Overview
24/7 tenant access is a non-negotiable requirement for the salon suite business model. Beauty professionals often work early mornings, late evenings, and weekends based on client availability. A robust access control system combined with appropriate security measures protects both tenants and the facility while enabling independent scheduling.
Key Constraints from Prior Phases:
- 24/7 tenant access required (industry standard)
- 18 suites requiring individual access control
- Owner-operated model (remote management capability needed)
- Quality-Value Leader positioning (professional systems expected)
1. Access Control System
Requirements
| Requirement | Priority | Notes |
|---|
| 24/7 Tenant Access | MUST | Non-negotiable for salon suite model |
| Keyless Entry | MUST | Mobile app, PIN, fob, or card options |
| Remote Management | MUST | Onboard/offboard tenants without site visit |
| Audit Logs | MUST | Who entered when (liability protection) |
| Visitor Access | SHOULD | Clients can enter during tenant's hours |
| Scheduled Access | SHOULD | Building hours vs. 24/7 areas |
| Cloud-Based | SHOULD | Access from anywhere |
| Integration | NICE | API for future CRM/PMS integration |
Access Control Options Comparison
| System | Entry Methods | Monthly Cost | Key Features | Best For |
|---|
| Swiftlane | Mobile + Fob + PIN + Face | $30-50/door | Face unlock, video intercom, audit logs, visitor management | Premium facilities seeking modern tech impression |
| ButterflyMX | Mobile + Card + PIN | $35-55/door | Visitor passes, scheduled access, property management integration | Multi-tenant properties, professional visitor flow |
| Nexkey | Mobile + PIN | $15-25/door | Simple, reliable, cloud-based, remote unlock | Budget-conscious operators wanting reliability |
| Wellyx | Card + Fob | $299 one-time | No subscription, basic audit, time restrictions | Minimal recurring cost priority |
| Salto KS | Mobile + Card | $25-40/door | Enterprise-grade, SVN-Flex locks, real-time monitoring | Established operators, multiple locations |
Detailed System Profiles
Swiftlane (Premium Option)
Overview: Cloud-based access control with video intercom and optional face recognition.
| Aspect | Details |
|---|
| Hardware | Swiftlane Reader + Panel per entry point |
| Entry Methods | Mobile app, fob, PIN, face unlock |
| Monthly Cost | $30-50 per door |
| Hardware Cost | $500-800 per door |
| Features | Video intercom, visitor management, audit logs, remote unlock, scheduled access |
| Mobile App | iOS and Android |
| Integration | API available, Zapier, property management systems |
Pros:
- Premium appearance (modern touchscreen readers)
- Face unlock unique differentiator
- Video verification of visitors
- Comprehensive audit trail
Cons:
- Higher monthly cost
- Premium hardware investment
- May be over-engineered for small facility
ButterflyMX (Recommended Mid-Range)
Overview: Property access platform designed for multi-tenant buildings with strong visitor management.
| Aspect | Details |
|---|
| Hardware | Video intercom panel + door controllers |
| Entry Methods | Mobile app, key card, PIN |
| Monthly Cost | $35-55 per door |
| Hardware Cost | $1,500-2,500 for intercom + controllers |
| Features | Visitor passes (virtual keys), scheduled access, delivery management, audit logs |
| Mobile App | iOS and Android |
| Integration | Property management systems, package lockers |
Pros:
- Excellent visitor management (clients get temp access)
- Professional video intercom for main entrance
- Scheduled access (e.g., common areas locked after hours)
- Strong property management integration
Cons:
- Higher upfront hardware cost for video intercom
- Monthly subscription required
Nexkey (Budget Recommendation)
Overview: Simple, cloud-based access control focused on reliability and ease of use.
| Aspect | Details |
|---|
| Hardware | Nexkey smart locks or controllers |
| Entry Methods | Mobile app, PIN |
| Monthly Cost | $15-25 per door |
| Hardware Cost | $200-400 per door |
| Features | Remote unlock, audit logs, scheduled access, user management |
| Mobile App | iOS and Android |
| Integration | Basic API |
Pros:
- Lowest ongoing monthly cost
- Simple to manage
- Reliable cloud platform
- Easy tenant onboarding
Cons:
- No video intercom option
- No fob/card option (mobile/PIN only)
- Less sophisticated visitor management
Wellyx (Minimal Recurring Option)
Overview: One-time purchase access control with no monthly subscription.
