Top 5 must-haves for your next access control system

Link with existing systems for less admin burden

Let's be real, nobody likes extra admin or to have to update a user's information in more than one place. Your access control system should sit in the background, a silent partner that plugs right into what you're already using.

When a user updates their info in your platform, their access permissions should just... update. No extra clicks, no syncing delays, no more 'Is this data correct?' nightmares.

Full audit logs are a must-have, not a nice-to-have. It's about more than just security; it's about knowing what's going on without having to check reams of data in a dozen different places.

Whether you use Active Directory/Entra ID , Google Workspace, Nexudus or Archie, you'll thank yourself later if your new access control system integrates smoothly with your existing membership system.

When all systems are connected, you'll be living the co-working office manager's dream.

For example: when access rights are automatically assigned based on bookings or memberships, a member can book a hot desk for a day and access permissions should just work for that day.

If it can be booked, opened or redeemed, chances are that you can connect it all up with one pass:

What separates the great from the good access systems is flexibility. The goal is to have one pass to rule them all, from the front door to the gym to that last-minute meeting room booking.

A smooth access experience for members

No two offices are the same, and neither are their access preferences. Some might prefer cards and key fobs, others prefer mobile wallet passes and a minority might even want multi-factor authentication too.

Cards and keyfobs

The trusty keycard is the original of access control for a reason: it's cheap and easy to set up. We see a lot of clients start here and eventually move to something more modern.

But if we're going to be realistic, even though keycards are inexpensive, they still create a lot of plastic waste. Plus, there's the administrative pain of programming every single card. It's a chore.

Wallet passes

Ready to move past keycards? Google Wallet and Apple Wallet passes with NFC technology can now be used for one-tap entry.

The best part is how much administrative work it eliminates. Passes can be sent automatically en masse to users' phones once they've been added to the system and granted access permissions. You won't even need front-desk staff to issue them.

This also makes visitor management a breeze. Just issue a temporary pass straight to their phone, so you don't have to worry about them forgetting to return a keycard at the end of the day.

Every access method has its own advantages. The right choice depends on your budget, how quickly you need to get set up, and how your members feel about new technology.

Flexible choice for hardware (locks)

Unless you're starting from scratch, most access control systems will work with the doors and locks you already have installed.

But if you're fitting out a new space or want to adapt your current locks, you shouldn't feel locked (excuse the pun!) into one hardware provider. Go for commercial-grade locks and controllers that support both wired and wireless connectivity.

It's better to have the freedom to choose the best parts from different manufacturers that all work together with your access software.

When you're setting up an access control system, it's important to look at every scenario. What happens if the internet goes down? A good system will have offline options, like battery-powered locks or local caching, so your building stays secure no matter what.

Tight access controls and useful data for audits

You don't want your access control system to be a black box. You need to be able to manage and review access quickly and easily to keep your members safe.

Cloud access means that you can manage doors from anywhere and see a real-time view of who's in the building. If you need to revoke a rogue person's access, you should be able to do it quickly, without a clunky, multi-step process.

There's so much more you can do with access data than just security. Use check-in and check-out data to improve your service by understanding how long members stay or what time they usually arrive.

For contingencies, every good cloud system needs a safety net. You should be able to check the logs to see who made which changes and fix them if needed.