How to manage more holiday flats without adding staff

When you manage a handful of apartments, the operation holds up. When you go past ten, twenty or fifty, every small repeated task multiplies and starts to set the ceiling on what your team can handle. And one of the things that quietly holds you back the most is guest access.

In this article we analyse why access is a bottleneck for scaling and how to automate it to manage more flats with the same team.

The hidden cost of access when you manage several flats

Access looks like a minor detail, but added up over time it's one of the biggest drains on a management company's resources:

• Trips to hand over or collect keys, or to "rescue" a guest who can't get in.
• Off-hours arrivals that force you to have someone available outside working hours.
• Unexpected incidents that break the day's planning and consume your best people putting out fires.

None of these tasks makes you grow; they only stop you from spending time on what does scale. And the more flats, the more they pile up.

Why access incidents scale so badly

Many access systems depend on wifi and batteries. Individually they rarely fail, but when you multiply that small failure rate by dozens of apartments and hundreds of arrivals a month, the result is a constant trickle of incidents.

And they almost always come at the worst moment: at night, on a weekend, with the guest out on the street and your team stretched thin. A device with a dead battery or a hung router turns a routine arrival into an emergency. At that scale, reliability stops being a luxury and becomes the factor that decides whether you can grow without adding staff.

How to automate access to scale

The lever is to take everything that can fail out of the equation. With Keeppe, building access is automated from the intercom: the guest rings and the entrance opens on its own. No keys to hand over, no app and no dependence on wifi or batteries.

For a management company, that translates into:

• No trips for keys or for entry incidents.
• Fewer last-minute incidents, because there's no wifi or battery to fail.
• No per-unit fees: it's a one-time payment per apartment, so the cost doesn't grow every month with your portfolio.
• Clean installation and no community permission, because it goes inside each home's private intercom.

What you gain by automating access

The goal isn't just to save hassle, it's to raise the number of apartments each person on your team can manage. When entry stops generating trips and scares, your operation becomes predictable: fewer emergencies, fewer off-hours hours and more capacity to win and set up new flats.

In a business where the margin is in volume and efficiency, taking friction out of access is one of those investments that pay for themselves fastest.

Frequently asked questions

Does it work with any intercom?

It's compatible with analogue and digital intercoms. It's installed inside each apartment's intercom.

Does it have monthly fees per apartment?

No. It's a one-time payment per unit, with no subscriptions or recurring fees, so the cost doesn't grow with your portfolio.

What happens if the power goes out or the internet fails in a flat?

Access keeps working: it doesn't depend on the home's wifi or electricity, but on the building's general supply.

Do I need permission from each residents' association?

No. It's installed inside each apartment's private intercom, without touching communal elements of the building.

Can I keep my current system as a backup?

Yes. Keeppe can coexist with other access systems, so you can use it as the main one and keep the previous one as a backup if you prefer.

Managing several apartments and want to get rid of access incidents? Discover how to automate access across your flats or request information and we'll advise you.