Key fob vs phone vs access card: choosing credentials for a building
The lock decides which credentials are possible; the people in the building decide which ones work in practice. Here is how fobs, cards, phone stickers, PIN codes, fingerprints and phone apps compare in apartment, condo and office buildings.
Guide · Published November 4, 2026 · Vega Access team
The options at a glance
| Credential | Strengths | Watch out for |
|---|---|---|
| Key fob | Durable, fits on a key ring, cheap to replace, works without a phone or battery. | Gets lost; must be blocked quickly; card technology decides whether it can be copied. |
| Access card | Same technology as a fob in a wallet format; can carry a photo or a company badge. | Bends and breaks in pockets; same loss and copying questions as a fob. |
| Phone sticker | An NFC tag stuck on the back of a phone: no app, no phone battery needed, always with the person. | Moves with the phone case; replaced when the phone or case changes. |
| PIN code | Nothing to hand over; ideal for contractors, cleaners and one-off visits; can be time-limited. | Codes get shared; give each person their own code with an end date. |
| Fingerprint | Nothing to carry or lose. | Only on locks with a reader; biometric data needs extra care under privacy law; enrolment happens at the lock. |
| Phone app | No physical item; access can be sent by email invitation; the app shows only the doors allowed. | Needs a charged phone and Bluetooth near the door; some people prefer not to use an app. |
Available credentials depend on the lock model. Not every SMLock-based lock has a keypad or a fingerprint reader.
What usually works in each kind of building
Rental apartment buildings
Give every tenant one fob for the unit and the common doors, plus a PIN code as a fallback if the lock has a keypad. Use time-limited PIN codes for contractors and movers. Tenants who prefer their phone can use a phone sticker or, as the tenant app rolls out, open their doors from the app. See rental buildings.
Condominiums
Fobs remain the default because owners, tenants and staff all need to open common doors with the same gesture. Cards suit staff badges. Keep the register clean: each fob tied to a unit and a person, with an end date for tenants of owners who rent. See condo access control.
Offices and garages
Cards double as ID badges for employees. Contractors get a card or PIN with an end date. Garage access can use the same fob as the building or a remote, depending on the gate hardware. See offices and parking.
One credential for every door
The best credential is the one a person can use on every door they need. With battery smart locks on unit doors and wired readers on common doors, that depends on both kinds of hardware reading the same fob type. In our tests, one fob opened both an SMLock-based lock and a WLock (UniFi Access) door; whether that works with your fobs depends on their type, so test before you buy.
In Vega Access, each card, fob or phone sticker is recorded once, with its holder and the doors it opens, so a person carries one credential and you manage it once.
Dates matter more than the credential type
Whatever you choose, give every credential a start date and, for anyone temporary, an end date. A fob handed over before move-in should only start working on move-in day. A contractor’s code should stop on the last day of the contract. That single habit removes most of the risk of forgotten access.
Losing a credential
- Fob, card or sticker: mark it lost so it is blocked at the doors through the gateway, keep its history, and issue a replacement.
- PIN code: delete the code from the lock and give a new one.
- Phone: the building manager blocks the person’s app access, and the person changes their password from another device.
Our guide to a lost access card goes through each case.
Copying and security
Some older card technologies can be copied with cheap tools. If security matters for a door, ask your installer which card technology the readers use and whether it resists copying, and avoid keeping old, easily copied fobs in service only because they are already in people’s pockets. Whatever the technology, a register with dates and quick blocking limits the damage of a copied or lost fob.
Costs to plan for
Credentials are cheap compared with locks and readers, but they add up across a building and they are replaced over time. In Vega Access plans, cards and fobs are not counted; only doors are. See plans and the door calculator.
Questions we hear
Can one person have both a fob and a PIN code?
Yes, on locks with a keypad. Each credential is recorded separately with its own dates, so you can end one without touching the other.
Does a phone sticker need the phone to be on?
No. It is an NFC tag stuck on the phone; the lock reads the tag, not the phone.
Related pages
See your buildings in Vega Access
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- Bring your lock models — we’ll confirm what is SMLock-based and what gateway you need.
- See the real panel — buildings, cards, tenants, remote unlock and the audit log.
- Get a tailored quote — for your doors, buildings and support level.
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