Guide to 24/7 Access for Coworking Spaces

Need a shared space that works as hard as your members? Forget key juggling and limited hours!  24/7 touchless access lets your crew work their magic anytime, anywhere. Think late-night brainstorms or early morning emails—you'll be their go-to spot for getting things done, no matter the time zone.  

Ready to unlock happy (and productive) members? Let's dive into the tech that makes it happen!

 

What Is an Access Control System

In simpler terms, it's a system that electronically controls who can enter specific areas. No more bulky keychains or worrying about lost keys! Members use key cards, fobs, QR codes, or even their phones to unlock doors and gain access.

 

Benefits of Automated Access to Your Coworking Space

The access control system integrated with your space management platform brings quite a number of advantages to your coworking business.

• Security. Make your coworking space a safer place with access control. Limit the access possibility for strangers and make your meeting room even more comfortable for paying customers.
• Culture. Introduce a specific coworking culture and discipline. No entrance for members without advance booking. No access for members without prepayment and acceptance of community rules.
• 24/7 access. Provide members with the utmost comfort of all-day access. The manager does not have to be present all the time. Show the coworkers how much you trust them.
• A new level of comfort and scalability. Cloud systems let your customers enter the workspace without any plastic cards. No need for you to buy them and give to members.

 

Types of Modern Access Control Systems

Access control systems vary a lot in types and levels of complexity. Here we listed the ones used in the coworking industry for you to consider their pros and cons.

 

Cloud-based Access Control Systems

Cloud access control is a system where locks, card readers, and controllers are installed at your workspace, and the server part together with the software—on remote servers or "cloud" that belong to the manufacturer.

 

Key benefits of cloud-based access control solutions

1. Easy to set up and integrate. Cloud systems are usually made to be easily installed and configured. Typically, they already have pre-built integrations with popular coworking software.
2. Easy to maintain. All software updates and server maintenance are done for you.
3. Scalability. New objects are easy to add as there is no need to purchase and configure servers.
4. Performance. No need to buy a more powerful server if the load increases. Cloud systems automatically increase the computing power as the intensity of use increases.
5. Reliability. Cloud systems are usually hosted on the servers of leading companies, such as AWS or Google Cloud, so the security of your data and uninterrupted use are indisputable.
6. The flexibility of expenses. No need to invest large amounts in "the future". You can only buy a few locks and pay for the resources you actually use.

 

Drawbacks of cloud-based access control systems

• Potential difficulties with product localization, such as lack of support for your interface language or client support.
• The possible delay between the interaction with the access key and the actual door unlocking as the signal has to travel to remote servers.
• Potential lack of flexibility in setting up the necessary workflows in case you have exotic requirements.

 

On-premise Access Control Systems

Cloud ACS is not a universal solution suitable for every organization. There is an alternative—an access control system that is deployed locally on your own servers installed inside the branches. Local software may be the best choice if you can't import a leading ACS for some reason, if you may have problems using it, or if you just want to have your own servers. When making a decision, operators take into account the level of comfort, as well as domestic and exterior policy.

 

Benefits of on-premise access control systems

• Speed of keys and locks interaction because the signal does not travel far.
• Potentially better product localization because the supplier is likely to be in your city.
• Probably lower priority money investments.

Among the disadvantages is the fact that you will have to build your own server infrastructure, maintain and develop it. This will lead to huge expenses that are unlikely to ever pay off, as you will never be able to achieve the high level of efficiency and positive customer experience that cloud systems provide.

 

The Best Solution

Sometimes the best solution is to use a mix of cloud and local security software applications. If this is your case, look for developers who give room for maneuver when needed. You may need to scale the solution quickly, which means that only local vendors may be relevant to you. However, the dexterity of the cloud may soon be needed.

Ultimately, whatever you choose: cloud or local servers, the key is to find a solution that provides the ideal experience for members, managers and provides access to monitoring results.

