Why shared access needs a system
A metal key is a blunt tool. Whoever holds a copy can open the door at any hour, forever, until you change the lock. A smart lock lets you replace that blunt tool with something more precise: a passcode that works only for one person, only on certain days or only until a set date.
The precision is only useful if you use it. Many owners set up a passcode for a cleaner, a dog walker or a contractor and never think about it again. Months later the passcode is still valid, and nobody remembers who has it. Digital access can pile up quietly in a way that physical keys, which you can count, do not.
Treat passcodes like keys that can be tracked. Know who has one, why, and until when. This takes very little time once it becomes a habit, and it replaces the old and costly cycle of rekeying after a key goes missing. When you do need a full reset of the physical side, our guide on rekey after a contractor job explains when it makes sense.
Types of access you can usually set
Smart locks differ in what they allow, so check your own model. Common options include a permanent passcode for household members, a temporary passcode that expires on a date and a recurring passcode that works only on certain days and hours, such as a cleaner who comes on Tuesdays. Some locks offer one-time passcodes that work once and then expire.
Locks connected to an app may let you send access to a person's phone or create a link. Standalone locks usually require you to program passcodes at the door by a sequence of button presses, with a limit on the number of stored users.
Plan around the limits of your lock. If it only stores a few passcodes, decide which are permanent and which are temporary, and keep spare slots for visitors. If it has no scheduling, set a reminder in your phone to delete a passcode on the day the job ends.
- Permanent: household members and trusted caregivers, reviewed regularly.
- Recurring: cleaners, dog walkers and regular helpers, limited to set days and hours where the lock allows.
- Temporary: guests and one-off contractors, with an end date.
- One-time: a delivery, an inspection or a single appointment.
Passcode hygiene that makes a difference
The passcode itself should be hard to guess. Avoid birth years, addresses, repeated digits and simple sequences. Give each person their own passcode, not one shared by the whole group, because a shared passcode cannot tell you who used it and cannot be removed for one person without affecting everyone else.
Do not post passcodes in messages that live forever. Send them in a way you control and ask recipients not to forward them. Remind guests that the passcode is for them only. When a visit is over, delete the passcode, even if you think the person is trustworthy. The point is not suspicion. It is that old access is a risk that does not need to exist.
Change the main passcode after any event that changes trust: a breakup, a roommate moving out, an employee leaving or a lost or stolen phone that had app access. A lost phone is especially important if the phone is the key. See rekey after a breakup for the related physical steps.
Guests, short-term stays and seasonal homes
For a short-term rental or a vacation home in places such as Delray Beach, Fort Lauderdale or Jupiter, a smart lock helps with self check-in. Each guest gets a passcode that starts at check-in and ends at check-out. That removes the need to meet people with keys and removes the risk of unreturned keys.
Plan for problems. A guest arrives late and the passcode fails. The lock battery is low. The guest mistypes. Have clear instructions, a backup way in, and a person or a service who can respond. A lock that fails at midnight in the rain tests your plan, and a good plan includes who to call and what to do.
Seasonal residents face a different version. Neighbors, property managers, cleaners and repair people all need access while the owner is away. Assign each a separate passcode, record them and review the list before leaving and on return. Read lockout at a vacation rental and seasonal resident lockout for what happens when access breaks down.
Cleaners, contractors and service providers
Cleaning crews, pool services, pest control, repair workers and delivery staff often need access to a home when nobody is there. It is reasonable to ask the company for the names of the people who will enter. Give each individual a separate passcode if you can, and set limits on days and times where the lock allows.
When the job ends, delete the passcode the same day. If a contractor worked in your home for weeks, consider whether the physical keys also need attention. We cover that in rekey after a contractor job.
Keep a simple log with the date a passcode was issued, the person's name, the reason and the end date. A note in your phone is enough. If something goes missing, a log helps you narrow down who was there and when. A log is not proof of wrongdoing, and you should be careful not to accuse anyone without evidence. If a theft or break-in has occurred, contact the police and follow their guidance.
Reading the lock's activity record
Some smart locks record each use with a time and a passcode or user label. If you set up each person separately and label them clearly, the record shows who came and went. That is a real benefit for a parent, a property manager or an owner away from home.
Reading the record is useful in two ways. First, it lets you confirm that a cleaner came at the agreed time, or that a child got home. Second, it shows odd entries, such as use of a passcode at a strange hour, which may mean it has been shared. If you see this, change the passcode.
Remember the limits. A record shows that a passcode was used, not who was physically present. If two people share a passcode, you cannot tell them apart. And some locks keep only a short history, or none at all. Know what your own lock does, and do not rely on a record the lock does not provide.
Rental properties and landlords
Landlords can use smart lock passcodes to manage turnover, maintenance visits and showings. A new tenant gets a new passcode on move-in day, and the previous one is deleted. That removes the need to collect keys, but it also removes a physical record. Build a checklist for each turnover, which includes deleting every old passcode and testing the lock afterward.
Tenants have their own interests. Tenants are entitled to know who has access to their home, within the terms of the lease and the law. A landlord who keeps a passcode that can enter the unit without notice may violate the tenant's rights or local rules. Both sides benefit from written terms about who holds access and when entry is allowed.
Do not change the entry lock on someone's home without proper authority. A locksmith will ask who is requesting the work, and may ask for documentation. See locksmith authorization for landlords and tenants to understand what to expect.
Businesses and shared workspaces
A small business with a keypad or smart lock on a back door or office can give each employee a separate passcode. When someone leaves, the passcode is deleted, and no key chase is needed. That is a real gain over a single key that many people copied.
Businesses should still use thought. Exits and fire rules require that people can leave without a code, and a lock on a required exit has to follow the rules for that building. Fire marshals and building officials set those rules, and a locksmith can explain what is typical, but you must confirm with the proper authority. See keypad and access control basics and after-hours business access planning.
