Serviced apartments are a growing segment in the accommodation market. They combine the flexibility of an apartment with the comfort of a hotel, appealing particularly to business travelers, project employees, expats, and long-term guests. However, what many operators struggle with is that the classic hotel operation with a 24/7 reception doesn't fit the concept. And a traditional set of keys certainly doesn't.
A modern access system is therefore not a nice-to-have, but the operational foundation for efficient, guest-friendly serviced apartments. In this guide, you'll learn what matters, which components you need, and how ELCON solutions can help.
What makes serviced apartments special?
Serviced apartments differ from classic hotels and vacation rentals in several ways:
- Length of stay: Significantly longer than in a hotel, often several weeks to months.
- Target audience: Primarily business travelers, project employees, expats, and those in relocation phases.
- Operating model: Usually without a permanently staffed reception, but with a housekeeping rhythm and on-demand services.
- Number of units: Often multiple apartments in one or more buildings, centrally managed.
Precisely this combination places high demands on the access system: it must be flexible, remotely manageable, secure, and at the same time simple for guests who may arrive late at night or on weekends.
Typical challenges in access management
1. Check-in at any time of day or night
Serviced apartments are often booked by travelers whose arrival time changes at short notice: delayed flights, extended meetings, postponed moving dates. Relying on personal key handovers here means unnecessary staff time and risks dissatisfied guests.
2. Changing users, changing access rights
With stays ranging from a few nights to several months, guests constantly change. Each time a new key, each time the worry of whether all copies have really been collected. Mechanical keys here represent a logistical and security-related effort that can be solved more elegantly digitally.
3. Coordinating housekeeping and maintenance
Cleaning staff, technicians, linen service: Many people regularly need access to the apartments, but only within defined time windows. Without a digital system, this means either a leap of faith (master key) or constant handovers (loss of time).
4. Central management of multiple properties
Anyone who operates multiple apartments in one building or across several locations needs a system that can be managed centrally. Paperwork and Excel lists will sooner or later lead to errors.
Core requirements for an access system for serviced apartments
A suitable system should cover these points:
- Contactless check-in via code, app, or transponder
- Remote management of all access via a central app
- Time-limited codes for guests and service providers
- Role management for staff (housekeeping, maintenance, administration)
- Seamless logging of who had access when
- Reliable operation even without internet or in case of network failure
- GDPR-compliant data storage
These points cannot be covered by a single device but require a modular solution that sensibly combines various components.
Overview of suitable ELCON solutions
For the main entrance and apartment doors: digital locking cylinders
The ELCON EL2 and the ELCON EL20 replace the existing locking cylinder in under 15 minutes. No drilling, no wiring. Ideal if you want to upgrade existing doors without replacing the door leaf.
Via the app, you assign individual access rights for each guest, time-limited and automatically expiring after check-out. For service providers, you set up access profiles that are only active at specific times. An overview can be found in the "Smart Digital Cylinders" category.
For contactless check-in: smart key safe
The ELCON smartKEYSAFE is the solution when guests need a physical key upon arrival (e.g., for outbuildings, bicycle storage, or mailboxes). The guest receives an individual PIN code in advance, opens the box, and starts their stay directly. No waiting, no staff needed.
For guests without a smartphone: Keypad extension
Not every guest wants or can install an app. With the ELCON smartKEYPAD, guests open the apartment with a PIN code directly at the door, without a smartphone or booking account. Ideal for international travelers or short-term renters.
For staff and area access: RFID wall reader
The ELCON smartWALLREADER is suitable for doors in staff or storage areas. Employees authenticate themselves via RFID transponder, which is faster than entering a PIN. Via the app, you assign each employee exactly the areas they are allowed to enter.
For high-quality doors: smart door fitting
If you are equipping doors completely new or are looking for a high-quality design, the ELCON smartHANDLE or the EL3 is a good choice. It replaces the handle and locking function in one component.
Practical example: A smooth check-in process
This is what a typical process in a well-equipped serviced apartment could look like:
- The guest books online or directly.
- Two hours before arrival, they receive an email with an individual access code for the front door and for their apartment.
- Upon arrival, regardless of the time, they open the front door with the code on the smartKEYPAD and then their apartment with the same or a separate code.
- The code is valid for the entire stay and automatically expires on the departure day.
- Housekeeping opens the apartment after check-out with its own access, which is only active within a defined time window.
Everything is centrally managed and logged. No waiting, no staff effort for key handovers, no unclear access.
Why ELCON is the right choice for serviced apartments
Offline operation: ELCON door locks operate completely offline via Bluetooth. If WLAN or internet fails, your apartments remain accessible. An indispensable point for ongoing operations.
GDPR compliant: All data is stored exclusively in the EU. For operators working with international guests and their data, this is a fundamental legal requirement.
No subscription fees: With ELCON, you pay once at the time of purchase and use the system permanently. No monthly subscription per room or per user that eats into the margin over the years.
Scalable: You can start with a single apartment and gradually expand your system, whether within one building or across multiple locations.
Support from Vienna: Development, production, and support all take place in Austria. You have a direct contact person in your time zone and language, with personal consultation in the Vienna showroom or by phone at +43 1 3000 966.
Frequently asked questions
Can I connect my property management system to ELCON? Yes. We offer interfaces for common PMS systems. We will be happy to clarify details in a consultation.
What happens if a guest shares their code? The code is time-limited and automatically expires on the day of departure. In addition, you can see in the log when and how often a code was used. Suspicious activities can be detected immediately, and the code can be deactivated at any time.
How secure is the system against manipulation? All ELCON products use encryption according to current industry standards (AES-256). Communication between the app and the lock is encrypted, and data is stored in Europe.
Do I have to upgrade all doors simultaneously? No. The system is modular. You can start with one door or one apartment and expand gradually.
Conclusion
A modern access system is the difference between efficient operation and constant coordination effort for serviced apartments. Contactless 24/7 check-in, time-limited codes, clear roles for staff, and seamless logs: all of this can be elegantly mapped with a well-thought-out combination of digital locking cylinders, key safe, and extensions.
ELCON offers you the right basis for this: modular, offline-capable, GDPR-compliant, without a subscription, and with personal support from Vienna.
View suitable solutions or arrange a non-binding consultation appointment now.
