Looking for systems to secure your coworking space? You’ve come to the right place! Long gone are the days of clunky locks and metal keys; a whole new spectrum of keyless technologies and “smart locks” are taking over the commercial market. You probably already use some form of keyless technology daily. Perhaps at your apartment building, gym, or office.
That said, there are ranges of options for commercial space owners to choose from as well. Ultimately, you want to select the keyless system that fits your budget and business needs. Here is an introduction to the two main types of security and lock systems commonly used in modern coworking spaces. We will be looking over the basics of each system and their respective benefits and drawbacks.
By the end of this article, you will be able to make an informed decision regarding access control systems for your coworking space.
Keyless access control systems: the basics
Keyless access control systems deliver the most high-tech solution to access control: One that is fully keyless. In other words, imagine being able to open the door of your office simply by using your mobile device. That said, some keyless access control systems are “smarter” and therefore offer more advanced setting and unlock options than others.
For example Kisi is a leader in keyless access control technology. Their system offers multiple unlock methods, real-time analytics and seamless integrations with coworking CRMs like Archie . With any new technology, there are advantages and drawbacks. Let’s have a look at the main benefits and disadvantages of keyless technology. But first, let’s check out the different keyless access control system methods:
Keyless Access Control Systems: Different Methods
Keyless access control systems offer a high-tech, fully keyless solution. Alongside unlocking with a mobile device, these systems feature diverse entry methods to enhance user convenience and security:
- Hand-Wave Recognition: Users can gain entry by waving their hand near a sensor, provided their smartphone is nearby. This method offers contactless access and is ideal for quick entry.
- Remote Unlocking by Admin: Administrators can unlock doors remotely via an app, adding flexibility and control for managing guest access or emergencies.
- Biometric Scans: Utilize fingerprint or facial recognition for secure, personalized access. These methods have several drawbacks, but can be considered for certain scenarios.
- RFID/NFC Technology: Members can use RFID tags or NFC technology for quick, tap-and-go entry, for example using a mobile phone.
- Scheduled unlocks: You can set certain doors to be automatically unlocked during certain hours.
Benefits of keyless access control
The obvious benefit of having a true keyless system is no more lost keycards or fobs! Lost key cards and fobs are a hassle for coworking space owners and IT professionals that must deal with manually activating and deactivating new access credentials.
The second benefit is the smooth onboarding of new members. With a totally keyless system, new members simply need to download an app. No need to chase members down and make them wait while you activate their keycards or fobs.
Keyless access control systems also have a web-based portal, where space owners and authorized admin can log in to manage and control and/or limit access based on the members’ selected plan.
Lastly, many keyless access control systems integrate with your coworking space management software or CRM, so that you can manage member access on one platform only.
Easy to go Integration with Coworking Software
A crucial advantage of keyless access control systems is their smooth integration with coworking software. This integration simplifies member management significantly. When you add a person to your coworking software, they automatically gain access rights corresponding to their assigned group. For example, basic members and 24/7 members will have different access privileges predefined in the system. This automatic adjustment of access rights not only for onboarding but also ensures that access permissions are updated in real-time with membership changes. When someone’s membership ceases, their access is automatically revoked, eliminating the need for manual deactivation.
For example, if you are using Archie in combination with Kisi-powered doors, the moment you add a new user in Archie, they will automatically be granted access to the building.
Accommodating Temporary Access
Keyless access control systems are not only beneficial for regular members but also excel in accommodating temporary visitors, such as day pass users. These individuals, who aren’t formal members but require short-term access to the coworking space, gain immediate entry upon booking a space or meeting room. This feature eliminates the need for manual intervention, allowing day pass users to enjoy an easy access to the facilities for the duration of their booking. This flexibility makes keyless systems ideal for spaces that frequently host temporary users or guests.
Drawbacks of keyless access control
First, one important drawback of keyless access control is the setup as it requires more hardware: a controller, door readers, and locks. These need to be wired and require an electrician to be installed.
Secondly, the “smarter” a technology becomes the more difficult it can be for users to adopt, understand, and use.
Although we can assume most modern coworkers are tech-savvy; compared to good old fashioned lock and key, there’s no denying that there will be a learning curve involved when using this new technology.
Smart locks: the basics
Smart locks are not quite like traditional lock and key, and they are not as advanced as keyless access control systems described above. They are somewhere in between.
As mentioned, you’ve probably used – or currently use – a type of keyless access control system daily. Maybe at an office, gym, or even a condo building.
When it comes to smart locks, on the most basic side of the spectrum, you find locks that feature a manual keypad with a code that must be punched in to activate and open the lock.
A more sophisticated type of keyless smart lock looks like an battery-powered lock that supports key cards as well as mobile app unlocks.
Enhanced Mobile Integration in Smart Locks
Smart locks, while traditionally less advanced than keyless systems, increasingly support mobile credentials. This means many smart locks can now be operated via smartphones, in addition to the traditional keycards and manual keypads. This versatility is particularly useful in coworking spaces where installation flexibility is key.
Smart locks can be a viable option, especially if integrated with coworking software, accommodating spaces with unique door types like glass doors in meeting rooms or areas with less frequent traffic.
For instance, Tapkey offers mobile-first smart lock solutions well-suited for such scenarios. Moreover, Tapkey’s integration with coworking software simplifies access management, ensuring a user-friendly experience for both administrators and users.
Benefits of smart locks
Smart locks boast several benefits for coworking space owners.
First off, they are easy to set up and install and require less hardware compared to access control systems.
Moreover, many modern smart locks on the more sophisticated and “smart” side of the technology spectrum will come with a web or mobile interface, so you can monitor usage separately.
Lastly, depending on the model and brand chosen, smart locks are overall a budget-conscious choice.
Drawbacks of smart locks
In a lot of cases smart locks offer a great unlocking experience, but limited functionalities when it comes to access management. For example group-based access, advanced rules for managing members, self-expiring passes, integrations with alarms and security systems are some of the things you will rarely find in a smart lock solution.
In Summary
To sum up, there are two main types of modern access control systems: Keyless access control and smart locks. Keyless access control is the most advanced, and most importantly, totally keyless.
Allowing members to use only their mobile devices to access a space. On the other hand, smart locks are more common, seen in hotels, gym, etc. And often come in many forms.
Carefully study the advantages and disadvantages of both these technologies, so ultimately, you can pick the optimal one for the size of your space and your members.
Archie provides the world’s fastest growing coworking spaces with an all-in-one platform to automate their operations and elevate their customer experience by enabling their clients to enjoy coworking services from an elegant self-service app.
From large coworking space networks to individual flexible spaces, we believe that powerful, innovative team operations should be within reach for every workspace, no matter the size, or ambition.
Through its intuitive platform, Archie helps you cut down redundant manual work and make your member experience a breeze by providing you with the right tools that power ambition.
