Everything you need to make the right access control decision — before you talk to anyone.
Practical guides for property managers, HOA boards, and developers who want to understand access control, compare options, and arrive at the demo already knowing the right questions.
Start here if you’re new to modern access control.
The Complete Property Manager’s Guide to Modern Access Control
Everything you need to know before choosing a platform — from QR vs video to retrofit vs new installation.
- How modern access control actually works — and how it’s different from what you have now
- QR entry vs video intercom — when each technology makes sense
- The real cost of legacy systems — guard labor, locksmith calls, and liability exposure
- How to evaluate vendors without getting sold to
- The 8 questions to ask before signing any contract
- Retrofit vs new installation — how to know which one your building needs
- How to present the business case to your HOA board
Guides by topic and property type.
How to Choose an Access Control Platform — The 2026 Checklist
A vendor-neutral checklist covering the 12 criteria that matter most — bilingual support, retrofit compatibility, audit trail, local technicians, and total cost of ownership.
Download Free →Access Control RFP Template — For Property Managers and HOA Boards
A ready-to-use RFP template for communities issuing a formal bid for access control. Includes evaluation criteria, scoring matrix, and vendor question set.
Download Free →The Total Cost of Your Current System — A Calculation Worksheet
A worksheet that adds up what your legacy system actually costs — guard labor, credential management, locksmith calls, and liability exposure. Most properties are surprised by the number.
Download Free →QR Entry vs Video Intercom — Which One Does Your Building Need?
A practical decision framework for property managers choosing between QR-first, video-first, or hybrid entry. Includes a property-type matrix and entry volume calculator.
Download Free →WebRTC and the Modern Video Intercom — What Property Managers Need to Know
A plain-language explanation of how WebRTC-based video intercoms work, why they’re more reliable than SIP systems, and what to look for in a vendor’s technical infrastructure.
Download Free →Mobile Credentials vs Key Fobs — The Security Comparison
A side-by-side security and operational comparison of mobile credentials and physical key fobs. Includes credential lifecycle analysis and total cost comparison over 5 years.
Download Free →The HOA Board Guide to Modernizing Community Access Control
Written for board members — not property managers. Covers the approval process, budget framing, vendor selection, and resident communication plan for a successful platform transition.
Download Free →Multifamily Access Control — The Operator’s Playbook
For apartment operators managing 100–1,500 units. Covers package delivery, elevator control, amenity management, resident app adoption, and staff workflow integration.
Download Free →Specifying Access Control in New Construction — The Developer’s Checklist
A pre-construction checklist for developers specifying access control before the first conduit is pulled. Includes infrastructure requirements, conduit routing, and platform evaluation criteria.
Download Free →Switching from ButterflyMX — A Step-by-Step Migration Guide
For communities currently on ButterflyMX considering a move to Vivo. Covers the transition process, resident communication, timeline expectations, and what to do with existing hardware.
Download Free →Replacing a Legacy Button Intercom — What to Expect
The most common retrofit scenario — documented step by step. Covers infrastructure assessment, hardware compatibility, installation timeline, and resident onboarding.
Download Free →From Guard-Dependent Entry to Automated Access — A Property Manager’s Transition Guide
For properties transitioning from guard-managed entry to automated digital access. Covers guard workflow integration, resident communication, and how to handle the first 30 days.
Download Free →Building Access Control and Liability — What Property Managers Need to Know
A non-legal guide to how access control audit trails affect liability exposure, insurance requirements, and incident documentation for residential and commercial properties.
Download Free →The Resident Data Privacy Guide for Access Control Platforms
What data your access control platform collects, how it should be stored, who can access it, and what questions to ask any vendor before signing.
Download Free →Don’t see the guide you need?
We publish new guides every month based on the questions property managers, HOA boards, and developers ask most often. If you have a topic you’d like covered — or a specific challenge you’re navigating — send it to us. If it’s a question we hear from others, we’ll build the guide and send it to you first.
More resources to help you decide.
Ready to go beyond the guide?
A senior integrator will walk you through a live demo — your property type, your entry points, your specific questions. No slides. No scripts. Just answers.