Coworking Security & Access Control

Running a coworking space means juggling various responsibilities—managing memberships, ensuring security, and creating a smooth experience for members. One of the most important aspects of achieving this balance is investing in effective security and access control systems. Whether you're a seasoned operator or starting your first coworking space, member satisfaction, security, and time savings may all be achieved by understanding and setting the proper system in place.

Here’s everything you need to know about access control for coworking spaces, including practical advice and an introduction to Cobot's integrations.

What Is Access Control?

Access control is a system that determines who can enter certain areas, ensuring that only authorized individuals can access designated spaces. Modern access control goes beyond locks and keys, offering smart, automated solutions that integrate with coworking software, making it easier to manage member access, track activity, and ensure security.

Access control systems generally consist of three main components:

1. Access Methods (e.g., key cards, mobile apps, biometric scans)
2. Hardware (e.g., door locks, readers, and panels)
3. Software to manage permissions and track activity.

Types of Access Control Systems

Different coworking spaces have different requirements, and access control solutions should align with the size, layout, and complexity of your space. Here’s a breakdown of common options:

1. Door Readers and Keyless Access

Modern coworking spaces often use door readers and keyless access systems that rely on digital credentials or biometric authentication. These systems reduce the risk of lost or stolen keys, provide a seamless member experience, and minimize operational costs.

• Best For: Main entrances, high-traffic areas, private offices, or meeting rooms requiring secure and efficient access.
• Options Include: RFID locks, Bluetooth-enabled devices, NFC readers, and biometric systems.
• How It Works: Members can unlock doors using smartphones, key cards, or other digital credentials, while administrators manage permissions through integrated software.

2. RFID Access

RFID (Radio Frequency Identification) uses electromagnetic fields to identify and authenticate access cards or tags.

• Best For: Spaces that require fast, contactless entry and a simple setup.
• How It Works: Members use RFID-enabled cards, fobs, or stickers to unlock doors. Systems like Salto KS make RFID integration seamless, syncing with coworking software to automate permissions based on bookings or memberships.

3. Smart Locks

Smart locks are electronic locks with built-in communication technology, offering flexibility and ease of installation.

• Best For: Smaller coworking spaces, private offices, or meeting rooms.
• How It Works: Members can use mobile apps, key cards, or pin codes to unlock doors. Tapkey offers a user-friendly smart lock solution that integrates with Cobot, enabling mobile access and granular access rules for different member tiers.

4. Mobile Access Control

Mobile access allows members to unlock doors using their smartphones, eliminating the need for physical keys.

• Best For: Modern spaces with high member turnover or those prioritizing contactless solutions.
• Example Integration: Kisi and Salto KS provide mobile access options, making onboarding simple and reducing the risk of lost keys.

5. Biometric Access

Biometric systems use fingerprint or facial recognition for highly secure, contactless access.

• Best For: High-security zones or spaces handling sensitive data.
• Considerations: While secure, biometric systems may require more setup and maintenance compared to other options.

6. Visitor Management Systems

Visitor management systems ensure that temporary guests have controlled access.

• Best For: Spaces hosting events or frequently welcoming non-members.
• How It Works: Visitors are granted temporary credentials, such as QR codes, to access specific areas for a limited time.

7. Wi-Fi Authentication

Wi-Fi authentication provides a flexible access control solution that works with or without physical key cards.

• Best For: Spaces seeking a tech-forward approach to access management, with or without additional hardware like key cards.
• How It Works: Members register their devices the first time they log in to the network. After registration, the system automatically tracks attendance and usage, granting or restricting access as needed while ensuring seamless connectivity.

Implementing Access Control in Coworking

Investing in access control for your coworking space is a strategic move that balances security, member experience, and operational efficiency. The following provides a thorough explanation of how to implement it effectively:

1. Assess Your Space’s Security Needs

Begin by evaluating your coworking space’s layout, member profiles, and access requirements. Consider the following:

• Member Types: Do you cater to freelancers, small teams, or large businesses? Different groups may require different levels of access.
• Visitor Frequency: If you host regular events or tours, you’ll need a system that supports temporary access.
• Access Points: Identify high-priority areas, such as entrances, meeting rooms, private offices, and shared amenities like kitchens or storage.

2. Focus on Scalability

Cloud-based access control systems offer scalability, real-time management, and remote administration. Unlike traditional on-site systems, they allow you to adjust permissions instantly, track activity from anywhere, and easily integrate with coworking software.

3. Incorporate Multi-Factor Authentication

Multi-factor authentication (MFA) adds an extra layer of security by requiring two or more authentication methods. This can include a combination of passwords, PIN codes, biometric scans, or mobile-based verification.

