Your building runs on fobs today. Tenants lose them. Contractors forget to hand them back. And someone always asks, “Can’t I just open the door with my phone?” So should you switch, stay with fobs, or use both? Here is a plain look at how each one works, what it costs, and who it fits.
What is the difference between a key fob and phone access?
Both do the same job. They tell the door reader who you are, and the system decides if you may come in. Every entry is logged, so you can see which credential opened which door and when.
- A key fob (or card) is a small tag with a chip inside. You tap or wave it near the reader.
- Phone access (also called a “mobile credential”) is a digital key stored in an app or a phone’s wallet. You hold your phone near the reader, or in some setups just walk up to it.
Phone access uses Bluetooth (the same short-range signal your earbuds use) or NFC (the tap-to-pay signal) to talk to the reader. That means the reader on the wall has to support it. Some older readers do not.
How much do key fobs cost compared to phone access?
Costs depend on the system, the number of doors and the brand. As a general industry guide:
- Fobs and cards typically run about $5 to $50 each, depending on the type and how secure it is.
- Phone credentials are often included in a cloud access control subscription. Those plans are commonly priced per door, per month. Some vendors charge extra for mobile setup, so ask.
- Readers often range from roughly $80 to $1,200 each, depending on features.
The real cost of fobs is often not the fob itself. It is the time spent handing them out, chasing them down and replacing lost ones. In a busy apartment building or office, that adds up. Phones cut most of that work, but you trade it for a monthly software fee.
These are general ranges, not our pricing. The right answer for your building comes from a walk-through.
Are key fobs secure?
It depends on the kind of fob. Many older buildings use 125 kHz fobs. That is an older, low-frequency type that sends its number without any scrambling. Independent testing by the security research firm IPVM found that a copier costing about $30 online could clone these fobs in a few seconds, and the door system could not tell the copy from the real one.
Newer 13.56 MHz fobs and cards encrypt their data (they scramble it so it cannot be read and copied). They are much harder to clone. If your building still uses the older type, upgrading the fobs and readers is worth a look, whether or not you add phone access.
Phone credentials are tied to one specific device. They cannot be copied the way an old fob can. And if a phone is lost, you turn off that one key from your app.
What happens if someone’s phone dies?
This is the most common worry, and a fair one. A phone with a dead battery usually cannot open the door. A few things soften that:
- Some phone wallets keep a small reserve for access badges. Brivo says its badge in Apple Wallet can still work for up to five hours after an iPhone needs a charge.
- Many buildings give phone users a backup fob or a PIN code for the main door.
- Some systems also work from a smartwatch.
The fix is simple planning. Decide ahead of time what a tenant or worker does when their phone is dead, and post it at the front desk or in your welcome packet.
Do I need to choose just one?
No. Most modern systems let you mix them. You can give phone access to people who want it and fobs to people who do not. That is often the smoothest path, especially in buildings with a mix of ages and comfort with tech.
Key fobs tend to fit best when:
- Some people do not have smartphones or do not want an app
- Workers wear gloves or have their hands full
- You want something quick and familiar with no battery to worry about
Phone access tends to fit best when:
- You have a lot of turnover, like apartments or shared offices
- Cleaners, vendors and contractors need short-term access
- You manage more than one property and want to send or remove keys from anywhere
- You are tired of buying, tracking and replacing fobs
What about Seattle-area buildings?
A few local things are worth thinking about. Many Puget Sound apartment and mixed-use buildings went up during the construction boom with fob systems that are now several years old. That is a good time to check whether the readers can support phones and newer, more secure fobs.
Weather matters too. Readers at gates, garages and outdoor doors face a lot of rain. Whatever you choose, make sure the outdoor readers are rated for it and mounted where people can reach them without fumbling in a downpour.
New builds and high-rises have a chance to get this right from day one. Planning the readers, the network and the cabling together saves money later. Our low-voltage and cabling team handles that part as well.
How do I switch from fobs to phones?
You usually do not have to rip everything out. A typical path looks like this:
- Check your readers. Some can read both fobs and phones. Others need to be swapped.
- Pick a cloud platform. We install Brivo and Verkada systems, which let you manage doors from a browser or app.
- Roll it out in stages. Start with staff or one building, then invite tenants.
- Keep a backup. Leave a fob or PIN option for people who need it.
Access control works best when it is part of a larger plan with your cameras and network. That is the idea behind Total Security: physical and cyber security under one team and one plan.
Frequently asked questions
Can tenants share phone access with guests?
Many systems let a manager send a temporary key to a guest, vendor or cleaner, and set when it works. Whether tenants can do it themselves depends on the system and how you set it up.
Can I keep my old fobs if I add phone access?
Often yes, if your readers can read both. If you still use older 125 kHz fobs, it may be a good time to upgrade them too.
Is phone access harder for older residents?
Some people find it easy, and some would rather not use an app. That is why many buildings offer both. Nobody has to switch.