to thirty pounds per fob. The managing agent maintains a register of all fobs issued, including the fob number, the flat it is assigned to, and the date of issue. This register is essential for security audits and for quickly identifying and decommissioning fobs if a security concern arises. Residents should be encouraged to report lost fobs promptly to minimise the risk of unauthorised access to the building.
Does Section 20 apply to entry system replacement?
Yes, Section 20 consultation applies to entry system replacement if the cost of the works exceeds two hundred and fifty pounds per leaseholder. The Section 20 process, established under the Landlord and Tenant Act 1985, requires the freeholder or managing agent to consult with leaseholders before carrying out qualifying works above this threshold. The consultation involves three stages: a notice of intention describing the proposed works and inviting observations, a notice summarising the estimates received and any observations from leaseholders, and a final notification of the contractor selected and the reasons for the choice. Failure to follow the Section 20 process properly limits the amount recoverable from each leaseholder to two hundred and fifty pounds, regardless of the actual cost. For a full explanation of the consultation process, see the Section 20 guide.
Are smart entry systems suitable for blocks of flats?
Smart entry systems can be highly suitable for blocks of flats, but their suitability depends on the building's infrastructure, the demographics of the residents, and the management arrangements in place. Smart systems that use smartphone apps for access offer significant advantages including remote entry for visitors and deliveries, real-time access logs, the ability to issue and revoke temporary access codes, and integration with video intercom for visual verification. However, not all residents may be comfortable using smartphone-based systems, particularly in blocks with older or less tech-savvy occupants. The best approach for most blocks is a hybrid system that combines smart access via a phone app with traditional key fob or proximity card access as a fallback. This ensures that every resident can access the building reliably regardless of their familiarity with technology. Smart systems also require a stable internet connection and ongoing software licensing, which must be factored into the service charge budget. The managing agent should assess the building's suitability for smart access and consult with residents before committing to a particular system.
Expert Entry System Management for Your Block of Flats
Whether you need help with door entry system maintenance, are considering an access control upgrade, or want a managing agent that takes security seriously, Block Management Company is here to help. We manage entry system infrastructure across blocks of all sizes in England and Wales, covering everything from key fob administration and intercom maintenance to full system upgrades managed through Section 20 consultation and transparent service charge management.