For coworking spaces handling sensitive client data or hosting high-profile teams, MFA ensures that only authorized individuals can access critical areas.

4. Audit and Reporting

Ensure your system provides detailed logs and reports on access activity. This data is invaluable for tracking member usage patterns, identifying potential security issues, and making informed decisions about resource allocation.

For example, you might discover that certain meeting rooms are underutilized and adjust your pricing or policies accordingly.

5. Integrate with Coworking Software

Choose an access control system that integrates with your coworking management platform, like Cobot, to automate permissions based on memberships and bookings. Integrations streamline operations by syncing access rights directly with your space’s schedule and membership tiers.

By integrating with platforms like Cobot, you can achieve a balance between security, convenience, and scalability, setting your coworking space up for long-term success.

6. Training and Support

Provide training and support for both your staff and members to ensure they can use the system effectively. This might include tutorials, FAQs, or even in-person demos during onboarding. For members, clear instructions enhance their experience and confidence in your space.

More Than Access: A Focus on Security

Automated access control isn’t just about convenience—it’s about safety, too. Here’s how the right access control system helps you ensure a secure environment:

Restrict Unauthorized Access

Grant access only to active members. When a membership ends, access is automatically revoked, eliminating the risk of unauthorized entry.

With solutions like Cobot, this process is fully automated—saving you time and keeping your space secure.

Track Activity in Real-Time

Monitor who enters your space and when. This adds an extra layer of security while providing valuable insights into space usage.

Customized Permissions

Set different access rules for meeting rooms, private offices, and shared areas. Ensure that only booked users can access reserved spaces.

24/7 Operation

With secure access in place, your coworking space can run around the clock without requiring additional staff.

How Cobot Supports Access Control 🔵

Cobot integrates with leading access control systems to offer a seamless solution for coworking spaces. Here’s how Cobot's integrations make managing your space easier:

1. Salto KS Integration

Salto KS provides a seamless integration with Cobot, offering unparalleled control over who can access your coworking space and when.

Features:

• Mobile and card-based access options.
• Real-time synchronization with Cobot ensures instant updates to access permissions.
• Time-specific access, such as weekday-only or off-hours usage.
• Automatic removal of access rights for canceled memberships.
• Scalability to accommodate growing spaces with diverse access needs.

2. Kisi Integration

Kisi combines cutting-edge technology with user-friendly functionality, making it a versatile choice for coworking spaces.

Features:

• Supports mobile unlocks, RFID tags, Apple Wallet badges, and QR codes.
• Automatic adjustments of access rights based on Cobot membership changes.
• Detailed analytics on space usage for data-driven decisions.
• Integrates effortlessly with coworking CRMs to streamline operations.
• Real-time monitoring and 24/7 remote management capabilities.

3. Tapkey Integration

Tapkey focuses on simplicity and mobility, making it a great fit for coworking spaces that want intuitive, tech-savvy solutions.

Features:

• Mobile phone-based access through Bluetooth, eliminating the need for physical keys.
• Supports shared or temporary access for guests or short-term users.
• Seamlessly integrates with Cobot to synchronize access permissions automatically.
• Quick setup with minimal hardware requirements.

4. Sensorberg Integration

Sensorberg is the perfect choice for coworking spaces that appreciate highly customizable and creative access solutions for areas needing advanced IoT integration or managing numerous access zones.

Features:

• Customizable access for individual members or teams.
• Integration with coworking software for streamlined operations.
• Supports meeting room bookings and resource access.

5. Luckey Integration

Luckey by Sofia Locks is designed for spaces that prioritize flexibility and remote management.

Features:

• Access via smartphones, physical cards, or mechatronic keys.
• Cloud-based system allows remote management of access permissions.
• Seamless integration with Cobot ensures members are automatically added or removed based on membership status.
• Easy onboarding through a mobile app or member portal.
• Customizable access rules to suit various space layouts and policies.

Get Creative with Membership Plans

Accurate attendance tracking unlocks new possibilities for crafting innovative membership plans. With the data Cobot collects, you can design offerings that cater to different member needs. For example:

• “20 hours of coworking per month for $50.”
• “Work for free from 6 PM to 8 PM.”
• “Coworking 3 days per week.”

These flexible options are fun for members and efficient for operators, helping you stand out in a competitive market.

Ready to Get Started?

Automated access control is a game-changer for coworking spaces, combining security, efficiency, and member satisfaction. Whether you’re just starting out or looking to scale, Cobot’s integrations can help you build a coworking space that runs smoothly and securely.