Mobile phones are a part of our everyday lives both inside and outside of the workplace. From checking emails to paying for our lunch break meals, mobile phones are essential for our day-to-day lives and are being utilised more often within business spaces.
As attempts at gaining unlawful access to premises become more sophisticated, the need for higher security in co-working and shared office spaces is growing. Over time, traditional keypads for office door entry systems are becoming redundant, and the use of mobile access control systems is on the rise to meet higher standards and expectations of security.
What is Mobile Access Control?
Mobile access controls utilise the existing functionalities of our phones, smartwatches and tablets to enter certain spaces and use certain services within them.
Rather than using a physical keyfob or keycard, mobile access control utilises the existing technology within our phones to provide individual users with different access permissions and verify each user’s identity more efficiently and cost-effectively than other security systems.
How Airfob’s Mobile Access Control System works
Here at OLS, we use Airfob’s trusted mobile access control system for co-working spaces and shared office spaces. Being a 100% cloud-based system, Airfob provides unparalleled shared space security and access monitoring that allows administrators to permit and revoke user-building entry quickly and efficiently, without the need for a physical server system or dedicated security personnel.
App and QR Code Access Control Verification
Airfob allows for app-based verification and QR code verification depending on the access required for each user.
For shared-office space users who require daily or frequent premise access, app control can be used to allow the user admission into their office quickly. When a user is registered to the mobile access control system, they are given individual access credentials which are then sent to their phone and used to verify their identity and grant access whenever they approach an office door entry system or other access point. When they tap their phone against the access control reader, they are given entry to that space if their credentials allow them.
For one-time or infrequent visitors who do not wish to download an app for a one-off visit, app-less credentials can be generated to give them one-time or temporary access to a site. App-less access through links and QR codes can be useful to allow visitors into a co-working space without setting them up credentials on the cloud-based system whilst still maintaining security and user-specific access control.
Bluetooth and Near-field Communication Access
There are two ways in which Airfob can allow users access to a co-working space’s premises. Depending on the individual user’s role and access needs, BLE and NFC can be used to make access control efficient whilst ensuring security.
BLE – Bluetooth Low Energy
BLE, or Bluetooth Low Energy, refers to the use of a phone’s Bluetooth connection to allow access through a door entry system or other secure entryway. Bluetooth access requires no manual pairing and can operate over a distance of up to 10 metres, making it ideal for unlocking a gate or barrier whilst in a vehicle, or allowing others to enter a premises without needing to be in direct contact with the control system.
NFC – Near-field Communication
Unlike Bluetooth, Near-field communication only allows access when a mobile phone is physically tapped against the control pad at an office door entry system. Often used for payment services, Near-field communication has a short range for credential transmission, reducing the risk of unauthorised access.
Disadvantages of Traditional Access Control Systems
As co-working spaces become more utilised, there is an increased security risk for both visitors and site managers. Ensuring your premises are secure and safe becomes difficult when using traditional access control systems, as they do not account for common security risks.
Security Risks of Keycards and Fobs for Co-Working Spaces
Although keyfobs and keycards are popular for allowing individuals through office door entry systems with a simple touch, the risk of theft and losing these physical items is high.
If a user loses their keyfob or keycard when leaving a shared office space, they may not realise or notice until they next need access, which could be the next day or even the next week. This is a huge security risk as this allows thieves plenty of time to access the premises or copy the item for future unlawful access.
Because we use our mobile devices in and out of the office, the realisation we have lost our phone is instantaneous so users can report their missing mobile and have access to that phone revoked quickly via Airfob’s administration dashboard. Along with quicker reporting, many users have biometric authentication on their phones. This creates an added layer of security on a lost phone and makes it much harder for a thief to gain access to the Airfob app for access to premises, by which time that device will have already had its access permissions revoked.
On-Site Server Systems
When using a non-cloud-based access control system, a server will need to be kept onsite and required to be kept up to date to prevent potential security breaches.
Not only do these on-site server systems take up valuable space, but they also require maintenance to ensure their efficiency and security. Damage to the server could result in lost credentials and a breakdown of the access control system, which can be costly and timely to repair.
When using a cloud-based system like Airfob, the system is kept constantly up to date, ensuring the highest standards of security. Due to the system being cloud-based, all credentials are not kept on-site, meaning a user’s access can be given or revoked instantly from anywhere and in the event of a fire or other building disaster, credentials will still be safe and secure.