| Aspect | Details |
|---|
| Hardware | Card readers, fobs |
| Entry Methods | Card, fob |
| One-Time Cost | $299 + hardware |
| Monthly Cost | $0 |
| Hardware Cost | $100-200 per reader |
| Features | Basic access control, time restrictions, simple audit |
| Mobile App | Limited |
| Integration | Minimal |
Pros:
- No monthly subscription
- Simple, proven technology
- Low total cost of ownership
Cons:
- No mobile app convenience
- Fob/card management burden
- Limited remote capabilities
- Less modern impression
Recommendation
Primary Recommendation: ButterflyMX or Nexkey
| Scenario | Recommended System | Rationale |
|---|
| Premium Positioning | ButterflyMX | Video intercom creates professional first impression; excellent visitor management for client convenience |
| Budget Priority | Nexkey | Reliable cloud-based system at lower cost; mobile-first fits modern tenant expectations |
| Minimal Recurring | Wellyx | If subscription costs are unacceptable; trades convenience for savings |
Decision Matrix:
| Factor | Weight | Swiftlane | ButterflyMX | Nexkey | Wellyx |
|---|
| Monthly Cost | HIGH | 2 | 2 | 4 | 5 |
| Tenant Experience | HIGH | 5 | 5 | 4 | 2 |
| Visitor Management | MED | 5 | 5 | 3 | 1 |
| Remote Management | HIGH | 5 | 5 | 5 | 2 |
| Professional Image | MED | 5 | 5 | 4 | 3 |
| Total (weighted) | - | 3.6 | 3.7 | 4.0 | 2.6 |
Selection: Nexkey for best value; ButterflyMX if video intercom and visitor management justify premium.
Access Points
| Access Point | System | Entry Methods | Notes |
|---|
| Main Entrance | Reader + video intercom | Mobile, PIN, card, visitor code | Primary controlled entry |
| Suite Doors (18) | Smart lock or reader | Mobile, PIN | Individual tenant access |
| Common Areas | Unlocked during building hours | N/A | Reception, break room, laundry |
| Restrooms | Unlocked | N/A | Available to all |
| Emergency Exit | Panic hardware only | Push bar | No reader needed; alarmed |
| Back/Service Door | Reader | Mobile, PIN | Staff/delivery only |
System Architecture
CLOUD PLATFORM
|
[Internet]
|
+------------+------------+
| |
[Main Entrance] [Building Controller]
Video Intercom |
+ Reader +----+----+----+----+
| | | |
[Suite] [Suite] ... [Suite]
Lock 1 Lock 2 Lock 18
|
[Back Door]
Reader
Mobile App <---> Cloud <---> Hardware
Owner Portal <---> Cloud <---> Hardware
Cost Estimate Summary
| System | Hardware (18 suites + 2 entries) | Monthly | Year 1 Total | Year 3 Total |
|---|
| Swiftlane | $12,000-15,000 | $600-900 | $19,200-25,800 | $33,600-47,400 |
| ButterflyMX | $8,000-12,000 | $700-1,100 | $16,400-25,200 | $32,800-51,600 |
| Nexkey | $5,000-8,000 | $300-500 | $8,600-14,000 | $16,200-26,000 |
| Wellyx | $3,000-5,000 | $0 | $3,000-5,000 | $3,000-5,000 |
2. Security Camera System
Coverage Requirements
| Location | Camera Type | Priority | Notes |
|---|
| Main Entrance (exterior) | Outdoor bullet | MUST | Entrance/exit recording |
| Main Entrance (interior) | Indoor dome | MUST | Lobby activity |
| Reception/Waiting | Indoor dome | MUST | Client staging area |