Learn how Village Workspaces automated access with Spacebring & Kisi

View case studies

 

Popular Ways to Unlock the Doors

 

Plastic Cards

This is a typical plastic card that contains a built-in RFID chip or memory, microprocessor. The chip is storing and transmitting data. The data is stored and processed within the card’s chip. The card data is transmitted via a reader, the outward-facing component of the smart card security computing system.

 

Pros: 

• A plastic card fits into a wallet. 
• It's easy to find and purchase compatible hardware. 
• High level of awareness of how to use this method among customers. 
• Cards work without an internet connection.

 

Cons:

• Easy to forget at home or lose. 
• You need to constantly buy new cards from the manufacturer. 
• A card can be passed to another person.

 

Conclusion:

Plastic cards are an optimal access control solution for a present-day coworking space. Don’t be scared of costs add up as nobody says that you must distribute the cards for free. Sell them to compensate.

 

Mobile Key

Manufacturers of modern access control systems offer their own software that allows members and administrators to unlock doors using their smartphones, transforming their devices into virtual keycards.

 

Bluetooth Low Energy or NFC

An advanced system provides multiple ways to unlock the door using the smartphone. Once you have downloaded and configured the app, the smartphone is ready to open the door. The system unlocks the door as long as the app is running and your phone is close to the reader.

 

Pros: 

• Using a smartphone as a key seems cool. 
• The system works without an internet connection. 
• In addition, such a system is safer as the users are reluctant to pass their smartphones to other people.

 

Cons: 

• More expensive door lock hardware compared to card readers. 
• The system doesn’t work without Bluetooth, therefore, users of web applications will not be happy with it. 
• Currently, iOS does not provide an option to enable NFC, unlike Android. 
• The user will not enter if their smartphone has a low battery charge. 
• A few seconds delay in opening the door may irritate customers.

 

Conclusion:

Please note that if this access control system does not work perfectly well, the user is likely to blame the coworking manager no matter of the true reason. That’s why we can’t recommend the system.

 

Remote Unlock via Internet

With this type of mobile access control system, the signal from the smartphone to the lock travels over the Internet.

 

Pros: 

• The user can open the door from anywhere by simply taping the button on their smartphone. 
• Members probably won't give their gadgets to anyone but instead, there is a risk that they will open the door to someone remotely. However, solutions like "geofencing" will help to minimize it.

 

Cons: 

• You need an internet connection to unlock the door. 
• If the smartphone battery is low, you are in trouble. 
• The solution is quite expensive because each door must be connected to the network.

 

Pincode

Keypads on door locks might be most familiar to everybody. At its simplest, a keypad is a set of buttons complete with all alpha numerals and a couple of symbols. To unlock the door you just need to enter the combination of the right numbers, a pin code.

 

Pros: 

• The locks are usually cheaper. 
• The system is simple, familiar, and understandable. 
• Works without an internet connection.

 

Cons: 

• People don’t like passcodes. 
• Hard to automate because doors aren’t connected to a single system, each lock is independent. 
• The users can easily share the pin code with friends.

 

QR or Barcode

QR codes are blocky black and white squares of digital information that take the user to an app or webpage on their smartphone. They can be used as virtual credentials instead of traditional plastic cards. 

QR codes have a very controversial reputation because they require a camera and have an age barrier (can't be used efficiently by all age groups of customers). 

In some countries such as in China, QR-codes are widely used but in most countries, the general public has very limited experience in using such codes.

 

Pros: 

• Versatility
• Connecting online to offline
• Trackability
• Cost-effectiveness
• Branding and visual attractiveness.

 

Cons: 

• Lack of native support of readers' codes across all gadgets. 
• The difficulty of scanning in low light brightness environments. 
• The barrier for users unfamiliar with QR codes.

 

Conclusion:

Seems like QR codes are the worst option of access control implementation. They are not reliable. The technology is supposed to work like this—the software generates a dynamic QR code for the door and the users access the room simply by placing their smartphone screens closer to the QR/barcode reader. 

However, in real life, even low screen brightness can prevent technology from working properly. Everyone has had that frustrative experience at Starbucks trying to scan the loyalty membership barcode multiple times to make it work.