Lack of Control and Monitoring Abilities
Traditional access control methods such as keycodes, fobs, and cards lack control and monitoring abilities. As mentioned with fobs and cards, unintended users can use the code or item to be granted access to a facility with no record of timings or who has gained entry.
Not only does this pose its own security risk, but it lacks the sophisticated level of monitoring many expect when using shared office spaces. Being able to monitor an employee’s entry and exit can be useful for administration purposes such as paying for overtime hours, or even can be used for safety by monitoring who is and who is not in the building at the time of a disaster such as a fire.
How Mobile Access Control Systems Benefit Co-Working Spaces
Improving the Profitability of Co-Working Spaces
For co-working space owners, the loss and misuse of fobs and access control is not just a time-consuming inconvenience, it also leads to lost profits.
In spaces where fobs and cards are used, individuals can lend out their access to other individuals, with no way of knowing who has been given unauthorised access. Not only is this a security risk, but it also allows individuals to capitalise off their friend’s access, as they won’t need to pay themselves to use that space, resulting in lost revenue.
Mobile Access Control leverages the built-in features of mobile phones, which reduces the risk of misuse and unpaid access. As credentials can be updated automatically after each use, Airfob prevents access controls from being copied or reused by others. Since access is stored on an individual’s personal device, it decreases the likelihood of a user handing their phone to a friend or colleague to use their access credentials. This helps reduce the chances of unauthorized and unpaid access to a co-working space. Additionally, credentials can be set to expire automatically, meaning that after a specified duration or usage, individuals will no longer have access to the co-working space, ensuring that revenue is not lost due to unpaid access.
Utilising Existing Biometric Features of Phones
As previously mentioned, Airfob’s mobile access control system utilises the existing personalised features of users’ phones. Facial and fingerprint authentication are already common features on many smartphones. Airfob utilises these to add an extra level of security to your system, without the need of purchasing and installing costly biometric scanners at your co-working space’s gates or doors.
Removing the Need for Dedicated Personnel
Although non-shared business spaces may require a dedicated individual to monitor and control access for employees and visitors, co-working spaces with smaller groups of individuals do not. Not only is having to constantly monitor access at a desk boring for the individual assigned to it, but it is also expensive as additional personnel have to be hired for this position, or existing employees are taken away from their everyday work to manage check-ins and access control.
As discovered in the 2023 Global Co-Working Survey on the Profitability of Co-Working Spaces, wages make up 23% of expenses for co-working spaces, second only to rent. Due to the rising expenses of maintaining co-working spaces, reducing the need for dedicated access control personnel helps to save costs, and free up employees for more profitable tasks.
Using a cloud-based access control system like Airfob negates the need for a dedicated individual to manually manage access control. The cloud-based dashboard can be accessed from anywhere, inside or outside the premises, making access control simpler, easier, and more secure as no timely updates or system updates are needed to add or remove someone’s access. Furthermore, operators can extend the hours spaces are available without needing to have staff onsite, allowing more opportunities for flexible space use and generating additional revenue.
Eliminating the Risks of Physical Keyfobs or Cards
As previously mentioned, keyfobs and access cards can be unreliable for access control security due to their ability to be easily lost or stolen.
Along with this security risk, fobs and keycards need to be purchased whenever a new individual needs one or one is lost. Over time this can become costly and is not scalable for expanding premises. By utilising an already-existing mobile device, you remove the cost of keyfobs and keycards and improve security.
Additional Surveillance and Monitoring
For co-working space owners, being able to effectively survey your premises is important. Knowing which areas of your premises are used most allows you to better identify areas for expansion and investment, and to better allocate higher-demand resources such as room bookings.
Knowing which spaces at your premises are most used allows co-working space owners to identify potential future security risks and invest in areas which are considered most valuable to users.
Adding Services and Scalability
If you’re looking for additional revenue opportunities in your shared business space, an Airfob mobile access control system allows you to expand your offerings. Scaling up your system to add services such as cafeteria amenity access, lockers, copy machines and more can be completed without needing to update fobs or systems, administrators can simply update a user’s access control via the Airfob dashboard.
If your shared working space requires cloud-based mobile access control, contact us today to see how OLS can streamline your premise’s mobile access system instalment.
Discover more about mobile access control and why mobile access is becoming so popular in our white paper: What is mobile access control and what are the key benefits?