| Corridors | Indoor dome | MUST | Both directions covered |
| Back/Service Door | Outdoor bullet | MUST | Secondary entry |
| Parking Lot | Outdoor PTZ or bullet | SHOULD | If facility controls lot |
| Laundry Room | Indoor dome | OPTIONAL | Vandalism prevention |
| Break Room | Indoor dome | OPTIONAL | Vandalism prevention |
| Inside Suites | NOT ALLOWED | N/A | Privacy - tenant space |
Camera Specifications
| Specification | Minimum | Recommended | Notes |
|---|
| Resolution | 1080p (2MP) | 4K (8MP) | Higher = more storage |
| Night Vision | Required | IR 30ft+ | 24/7 operation |
| Field of View | 90 degrees | 120 degrees | Coverage area |
| Weather Rating | IP65 (outdoor) | IP67 | Exterior durability |
| Storage | 30-day retention | 60-day retention | Check with insurance |
| Access | Cloud or NVR | Cloud preferred | Remote viewing |
| Motion Detection | Required | AI-powered | Reduce false alerts |
Camera Layout
+-----------------------------------------------+
| |
| [CAM 2: Lobby/Reception] |
| |
| RECEPTION |
| | |
| ====+===== CORRIDOR [CAM 3: Corridor N] =====|
| | | |
| [Suites] COMMON [Suites] |
| AREAS |
| | | |
| =====+==== CORRIDOR [CAM 4: Corridor S] =====|
| | |
| [CAM 5: Back Door Interior] |
| |
| [BACK DOOR] |
| |
+-----------------------------------------------+
EXTERIOR:
[CAM 1: Main Entrance] [CAM 6: Back Entrance]
PARKING (if applicable):
[CAM 7: Parking Overview]
System Options
| Option | Type | Monthly Cost | Features | Best For |
|---|
| Ring for Business | Cloud | $10-20/camera | Easy setup, app-based, no NVR | Small facilities, simplicity |
| Verkada | Cloud | $20-30/camera | Enterprise cloud, AI, integrations | Premium facilities, growth |
| UniFi Protect | NVR | $0 (after hardware) | Local NVR, one-time cost, reliable | Budget, tech-comfortable |
| Reolink | NVR or Cloud | $0-10/camera | Affordable hardware, hybrid | Budget-focused |
Recommended System: UniFi Protect or Reolink
| Factor | Recommendation | Rationale |
|---|
| 8-Camera Setup | UniFi Protect | One-time hardware cost, excellent app, local storage + cloud backup |
| Budget Setup | Reolink NVR | Lower hardware cost, reliable, local storage |
| Simplicity | Ring for Business | Minimal technical setup, but ongoing monthly cost |
Cost Estimate
| Component | Budget (Reolink) | Mid-Range (UniFi) | Premium (Verkada) |
|---|
| Cameras (8) | $800-1,200 | $2,000-3,000 | $4,000-6,000 |
| NVR/Storage | $300-500 | $400-600 | Included (cloud) |
| Installation | $500-1,000 | $500-1,000 | $500-1,000 |
| Monthly | $0 | $0 | $160-240 |
| Year 1 Total | $1,600-2,700 | $2,900-4,600 | $6,420-9,880 |
| Year 3 Total | $1,600-2,700 | $2,900-4,600 | $10,260-15,640 |
Storage Requirements
| Cameras | Resolution | Retention | Storage Needed |
|---|
| 8 | 1080p | 30 days | 2-4 TB |
| 8 | 1080p | 60 days | 4-8 TB |
| 8 | 4K | 30 days | 8-16 TB |
| 8 | 4K | 60 days | 16-32 TB |
Recommendation: 1080p with 30-day retention (2-4 TB) balances quality, storage cost, and usefulness. Upgrade to 4K for entrance cameras if budget allows.
