A resident moved out, a tenant moved in: keeping the front desk enrollment current

The problem of the enrollment that only grows

It's common for a condominium's enrollment to have more active people than actual residents. Former tenants, former employees, relatives who stayed for a season and contractors from old renovations are still there because nobody said they left. With keys and cards the problem already existed; with faces it's more serious, because there is nothing to hand back.

The solution is to treat the enrollment as a list that needs exits as well as entries. That requires the information to reach the administration, and the most reliable way to guarantee it is to tie each enrollment to a unit and make the unit responsible for reporting who joins and who leaves it.

A resident moving: what to do at each step

A well-run move has three moments, and each one calls for an action in the enrollment:

• Before the move: the unit gives the date and the names of who is arriving and who is leaving, and the administration prepares the enrollment of the newcomers.
• On the day: the moving company enters with an invitation that expires, through the service elevator and at the agreed time.
• Afterward: whoever left is deactivated the same day, and the new residents have their faces enrolled and access to the doors of their unit.

The step most often forgotten is deactivation. A simple rule helps: nobody new is enrolled in a unit without that unit's previous enrollment being reviewed.

Short-term rentals and guests

Units rented short term change occupants every week, and enrolling every guest's face makes no sense. The way to go is the invitation with an expiry: the unit creates the access for the length of the stay, and it expires on its own at checkout. When the condominium's bylaws allow this kind of rental, it's worth establishing that the owner is responsible for their own unit's invitations.

The same goes for relatives on a long visit and for temporary caregivers: an invitation with a deadline, not a permanent enrollment. If the stay runs longer, the invitation is renewed; if it ends early, it is cancelled. Either way, no enrolled face of someone who has already left is left behind.

Staff and contractors with an end date

Housekeepers, nannies and caregivers enter the enrollment at the unit's request, and leave when the arrangement ends. The unit rarely says so. A practice that works is to enroll contractors with an expiry and ask the unit to renew when it runs out. Those who stay get renewed; those who left simply expire.

For the condominium's own employees, termination should include deactivation in the access system in the same act, along with handing back uniforms and keys. That's part of the offboarding process, not a task for the following week.

A periodic review closes the gaps

Even with a good routine, some departure slips through. That's why a review every six months is worthwhile: the administration sends each unit the list of people enrolled under it and asks for confirmation. Anyone not confirmed is deactivated. The access history helps: a person who hasn't come in for months probably doesn't live there anymore.

That review also follows the good practice of not keeping data on people who no longer have a relationship with the condominium, which matters under LGPD, Brazil's data protection law. The result of the review, with how many people were deactivated, can be presented at the next owners' meeting as part of the accounts.

How Abriu handles it

At Abriu, each person has a single enrollment per ID document and is tied to their unit, so a unit's list is easy to review. Deactivating a person removes their face, cards and PINs from every terminal right away, and the hub checks, device by device, that the removal arrived. Contractors have their own enrollment, with an expiry, and stop getting in when it runs out.

For guests and moves, invitations with a PIN or QR code are valid only within the set period and are removed from the terminals on their own. The access history, filtered by person and period, shows who has not appeared for a while, and the audit log records who deactivated whom and when.