In a 2020 study, experts projected that nearly 5 million people around the world would be using coworking spaces by 2024. This estimate seems to become a reality as more and more entrepreneurs, freelancers, startups, and digital nomads seek out safe spaces that prioritize convenience and productivity. As the owner or operator of a coworking space, the door entry system you choose is critical to meeting those criteria and creating an environment where professionals feel both welcome and secure.
While traditional door entry systems—like turnstiles and keys—remain on the market, they’re usually less than an ideal for a coworking space, where people come and go at all hours. To stay competitive and meet customer expectations and preferences, coworking spaces need automated door entry systems that offer a simple, reliable experience for members and reduce overhead.
Whether you’re starting a new coworking space and investigating your door entry options or hoping to upgrade the existing system in an outdated building, understanding what’s available is a crucial first step. In this article, we’ll walk you through all the ins and outs of door entry systems, including why you need one and how to choose the best solution for your coworking space.
The advantages of using a door entry system for your coworking space #
The goal of a good door entry system is to make life easier for all parties: You, your staff, and your members. Depending on the type of system you choose, you can also achieve several other benefits.
24/7 monetization #
Deploying a door access control system allows you to get the maximum value from your space. Rather than limiting your hours of operation, you can allow members to enter at any time of day or night, even with the same number of employees. You can also connect it with your coworking management software to offer this unlimited access as a premium or add-on feature based on the membership package.
Another option is to extend your door entry system beyond your main entrance, increasing your revenue by offering access to meeting rooms, private offices, and event spaces. This enables you to fully utilize your available space, customizing permissions so members and guests can pay for the spaces they need when they need them.
Unmanning spaces #
Employing security teams and assistants for a coworking space can quickly get expensive, particularly if your space is open around the clock. With a modern door entry system, constant coverage is no longer necessary because you can fully automate, control, and monitor entries and exits remotely. When security or administrative personnel are on site, they can focus their attention on improving the member experience and building an amazing coworking community rather than worrying about repeatedly unlocking doors or modifying access permissions.
Data analysis and reporting #
Unlike traditional door entry systems, modern solutions can track the number of visitors who enter and exit a locked space at any given time. This real-time tracking and reporting empowers better decision-making for your space. For example, based on what you learn about member patterns and space utilization, you might consider extending or modifying hours of availability, developing new premium access levels based on space usage, investing into and promoting especially profitable rooms, or reinventing less used spaces.
Types of door entry systems for coworking spaces #
Owners and managers of coworking spaces have several options to consider when selecting a door entry system. While they all achieve the same basic purpose—allowing members to unlock doors–they offer very different levels of security, convenience, and control, as well as monetization possibilities.
Mobile access #
Mobile-based access control systems have completely transformed door entry systems, making them more secure, convenient, and flexible. If you deploy a door access control solution with a mobile app, you can issue temporary permissions to guests, make changes to membership levels, and grant access to visitors quickly and remotely.
Entry is seamless and fast for all membership groups. They can use their mobile device, such as an Apple Watch or phone, to unlock the door simply by opening the Kisi app before approaching the entrance. Rather than digging out a key, membership card, or fob, they can then tap on the door and it will immediately open for them.
Some coworking software integrate with mobile access solutions, like Kisi, so you can enable members to use your coworking app for door entry. Badges in Apple Wallet are another modern access method where members don’t need an additional door app.
QR codes #
Coworking spaces are increasingly adopting QR codes for door entry systems due to their convenience, familiarity, and enhanced security features. QR codes provide a seamless, contactless entry method that is both user-friendly and efficient. Members can simply scan a code using their smartphones, eliminating the need for physical keys or cards, which can be easily lost or forgotten.
Coworking spaces with a diverse set of users and high turnover can especially benefit from QR code entry stems. It simplifies access management, allowing operators to quickly grant or revoke entry permissions without the hassle of physically collecting and issuing keys, cards, or fobs.
Additionally, QR code entry systems offer robust security advantages. Each QR code can be uniquely generated for individual members, with customizable expiration times and usage logs. This granular control helps prevent unauthorized access and allows space managers to monitor and report on who enters and exits the premises.
Integration with existing digital infrastructure, such as coworking software, further enhances operational efficiency. For instance, members can receive their entry codes via email or an app, streamlining the check-in process and ensuring that only those with active memberships gain access. Access rights can also be granted based on membership levels.
Turnstiles and speed gates #
Turnstiles are physical barriers that prevent members from entering a space. Some turnstiles, such as speed gates, can incorporate cards or QR code readers for faster access, but others require an on-site employee to allow entry or buzz in a visitor.
In addition to offering less convenience than other door entry systems, turnstiles are also less aesthetically appealing and could suggest that the building isn’t up-to-date. This, in turn, could dissuade potential members from using your coworking space.
Key fobs and membership cards #
Coworking spaces often choose keycards and fobs for door entry systems because they are familiar and easy to use. These physical tokens are simple to carry and provide quick, intuitive access, minimizing entry delays during busy times.
Key cards and fobs, while affordable, are also problematic because members can exchange, lose, or forget them. Some membership cards include barcodes that members scan before entering the space. Others use RFID or NFC technology, which is more versatile and effective because it allows for enhanced control and stores user information.
Pin pad or keypad entry systems #
Coworking spaces with keypad readers are easy to enter. Users merely have to type in a code to unlock the door. However, that also means they offer a low level of security. Anyone who gains access to the code could enter without permission, putting your space and members at risk. In addition, if members forget the code and no employees are on-site to help them, they may find themselves locked out and unable to complete their work.