 

Biometrics—Fingerprints, Face Scanning

At first glance, access with biometric input seems very futuristic. Such tools have become most popular in Asia, including South Korea, China, and Japan. 

When purchasing a membership plan, the user records their biometric data in your ACS system with the help of special biometrics readers. To unlock the door, you need to touch the fingerprint reader or look into the camera for iris or face recognition.

 

Pros: 

• High security, because unlocking the door requires a physical presence. 
• You don't need anything to open the door except your own body. 
• The coolness factor impresses guests. 
• Works without the internet.

 

Cons: 

• The cost of such a system will be quite high. 
• It is impossible to integrate it with online commerce as you can't obtain biometric data of a new customer without a physical presence. 
• Face or iris scanning is unreliable. 
• Legislative restrictions on biometrics processing under the GDPR.

Further read: Comparing Access Methods for Coworking Spaces

 

Where to Install an Access Control System

When you offer workspaces to companies or freelancers, one of the most important aspects is security. No one wants strangers to approach their workplace. Therefore, you should pay special attention to which doors you secure with the access control system.

 

Location Entrance Door

The location entrance door is a basic and obligatory point of ACS installation. Having a control system at the front door ensures the basic security of all members of the space no matter where they work—in the open space or a private office.

 

Office Spaces

It depends on the terms of your business, your positioning, and the party you want to put responsibility for office security on. 

If the ability to open the door with a smartphone is not so important for your customers, then the traditional locks are suitable. But in this case, the responsibility for the security of the office lies on the customer. If you offer an advanced ACS for the office door and essentially control who can enter, then all the responsibility for the security of the office lies on you.

 

Meeting Rooms

ACSs for meeting rooms will help you ensure fair facilities usage and get extra monetization opportunities. We recommend you integrate an access control system with your main coworking space software. In this case, only members that have booked a meeting room on your main coworking space app and paid for it will be able to unlock the door with their smartphones. 

Members will not use your resources without authorization, as the power of technologies will force them to follow the rules. Finally, even if your meeting rooms stay empty members won’t be able to come inside freely without preliminary booking.

 

Whether to Integrate ACS into the Main App or Use Two Apps

Most of the coworking space owners in the process of planning the future of their businesses, dream about one application for everything. This approach is quite correct and highly recommended because it gives your customers access to space from the same application they consume all your services through. 

In addition, it supposedly integrates your value proposition under the umbrella of your brand.

Left image: Individual or company members sync to the relevant group on access control system (Kisi) for as long as the membership plan is active. If the plan expires, access is automatically removed. 

Right image: Members can unlock the doors with a smartphone using their main coworking space app (Spacebring).

Here are a few more benefits of integrating your main coworking space software with an access control system:

1. Better experience for members. Members can access your flexible workspace 24/7 without asking the manager’s permission. They unlock the doors with a smartphone using your main coworking space app.
2. Less work for administrators. Administrators can automate member registration and auto-invite members to download access control apps. This saves time and reduces human error.
3. Improved security. Administrators manage access to all doors, lock and unlock the doors remotely, track activity data to understand usage patterns and boost security at the shared workspace. They easily track who goes where and when, and get notifications for specific events.
4. Monetization opportunities. Managers can grant access based on a membership plan. Individual or company members sync to the relevant group on ACS for as long as the plan is active. If the plan expires, access is automatically removed.

However, sometimes it’s technically impossible or irrational to integrate coworking software and access control system. This is not the reason to get upset or reject one of the awesome solutions you’ve picked out. You can follow Regus experience (Regus as a program for consuming services and Access Control Application to open the door) and use two separate applications.

 

How to Choose the Best Access Control Solution for Your Coworking Space Needs

The right answer here is—put your specific requirements first when you choose among different access control systems available in the market.

