Door entry scheme

Improvement Works – Door Entry Scheme

Ashfield District Council are due to upgrade the door entry systems at blocks of flats and sheltered housing schemes across the district in 2025.

Who is completing the work?

The appointed contractor, ABCA Systems Ltd (ABCA), will be working in partnership with the Council. Personnel working for ABCA will have photographic identification and a Council Bearer letter.

How do I know that the people in the block are working on behalf of the Council?

All Contractor and Council employees have photographic identification. Operatives working for ABCA will also have a Council bearer letter confirming their identity.

Please do not let anyone into your home if you are unsure of who they are.

If you wish to check an employee’s identity, please telephone 01623 450 000 between 9am - 5pm, Monday to Friday, and ask for ‘Door Entry’ when prompted.

What work will be taking place?

The work will be different in different blocks. It may include replacement of door entry handsets within individual flats, replacement communal door entry panels, and/or communal entrance doors.

Will you need access to my home?

Not necessarily. Most work will take place in communal areas, but we may need to replace some door entry handsets within individual flats. If this is the case an appointment will be arranged, and it is important that access is gained when needed. If we are unable to gain access, your home will be unable to be connected to the new intercom system.

If you have any needs or individual circumstances which may be affected by the works, please telephone 01623 450 000 and say ‘Door Entry’ when prompted.

How will the new entry system work?

Fobs will replace most keys to unlock communal doors. These will need to be held against the reader next to the door to allow entry to the block. The replacement handsets will operate in the same way as they do now. Some key access doors will remain, and these keys will remain the same.

Who will get a key fob?

Each property will be allocated two different colour fobs. They will be delivered to your home in advance of the system being replaced.

Additional or lost fobs

If you require additional fobs or have lost a fob, please contact us. Please note there may be a charge for additional fobs.

• telephone: 01623 450000 - ask for ‘Tenancy’
• email: tenancy@ashfield.gov.uk

When a replacement fob is programmed, the old fob will be deleted from the system and will no longer operate the door entry system.

How will visitors access the block?

Where applicable, Door Entry System will enable visitors to call your flat using the keypad adjacent to the entrance door. You will then be able to talk to them via the intercom system and allow them entry.

When are works due to take place?

The scheme is expected to take place between March and December 2025. The dates of works at your block, or inside your home (if applicable), will be communicated to you directly.

How long will the works take?

The work in communal areas will take around 1 – 2 weeks.

Access to the block be available for the duration of the works. If there are any works that require access to be restricted, alternative routes will be signposted through the building. If work is needed inside your home, it is expected to take around 2 hours and will be arranged with you directly in advance of any works taking place.

Can I decline the works?

No.

If work is needed in your home, it is important that ABCA can gain access to complete it. The work is classed as essential and cannot be declined.

Will I need a new fob or key to access the building?

We will provide you with 2 new key fobs if the door entry panel is replaced. They will be distributed by ABCA in advance of the works taking place.

If a key lock remains, the key will remain.

If you need additional fobs you will need to contact the tenancy team.

Door entry system information

• Do not give your fob to anyone else; each fob is allocated to a specific address and is intended for the use of tenants and their representatives or carers only
• Please do not wedge the door open as this can damage the closer mechanism and stop the door from working
• Make sure you confirm the identity of anyone before you let them in
• Do not let people into the block who you do not know.

How do I use the new fob?

The fob is activated and allocated to your address and block. To gain entrance to the block place a fob against the key symbol on the panel next to the communal entrance door. The door lock will release for several seconds to allow entry and will then lock again.

How does the intercom work?

Visitors will be able to call your flat using the door entry system installed next to the main communal entrance door. They will be able to call your flat and you will be able to speak to them via the handset installed in your home. The handset will ring to alert you that there is a visitor at the door, and you will be able to allow them entry by pressing the door release button on the handset. If you do not wish to be disturbed by visitors using the panel you can press the privacy button which will stop all incoming calls until the system is reactivated.

What happens if my fob stops working?

We will replace non-working fobs at no charge to the tenant, upon receipt of the broken fob.

If a fob has been damaged through misuse or deliberate damage, you will be charged the standard replacement rate.

How do I look after my fob?

The fob is made of a durable material. However, they can become damaged by being put in the washing machine, chewed by a pet, or being dropped from height etc.

If you do damage your fob and it stops working, you will be required to pay for a replacement fob.

How do we collect and use your personal information?

Further information regarding how the Council collects and uses your personal information, together with the Council’s Privacy Notice, and further questions can be emailed to our Data Protection Officer.

• link: Privacy notice
• email: DPO@ashfield.gov.uk

You can also write to the Data Protection Officer at the address at our main office address.

Who can I contact if I have any further queries?

You can contact ABCA by:

• email: Chloe.Conway@abcasystems.co.uk
• email: Mark.Lodge@abcasystems.co.uk
• telephone: 0203 307 6055 ext. 6055

You can contact us at the details in the contact details section.