Mechanical locks #
Using physical locks and keys could be feasible if you’re running a small coworking space with few members. However, you’ll have to issue and collect keys and won’t have access to automation or member data. These problems become even more significant as your space and membership list grows and you have to manage an ever-increasing number of keys.
While they may be less expensive than some other door entry options, mechanical locks are also much less secure. Members can duplicate or lose their keys, requiring you to frequently change your locks to ensure no one has unauthorized access.
What to look for in a door entry system #
The size, location, and structure of your coworking space will ultimately determine what type of door entry system you need. These are some of the most important features to consider before making your choice.
Automation #
If you opt for a traditional door entry system, granting access to your coworking space will involve issuing keys, cards, or fobs that could easily get lost or damaged. This manual process is inefficient, tedious, and time-consuming.
Modern door entry systems eliminate these issues by automating the essential tasks involved in granting and revoking access. After signing on a member, you can instantly grant them access to certain spaces based on their membership tier or permission level. Likewise, if a user fails to pay on time, their access privileges can be automatically revoked, and you don't have to worry about collecting keys or credentials.
Integration #
Connecting your door entry system to your other software and applications creates a more cohesive, streamlined process that improves the user experience for your and your members. As you evaluate different solutions, look for ones that will connect with your coworking software.
Kisi can integrate with some of the most popular software on the market, including:
In addition to coworking software, Kisi can also integrate with other software, systems, and devices, including security cameras, data analytics, SSO, and visitor systems.
Ease of use #
Unlocking the door to your coworking space should never add to a member’s stress or cause a delay in their work. To attract and retain members, you need to offer a user-friendly, hassle-free system. While keys, fobs, and membership cards are usually simple to use, members have to keep up with them to ensure they always have access. Forgetting a key card at home could prevent them from getting into the space, creating unnecessary frustration.
A system with mobile access offers the same functionality and simplicity without these potential complications. In addition, this type of system is also user-friendly for owners and operators, who don’t have to worry about manually logging entries and exits, issuing credentials, or unlocking doors for members and guests.
Flexibility #
Your door entry solution should align with the unique features of your coworking space and needs of your members. This means flexibility and versatility should be high on your list of requirements as you compare different options for access control.
Some systems limit you to a single access method, such as physical keys or member cards. Kisi, on the other hand, offers a range of access methods in one reader, including:
- Tap to unlock
- Mobile app
- MotionSense
- QR codes
- Badges in Apple Wallet
- Fobs
- Web links
- RFID badges
- NFC badges
Your coworking space can also benefit from an access control system that allows for customization. For example, you can customize the mobile experience for users with Kisi’s whitelabel app, select widgets for your preferred functionalities on the dashboard, and build custom integrations with Kisi’s API. As a result, your door entry system will reflect the style and tone of your brand and provide the capabilities your coworking space needs.
Remote management #
Having the ability to manage access and operations remotely allows space managers to efficiently handle the frequently coming and going members without needing to be physically present. This flexibility is crucial for responding to unexpected situations, such as granting access to a new member after regular hours or quickly addressing a security issue. Cloud-based entry door systems enable operators to update access permissions, monitor usage, and even mitigate security problems from anywhere, ensuring that the coworking space runs smoothly and efficiently at all times.
Additionally, remote management supports the scalability and adaptability of coworking spaces. As your space grows or adjusts the offerings, the ability to manage resources and member access remotely allows for seamless transitions and expansions. This capability is particularly beneficial for coworking spaces with multiple locations, as it centralizes control and oversight, reducing the need for on-site staff and streamlining operations across different sites.
Remote management facilitates better customer service, as operators can promptly address entry issues, enhancing the overall user experience and fostering a positive, responsive community environment. Remote entry systems also enable coworking spaces to expand their working hours and offer 24/7 service with the same amount of employees or even unman the space, increasing the monetization possibilities.
Installation, operation, and maintenance #
Before investing in a door entry system, consider how much time, effort, and money you’ll have to spend on installation and maintenance. For instance, cloud-based systems offer over-the-air (OTA) updates, which require no efforts or investments on your end when it comes to upgrading and maintaining your entry system functionalities. Also some systems, like Kisi, offer tailored deployment options so you can migrate to a modern system at your own pace.
If you hope to grow or expand your coworking space, finding a scalable system is also vital and can save you substantial time and money in the future. Similarly, look for an access control system that you can easily update without replacing all of your equipment.
You may also need a solution that can overcome other obstacles. Some coworking spaces operate out of multi-office buildings that already have legacy access control systems in place. Those scenarios can make implementing your own door entry system more difficult, but you can find a solution that offers a workaround, such as Kisi’s mobile unlocks only option.
Create a seamless access experience for your coworking space #
Coworking spaces have become a central component of the daily lives of many professionals. With a growing number of spaces available, owners and operators have to find ways to demonstrate their commitment to security, safety, and a stellar user experience. A high-quality door entry and access control system can do exactly that while also making your operations more efficient and cost-effective.
From remote management to automated scheduling to integrations, Kisi has the features you need to manage access to your coworking space. On top of that, it’s a future-proof system that can grow with your space and membership.
Can’t decide which access method is right for your space? Offer all access methods with the Terminal Pro, or contact our team for tailored advice or a demo to see firsthand how you can enhance and monetize your coworking space.
Bernhard Mehl
Bernhard is the co-founder and CEO of Kisi. His philosophy, "security is awesome," is contagious among tech-enabled companies.
