Start with a simple question: what should change at each access point when a resident moves in, a service visit ends or a subscription expires? A clear answer makes setup, communication and later corrections easier.
Map people, places and responsibilities
List the entrances, elevators, garage gates, parking barriers and shared rooms. For each point, record the users who need access, the person who approves changes and the equipment receiving the command. Keep entry permission separate from the arrangements for leaving the building. Emergency egress must never be blocked by a card, schedule or payment rule.
Separate people from credentials. A resident may hold a card and a key fob; losing one should not require rebuilding the permissions for the whole household. Record which credential is being replaced and review the permissions of the replacement.
A practical permissions table might look like this:
| Group | Points to consider | Rule to define |
|---|---|---|
| Residents | Assigned floors, entrance, garage | Individual permissions and any applicable validity period |
| Maintenance team | Technical rooms and agreed service areas | Working days, time windows and visit end date |
| Visitors | An agreed entrance and destination | Limited areas and a defined end to access |
This table is a planning example. It does not prescribe which areas a property should restrict.
Use schedules that reflect actual visits
Access schedules describe when an otherwise authorized person may use a point. Decide whether a service team needs weekday access, a booked visit or a longer maintenance window. Include how an administrator handles an approved exception, rather than issuing an unrestricted credential for convenience.
Check the boundary cases during handover: before the permitted time, during it and after it. An authorized credential presented outside its schedule should be easy to distinguish from an unknown or expired credential when the administrator investigates a reported problem.
Define four useful validity states
Use these states to document the workflow and map them to the labels used by your platform. They also give residents and staff a clear way to discuss a credential’s validity.
| State | Meaning | Administrative action |
|---|---|---|
| Active | The credential is within its agreed validity and permissions. | Maintain the correct person, points and schedule. |
| Near expiry | The current period is approaching its end. | Notify the resident and explain how to renew or correct a record. |
| Expired | The validity or payment rule calls for a restriction. | Apply the rule only to the selected points. |
| Reinstated | The renewal or correction is recorded and permissions are restored. | Review the updated period and confirm the intended access. |
Keep the reason for a restriction clear. A missing payment record, an expired visitor pass and a lost card require different actions. Match each payment to the right resident or apartment and service period, and agree who reviews a disputed or incomplete record.
Make expiry selective and communicate it clearly
The administrator should explicitly choose the points affected by an expiry rule. Avoid treating one expired subscription as an instruction to disable every credential or every entrance in the property. Explain the affected service, the relevant date and whom the resident can contact about an incorrect record.
For example, an illustrative configuration could associate a parking subscription with the garage reader while the resident's other permitted entry points retain their separate rules. The example describes how selective permissions work, not a policy every property should adopt. The actual choices need to suit the property's responsibilities and residents' access needs.
Advance notification gives residents a chance to act before the restriction takes effect. Agree how far in advance notices are issued, how residents receive them and how delivery failures are handled. Keep contact details current and explain the renewal process before the first period ends.
How AXON applies these rules
AXON combines automatic invoicing and payment recording with access schedules, resident permissions and maintenance records. The administrator selects which points follow a payment or validity rule. Residents receive advance notifications on their phones before expiry. When the period expires or the configured payment requirement is not met, the selected access points are restricted automatically. Emergency egress remains available.
The public API and webhooks connect this workflow with finance software and other business systems. Map the property, resident account and service period consistently between systems. During setup, demonstrate an invoice, a recorded payment and the resulting access status, including how a correction is handled. This makes the process understandable to both the accounts team and the building administrator.
Current AXON masters store up to 1,000,000 cards locally. Card and permission changes synchronize in real time across connected masters. During an internet interruption, a master uses the cards and rules already saved locally; a disconnected master cannot receive a new remote change until its connection returns. Loss of power or of the local reader connection is a separate installation condition.
Administrators can also disable a selected reader or subordinate node remotely. That is a device action: disabling a garage reader affects its use by multiple people. Revoking one person's credential is a different action and is the appropriate distinction when handling a lost card.
The hardware can use a concentrated cabin controller or a modular master with readers and output nodes. A modular master outside the cabin can also serve cabin nodes and building access points over shared compatible lines. See the AXON platform overview and the elevator access guide for the software workflow and installation choices.
Resident access and temporary visitors
AXON supports access credentials in Apple Wallet and Google Wallet on compatible phones and watches. A resident's digital credential follows the permissions assigned to that person, just as the building defines permissions for its cards and key fobs. Include the selected devices and readers in the handover demonstration.
Residents can issue temporary QR codes or PINs for guests. For an illustrative evening visit, define the entrance, destination and visit period so the guest has a clear route and a limited permission. Camera and intercom integration also helps identify visitors and authorize entry through the connected access system.
Maintenance companies can manage multiple buildings and elevators from one AXON dashboard. Intelligent device monitoring and early alerts help the team organize attention to equipment alongside scheduled service. Assign responsibility for reviewing alerts and for keeping resident and payment records accurate.
Plan the handover and budget
Ask the installer to demonstrate an active credential, a visitor QR code or PIN, an expiry at selected points and restoration after a corrected record. Include invoicing, payment recording, resident notifications and the difference between disabling a device and revoking a credential.
A basic AXON access system for one elevator starts at €100. Authenticated RFID cards and key fobs start at €3 per piece wholesale. These are starting prices; the quote defines configuration, quantity, installation and included services. See installation services and indicative prices.
Frequently asked questions
Does expiry have to block every entrance?
No. AXON applies the configured restriction at administrator-selected points. Other permissions remain separate, and emergency egress is never blocked.
Can AXON automate invoicing and payment records?
Yes. AXON provides automatic invoicing and payment recording, with a public API and webhooks for finance integrations. Configure the account mapping, payment workflow and access rules for the property, including who handles corrections.
Can residents issue access for a visitor?
Yes. Residents can issue temporary QR codes or PINs. The visit's access points and validity are configured for the intended entrance and destination, using the selected compatible entry equipment.
Can multiple masters use the updated permissions?
Yes. Connected masters synchronize changes in real time. A disconnected master continues with its saved local data until it can receive updates.
Discuss your access points, schedules and administration workflow with AXON.