Treat the list of active passcodes like a payroll list. Review it on a schedule, remove people who left and keep a record of who approved each one.
A turnover checklist you can reuse
Whether you manage a rental, a vacation home or just a house with many visitors, a short written checklist prevents most mistakes. Keep it with your lock notes and use it every time access changes hands. The steps below suit most smart locks, though your own model may offer more or fewer options.
- List every active passcode, user name and app account that can open the lock.
- Delete any passcode that belongs to a person who no longer needs access.
- Set the new passcode for the incoming resident, guest or worker, and note the start and end dates.
- Check that the physical key still works and decide whether the cylinder needs to be rekeyed.
- Replace batteries if they are near the end of their life, before the new person arrives.
- Test the lock from outside and inside with the door open and closed, so you know the bolt moves fully.
- Confirm the backup way in works and that the person arriving knows how to use it.
- Record the date, who did the work and what was changed.
Mistakes that quietly weaken shared access
The most common mistake is reusing one passcode for everyone. It is convenient, and it makes every later change harder. If one person leaves, the passcode must change for all, and then everyone has to be told again. People then skip the change, and the old passcode stays alive.
The second is leaving temporary passcodes without an end date. A temporary passcode that never expires is a permanent one with a misleading name. If your lock has no expiration feature, set a reminder in your phone for the day it should be deleted.
The third is trusting a messaging thread. A passcode sent in a group message may be seen by people who join the group later, or forwarded by someone who did not think twice. Send passcodes privately, and consider deleting the message after it is used.
The fourth is forgetting the app. If the lock can be controlled by an app, anyone who can sign in to that account can open the door. Review who has the account password, use a strong unique password and remove devices you no longer use.
The fifth is forgetting the door. A lock that sticks, a battery that is low or a strike that is out of line will cause failures that look like passcode problems. Keep the door in good order, as explained in humid climate jamb problems, and many of the calls for help never happen.
When to reset everything and call for help
Sometimes the tidy approach is not enough and a full reset is the right move. After a theft, a break-in, a falling out with a roommate or any loss of trust, delete all passcodes, set new ones and, if there is a key cylinder, have it rekeyed so old keys stop working. Do both together. If you only change the passcodes, the old key still works.
If your lock does not allow you to delete or manage passcodes the way you need, or has stopped responding, call a locksmith. Pricing is given by phone, and a complicated job may need an on-site visit before a final quote. A service call charge applies and is explained before dispatch. Read the locksmith quote checklist for what to confirm.
Tell the person on the phone what lock you have, what you want to achieve and who has access now. They can explain the next step and schedule a technician so that your lock is set up in a way that suits how you actually share your door.
Questions people ask
How should I give a guest access with a smart lock?
Give each guest their own temporary passcode that starts at check-in and ends at check-out, if your lock supports scheduling. Send it privately, ask them not to share it and delete it afterward. Have a backup way in and a person to call in case the passcode fails or the lock battery is low.
Should every cleaner and contractor have a separate passcode?
If your lock allows it, yes. Separate passcodes let you remove one person without affecting others and, if the lock keeps a record, show who entered. Delete each passcode when the job ends. For long jobs, consider whether the physical key also needs attention afterward.
Is changing my passcode enough after a breakup or move-out?
Only for the electronic side. If the lock has a key cylinder, the old key still works until it is rekeyed. A full reset covers both: delete and replace the passcodes and have the cylinder rekeyed. Also check app accounts and any phones that had access to the lock.
Can a smart lock tell me who entered?
Some models record each use with a time and a user label, which is useful if each person has a separate passcode. A record shows that a passcode was used, not who was physically there, and some locks keep little or no history. Know what your lock does and do not rely on features it lacks.
Can a landlord keep a passcode that opens a tenant's unit?
Rules about landlord entry depend on the lease and local law, and notice requirements may apply. Both sides benefit from written terms about who holds access and when entry is allowed. A locksmith will ask who is requesting any lock work and may ask for documentation of authority.
What if my smart lock will not let me delete or add passcodes?
Check the maker's instructions first, then the batteries and any app connection. If it still does not work, a locksmith can look at the lock on site. Describe the model and the symptoms when you call, and the person on the phone can explain scheduling and the service call charge before dispatch.
Describe the situation by phone and we will tell you what the job involves. Quotes are given by phone. Jobs that cannot be quoted without seeing them need a technician on site, and the service call charge is explained on the phone before anyone is dispatched.
Related pages
Building a code plan before the first guest arrives
The best time to design your passcode plan is before anyone needs it. Sit down with the lock's app or keypad and decide how many separate codes you truly need, who gets each one, and what should happen when that person no longer needs entry. A single shared code feels simple but erases any sense of who came and went. Giving each regular visitor a unique code costs only a few minutes of setup and later makes it easy to remove one person without disturbing everyone else. Tell the technician about any earlier repairs, because past work can shape what comes next.
Think about the shape of each code as well as its owner. A weekly cleaner might need a code that works only during a daytime window, while a family member might need open access. Many locks allow start and end dates, recurring schedules, or one-time codes, and using those features means a forgotten cleanup step does not leave a door open indefinitely. Write the plan on paper, including which codes are temporary, so that whoever manages the home next, perhaps a spouse or a property manager, understands the logic without guessing.
Finally, test the plan like a stranger would. Stand outside, enter each code, and confirm it behaves as expected, including what the lock does when the wrong digits are tried several times. Check that the lock's clock is correct, since scheduled codes depend on it, and that the batteries are healthy enough to trust. If something does not behave properly or the lock seems out of sync, call us and ownership or authority is checked before any technician works on a lock at your door. You are free to pause and think things over at any point before the work begins.