Many organizations prefer moving their business applications and processes to the cloud. This is a current trend for a good number of reasons. You need to think carefully about what makes more sense for your development strategy. To do this, try to answer the following questions:

• Would you like to unlock the door with a smartphone? If so, only a cloud system will fit.
• How important is it for you to have user data on locally installed servers? If it's critical, you should prefer a local ACS.
• Do you plan to integrate coworking access with on-site workstations sales or meeting room bookings? If so, then you should look for systems that allow remote access.
• How do you see your coworking space in 2 years? In 5 years?

 

Most Popular Access Control System Providers for Coworking Spaces

It’s easy to get lost searching for a decent access control system provider if you are new to the matter. We will try to help you out.

 

Kisi

You may want to consider Kisi, which is best if you don’t want servers and just a cloud solution. They offer the most popular keyless access control system. It's simple and easy to use for businesses. You can give your coworkers the flexibility to unlock doors with their smartphones or issue traditional keycards. It all comes with the benefit of cloud management for administrators.

One thing that is definitely taking Kisi apart from the competition, is that their access control solution is constantly updating itself. They run over-the-air updates on all of their hardware, that's why it's super easy to get company support team to fix bugs that might show up. And this is also the reason why Kisi is the most future-proof solution on the market that will never get obsolete.

How access control helps your coworking space: see what operators say.

 

Salto KS

Take a look at Salto KS, which is a cloud-based access control solution for any type and size of a workspace. This smart lock platform allows coworking space managers to centrally control and automate access to offer an upscale and convenient experience to members while also reducing overhead costs. SALTO KS integrates with Spacebring coworking space management software, saving administrators time, and giving instant access to your workspace to customers.

 

Tapkey

Looking to leverage your existing locks? Tapkey offers an affordable solution that transforms them into smart locks. Their app simplifies the process, allowing you to register locks, update software, and manage access control directly from your phone. 

Issue digital keys to members for secure entry, grant or restrict access remotely, and even track access history for complete peace of mind. This integration maximizes your current hardware investment while offering the benefits of smart lock technology.

 

Luckey

Crafted specifically for coworking spaces, Luckey by Sofia Locks is a cloud-based access control system designed to streamline member management and space security. Luckey empowers members with 24/7 access control via mobile credentials or key cards. This not only caters to diverse work schedules but also eliminates the hassle of lost keys.  

The user-friendly platform allows you to manage access permissions electronically, simplifying onboarding and offboarding processes. Plus, Luckey integrates seamlessly with Sofia's other security products, offering a comprehensive solution for your coworking space.

 

Brivo

Designed for businesses of all sizes, Brivo offers a powerful cloud-based access control solution that scales perfectly for coworking spaces. Their system goes beyond basic entry by providing features that enhance member experience and security.  

Brivo allows you to grant flexible access schedules for your members, ensuring they can work whenever inspiration strikes. The user-friendly platform streamlines member management, letting you add, remove, or adjust access permissions electronically. Additionally, Brivo integrates with various smart building technologies, allowing you to create a truly connected coworking space for your members.

 

Local Vendors

If you prefer to deal with local vendors, beware that oftentimes they have no API or offer some exotic integrations. Even if their solutions can be integrated with your own custom software in the long term you will feel disappointed with their “sell and forget” behavior.

Plus, continuous maintenance may turn out to be expensive. In a couple of years, you will have to pay even more because your system will become outdated.

So, how to avoid pitfalls while automating your coworking access? 

Before making a final choice, consult your coworking software vendor. Review a list of the equipment they support. Developers often partner with ACS equipment, so they can introduce you to a local representative or recommend how to organize the system more effectively.

 

The Takeaway: Stay Competitive and Efficient

The coworking industry is growing fast, and innovation is key to staying ahead. A modern access control system isn't just a luxury—it's a smart investment. It simplifies access for your members, strengthens security, and helps you save money over time.

Simple, Secure, and Streamlined

This article explored the benefits of automated access control and the different options available. Now you have the tools to create a truly smart coworking space that empowers your members and keeps your business thriving.

Ready to Unlock the Future? Let's chat! Our team can answer any questions you have and show you how our coworking software integrates seamlessly with leading access control systems.