Quick answerA building access control system replaces keys for the entrance, garage, storage rooms or pool with cards, fobs or phones that can be cancelled instantly if lost. It allows schedules per area, pool capacity limits and an access log. Because it’s a shared element, in Spain it must be approved by the owners’ association (comunidad de propietarios), which must also comply with data-protection law.
In many apartment buildings, dozens of copies of the entrance, garage and pool keys are in circulation and nobody knows exactly how many there are or who holds them. An access control system puts the building back in control: every credential is personal, can be cancelled and leaves a record.
Areas usually covered
| Area | Typical credential | Useful features |
|---|---|---|
| Main entrance | Card, fob or phone + video intercom | Let visitors in from your flat |
| Garage | Remote, card or licence plate | Add and remove vehicles |
| Storage rooms | Card | Storage owners only |
| Pool | Card or phone | Seasonal hours and capacity limits |
| Gym or shared areas | Card or phone | Bookings and hours |
| Meter or plant rooms | Restricted card | Maintenance and authorised contractors only |
Advantages over keys
- Instant cancellation of lost cards or former tenants’ access.
- No uncontrolled copies: each credential belongs to a home.
- Schedules: the pool only in season and set hours; the gardener only in the morning.
- Capacity: limit pool numbers if the association decides to.
- Access log for resolving incidents, with restricted access.
- Integration with the intercom and CCTV.
How to approach it in the association
- Technical survey: entrances, existing cabling, power and connectivity.
- A proposal with options: credentials, cost, maintenance and who manages users.
- A vote at the owners’ meeting with the majority required by the Horizontal Property Act (check with the administrator).
- Rules of use: credentials per home, replacement cost, tenant access.
- Data protection: inform residents, decide who sees the log and set retention periods.
- Phased installation if budget requires: entrance and garage first, the rest later.
Technical options in existing buildings
Modernising access doesn’t mean digging up the entrance hall:
- Wired readers where power already exists (entrance, garage door), connected to a controller in the plant room.
- Wireless electronic cylinders or locks on secondary doors (storage, plant rooms), managed from the same software where the system supports it.
- Reusing the existing intercom wiring with equipment that supports it, avoiding works inside apartments.
- Connectivity: the controller needs a network; if the building has none, a dedicated line or a wireless link from another point can provide it.
- Backup power so the entrance and garage keep working during power cuts.
Day-to-day management
- A manager (administrator, president or maintenance company) adds and removes credentials in the software.
- Mobile credentials make temporary access for contractors or tenants easy, with nothing physical to hand over.
- Review the user list periodically.
Worked example: a 32-apartment building with garage and pool
- Entrance: IP video intercom with a card reader; residents let visitors in from their monitor or phone.
- Garage: plate recognition for registered vehicles, with cards as a fallback.
- Storage: a reader on the storage corridor door, for owners with a storage room only.
- Pool: card access June–September, 10:00–21:00, with configurable capacity.
- Management: the property administrator issues credentials; lost ones are cancelled on the spot.
Common mistakes
- Unencrypted cards anyone can copy.
- Not deciding beforehand who manages users.
- Installing cameras or readers without the association’s approval.
- Forgetting emergency and fire-brigade access.
- Not informing residents about how their data is processed.
Conclusion
Building access control brings security, order and convenience: personal credentials that can be cancelled instantly, schedules per area and an access log. The technical side is straightforward; success depends mostly on the association’s approval, clear rules of use and responsible data handling. To choose credentials, see access control methods.
Domolife installs centralised and IP access control for residential buildings. Request a proposal.
Frequently asked questions
What majority is needed to install it?
It depends on the scope and how the service is classified. Spain’s Horizontal Property Act sets different majorities for different decisions, so check with the property administrator before taking it to the meeting.
What happens if a resident loses their card?
It’s cancelled in the software and stops working immediately; a new one is issued. It’s one of the main advantages over keys.
Can tenants or holiday lets get access?
Yes, with temporary credentials that expire on a set date. The rules of use are set by the association within its statutes and applicable law.
Who is responsible for the data?
The owners’ association, as data controller. It must inform users, restrict access to the log and keep data only as long as necessary.
Sources and technical documentation
- Law 49/1960 on horizontal property (Spanish)
- AEPD — Spanish Data Protection Agency
- AEPD — Video-surveillance guide, incl. residential buildings (Spanish)
Features depend on the exact model and firmware: always check the manufacturer’s datasheet before buying.