The Property Manager’s Suite Turnover Security Checklist

Every time a resident moves out, they leave a trail behind: fobs, parking permissions, an entry phone listing, alarm codes and, too often, a copy of the suite key. Miss one and a former resident, or whoever has their old fob, can still get into your building.

Turnover is one of the most common security gaps in multi-residential buildings, and one of the easiest to close with a consistent process. Use this checklist for every move-out and move-in, whether the suite is owner-occupied, rented or part of a retirement community.

Before move-out

• Confirm the move-out date with the owner or landlord, and book the elevator and loading area.
• List every credential issued to the suite: fobs, cards, remotes, mobile app access and any visitor or cleaner codes.
• Note every parking permission tied to the suite, including visitor passes.
• Remind residents to return all fobs and remotes, and explain any replacement charges in your rules.

On move-out day

• Collect and deactivate every credential. Don’t just collect fobs: deactivate them in the access control system, so a copy or a “lost” fob no longer works on any door, elevator or gate.
• Remove parking access. Cancel gate permissions and visitor passes linked to the suite in your parking control system.
• Remove the resident from the entry phone directory, so visitors can no longer call a suite that’s empty.
• Reset the suite alarm. Clear resident codes and contact details from the in-suite alarm panel, and confirm the panel is still reporting to the guard desk.
• Check the move-out in the audit log, so there’s a record of when access ended.

Before the new resident arrives

• Secure the suite door. With conventional locks, this means re-keying or replacing the cylinder. With SMART door locks, old credentials are revoked and new ones issued in minutes, with no locksmith visit.
• Test every suite sensor, including door, window and water leak sensors, and replace low batteries.
• Prepare new credentials for the incoming resident, ready to activate on move-in day.

On move-in day

• Activate credentials for every door, elevator floor and gate the resident needs, and nothing more.
• Add the resident to the entry phone directory and set up mobile answering if your system offers it.
• Set up the suite alarm with the resident’s codes and emergency contacts.
• Register vehicles and issue parking permissions.
• Walk the resident through the building’s security basics: how visitors reach them, how to report a lost fob and who to call in an emergency.

In the first week

• Review the audit log for the suite to confirm the new credentials work and that no old credentials have been used.
• Confirm the resident can answer entry calls on their chosen phone or app.
• File the turnover record with the date each credential was deactivated and issued.

Why one database makes turnover faster

In many buildings, each item on this checklist lives in a different system: one for fobs, another for the entry phone, another for parking, another for suite alarms. Every turnover means entering the same person four or five times, and every system is a chance to miss something.

With Condoplex, entry phones, access control, suite alarms, smart locks and parking all share one database. Remove a resident once and their access ends everywhere, with every step recorded in a single audit trail. That’s turnover in minutes, not an afternoon, and nothing left behind.