Access System for Coworking Spaces – Flexible Entry Without Reception
What Coworking Spaces Need
Coworking spaces work differently from traditional offices. The challenges are specific:
- High Turnover: Day guests, weekly bookers, monthly subscribers – the member structure constantly changes.
- 24/7 Access Demand: Freelancers and startups don't work 9 to 5. They need access around the clock.
- Different Tariffs: A day pass should only be valid for the booked day, a monthly subscription permanently – both through the same system.
- No Permanent Reception: Many spaces don't have a staffed reception – access still needs to work.
Traditional key or card systems quickly reach their limits here. What's needed is digital access control that is flexible enough to keep up with the dynamics of a coworking model.
How Digital Access Works
A modern access system for coworking spaces is based on three pillars: smartphone app (or PIN/RFID), cloud platform, and automated rights management. The key features at a glance:
Smartphone Access
Members open the door via app – no key, no card, no reception needed.
24/7 Availability
Access around the clock – ideal for freelancers who work nights or weekends.
Tariff-Based Rights
Day pass users get time-limited access, monthly subscribers get unlimited access.
Booking + Access
Meeting room booked? The access code is automatically activated for the booked period.
Central Management
Control all access via one dashboard – grant, revoke, or adjust rights in real time.
Automatic Onboarding
New member books online → receives access immediately → can start. No manual effort.
Onboarding Members Effortlessly
The onboarding process for new members runs fully automatically:
- Booking: The new member books their tariff online – day pass, weekly package, or monthly subscription.
- Receive Access: An access code is automatically generated or an app link is sent. No manual key handover.
- Start Immediately: The member can start immediately – the door opens via smartphone, the booked room is unlocked.
- Automatic Expiry: When the tariff expires, access is automatically deactivated. No follow-up, no risk.
Use Case Examples
A digital access system in a coworking space goes far beyond the front door. Combined with a meeting room booking system, holistic solutions emerge:
Example: Coworking Space with 50 Desks
- Main Entrance: Members open via app – day guests receive a one-time PIN.
- Meeting Rooms: Room booked = automatic door unlock for the booked period.
- Lockers: Each member uses a smart locker – via wristband or app, without key management.
Learn more on our page about solutions for modern workplaces.
Conclusion
A digital access system isn't just a nice extra – it's the foundation for a scalable coworking model. Without it, you're tied to fixed reception hours, physical keys, and manual processes. With a smart system, your space grows with you – every new member is automatically onboarded, every room flexibly unlocked.