Don’t Wait Until Lease-Up: Plan Key Management Early for Multifamily Construction

On most new multifamily construction projects, property teams frequently start evaluating key management processes late — often just weeks before lease-up begins.

In high-volume markets, that timing can create unnecessary complexity during an already busy phase of development. According to Yardi, Washington, D.C. developers delivered 15,500 units in 2025, and an additional 19,943 units were under construction at the beginning of 2026.

If you’re involved in a new multifamily build, ensuring a successful lease-up starts with planning key management early. Here’s what to consider.

Delayed Planning’s Effect on Lease-Up

Consider the number of people filtering in and out of the property throughout construction and lease-up. There are contractors and vendors, as well as staff involved in hiring, training, make-readies, and prospect tours. During this time, it’s essential to have a reliable way to track key activity and hold users accountable.

Waiting too long to decide on a key management system can lead to unintended complications:

• Limited flexibility for system placement or installation
• Rushed decision-making near lease-up
• Makeshift key control processes during the opening period

By thinking through key control needs earlier in the construction process, you’ll have more control over system options and experience smoother operations when the community opens.

The Ideal Time to Start Evaluating Key Management Options

The design phase is the optimal time to start considering key management solutions. At this early stage, you’ll have time to determine where to place the system, figure out which system configurations work best in the space, and design cutouts or cabinetry if needed.

Contacting key management providers during the planning process helps you select the best system for your needs while leaving ample time for manufacturing, delivery, installation, and training.

Questions to Help You Find the Right System

When evaluating key control systems, answer the following questions:

• What key capacity will you need? To determine key capacity, account for the number of units, common areas, storage units, and additional rentable spaces.
• Where will you place the system? When thinking about where you’ll install the system, make sure it works with the on-site team’s workflow. Most properties install the system in a back room. However, if you’re managing a high-end property that offers concierge-style services, you may want to look for a system to go behind the reception desk.
• How will you manage different access points and credential types? Even if you plan to implement smart locks, ensure you have a way to secure keys for areas not equipped with smart locks, such as amenities, maintenance areas, shared spaces, etc. It’s also a good idea to have backup keys on hand in case of digital lock failures.

Considering these factors will help you identify a system that fits your property’s layout, workflow, and operational needs.

Budgeting Considerations

When reviewing quotes, account for the following costs:

• System hardware
• Installation and setup
• Software or subscriptions (if applicable)
• Training and onboarding

Since providers may structure pricing differently, be sure to confirm what the purchase includes.

Planning earlier in the construction process helps create a smoother transition for everyone involved in opening the community. You can plan for the space required for the system during construction and establish key control procedures before residents move in. Fewer last-minute decisions during lease-up mean less stress and a more organized opening process.

To start evaluating key control solutions for your property, visit keytrak.com/pma.