Privacy Policy
| Policy | Details |
|---|
| Suite Privacy | NO cameras inside suites (tenant private space) |
| Common Areas | Cameras disclosed in lease agreement |
| Signage | "Video surveillance in use" signs posted |
| Access | Owner/manager access only |
| Retention | 30 days standard, longer for incidents |
| Requests | Tenant can request footage of common area incidents |
| Law Enforcement | Comply with valid legal requests |
3. Emergency Systems
Fire Safety
| System | Responsibility | Notes |
|---|
| Sprinkler System | Building/Landlord | Verify exists and covers all areas |
| Fire Alarm | Building/Landlord | Tied to building monitoring |
| Smoke Detectors | Luxa (in suites) | Additional protection |
| Fire Extinguishers | Luxa | Per code (75 ft travel distance) |
| Emergency Exits | Building | Panic hardware, illuminated signs |
| Emergency Lighting | Luxa/Building | Battery backup on egress path |
Fire Extinguisher Placement
Placement: Every 75 ft travel distance (typical)
+-----------------------------------------------+
| |
| [FE] Reception |
| |
| RECEPTION |
| | |
| ====+===== CORRIDOR ========================|
| | [FE] | |
| [Suites] Center [Suites] |
| |
| =====+==== CORRIDOR ========================|
| | |
| [FE] Back Door Area |
| |
+-----------------------------------------------+
Type: ABC dry chemical (2A:10-B:C rating minimum)
Mounting: 3.5-5 ft AFF (handle height)
Inspection: Annual (tagged)
Panic/Alarm Systems
| Option | Description | Cost | Recommended? |
|---|
| Panic Button (Reception) | Silent alarm to monitoring or owner | $100-300 | OPTIONAL |
| Alarm System (standalone) | Motion sensors, door sensors, siren | $500-1,500 + $20-50/mo | OPTIONAL |
| Building Integration | Tie into building alarm | Varies | IF AVAILABLE |
Recommendation: Start without standalone alarm system if building has security. Consider panic button in reception for late-night/weekend incidents.
Emergency Procedures
| Scenario | Procedure | Notes |
|---|
| Fire | Evacuate via nearest exit; call 911 | Posted evacuation routes |
| Medical | Call 911; owner notified | First aid kit in break room |
| Intruder | Lock suite door; call 911 | Suite locks from inside |
| Power Outage | Emergency lighting activates | Battery backup on exit signs |
| Severe Weather | Shelter in interior corridor | Away from windows |
Emergency Equipment Checklist
4. Tenant Onboarding/Offboarding
Onboarding Process
| Step | Action | Timing | Responsibility |
|---|
| 1 | Create tenant account in access system | Lease signing | Owner |
| 2 | Assign suite access permission | Lease signing | Owner |
| 3 | Issue credentials | Move-in day | Owner |
| 4 | Verify access works | Move-in day | Owner + Tenant |
| 5 | Explain emergency procedures | Move-in day | Owner |
| 6 | Provide emergency contacts | Move-in day | Owner |
Credential Options by System
| System | Primary Credential | Backup Credential |
|---|
| ButterflyMX | Mobile app invite | Key card issued |
| Nexkey | Mobile app invite | PIN code |
| Swiftlane | Mobile app invite | Fob or PIN |
| Wellyx | Key card or fob | Backup fob |
Access Permissions
| Access Area | Standard Tenant | Notes |
|---|
| Main Entrance | 24/7 | Always accessible |
| Own Suite | 24/7 | Individual lock |
| Common Areas | Building hours | May be 24/7 or restricted |
| Laundry | 24/7 | Same as building |
| Back Door | 24/7 | If applicable |
| Other Suites | NEVER | Privacy protected |
Offboarding Process
| Step | Action | Timing | Responsibility |
|---|
| 1 | Schedule final walkthrough | 30 days before | Owner |
| 2 | Conduct walkthrough | Last day | Owner + Tenant |
| 3 | Collect physical credentials | Last day | Owner |
| 4 | Deactivate digital access | Immediately at lease end | Owner |
| 5 | Change suite lock code (if PIN-based) | Same day | Owner |
| 6 | Archive audit logs | Within 7 days | Owner |
| 7 | Process deposit refund | Within 14 days | Owner |
Offboarding Verification Checklist
Access Audit Requirements
| Record | Retention Period | Purpose |
|---|
| Entry/exit logs | 1 year minimum | Liability protection |
| Credential changes | 1 year minimum | Security tracking |
| Failed access attempts | 90 days | Security monitoring |
| Visitor access | 90 days | Incident investigation |
Visitor Access Management
| Visitor Type | Access Method | Authorization |
|---|
| Client (expected) | Tenant grants via app | Temporary pass |
| Client (walk-in) | Intercom to tenant | Tenant buzzes in |
| Delivery | Main entrance during hours | No suite access |
| Emergency | Physical key override | Owner/manager only |
| Contractor | Temporary credential | Owner-issued |
5. System Integration
Integration Opportunities
| System A | System B | Integration Benefit |
|---|
| Access Control | Camera System | Trigger recording on access events |
| Access Control | Property Management | Auto-update tenant list |
| Camera System | Mobile App | View cameras remotely |
| Access Control | Alarm System | Arm/disarm based on occupancy |
Recommended Integration Priority
| Priority | Integration | Value |
|---|
| HIGH | Access + Camera timestamp sync | Incident investigation |
| MEDIUM | Access + Property Management | Reduce manual updates |
| LOW | Access + Alarm | Nice-to-have automation |
Technology Infrastructure
| System | Network Requirements | Notes |
|---|
| Access Control | Internet connection | Cloud-based requires reliable internet |
| Cameras | LAN + optional cloud | Local NVR works offline; cloud backup |
| WiFi | Separate tenant network | Access systems on management network |
Network Architecture
[Internet] --- [Router/Firewall]
|
+-----------+-----------+
| | |
[Management] [Tenant] [Guest]
Network Network Network
| | |
- Access - Suite - Reception
Control WiFi WiFi
- Cameras
- NVR
Security: Access control and cameras on separate management network from tenant WiFi.
6. Budget Summary
Total Access & Security Budget
| Category | Budget Range | Notes |
|---|
| Access Control Hardware | $5,000-12,000 | Depends on system choice |
| Camera Hardware | $1,600-4,600 | Depends on system choice |
| Installation | $1,500-3,000 | Access + cameras |
| Emergency Equipment | $500-1,000 | Extinguishers, first aid, signage |
| TOTAL HARDWARE | $8,600-20,600 | - |
| Category | Monthly Range | Annual Range |
|---|
| Access Control | $0-500 | $0-6,000 |
| Camera Monitoring | $0-200 | $0-2,400 |
| Alarm Monitoring | $0-50 | $0-600 |
| TOTAL MONTHLY | $0-750 | $0-9,000 |
Recommended Budget Allocation
| Scenario | Access System | Camera System | Monthly Total |
|---|
| Budget | Wellyx ($3,500) + Nexkey hybrid | Reolink ($2,000) | $150-250 |
| Mid-Range | Nexkey ($6,000) | UniFi Protect ($3,500) | $300-450 |
| Premium | ButterflyMX ($10,000) | UniFi Protect ($3,500) | $600-900 |
7. Implementation Timeline
Pre-Opening Installation
| Week | Task | Notes |
|---|
| -8 to -6 | Select and order systems | Lead time for hardware |
| -6 to -4 | Rough wiring (access + cameras) | During build-out |
| -4 to -2 | Install hardware | Locks, readers, cameras |
| -2 to -1 | Configure software | User accounts, schedules |
| -1 | Test all systems | Full functionality check |
| Opening | Issue tenant credentials | As tenants sign |
Installation Coordination
| System | Coordinate With | Notes |
|---|
| Access Control | Electrician | Low-voltage wiring, power |
| Access Control | Door installer | Lock compatibility |
| Cameras | Electrician | Power, network drops |
| Cameras | IT | Network configuration |
| Emergency | Fire marshal | Compliance verification |
Decision Summary
Recommended Configuration
| System | Selection | Rationale |
|---|
| Access Control | Nexkey or ButterflyMX | Balance of cost, features, tenant experience |
| Cameras | UniFi Protect | One-time cost, excellent app, reliable |
| Emergency | Basic (per code) | Fire extinguishers, emergency lighting, first aid |
Key Decisions for Phase 6/9
| Decision | Needed By | Impact |
|---|
| Access system selection | Phase 6 (site selection) | Door hardware compatibility |
| Camera placement | Phase 9 (build-out) | Wiring rough-in |
| Network architecture | Phase 9 (build-out) | Cabling infrastructure |
| Monthly budget tolerance | Phase 8 (financials) | Operating expense line item |
Access Control & Security Specifications Complete - Ready for Phase 9 Contractor Reference
Phase 4: Experience & Design Standards - Plan 02 Task 3 Complete