Flexible Offices

Getting smart with flexible workspace access

Flexible workspaces are high traffic businesses with a frequent flow of members and guests that come and go. This makes security policies and controls more complex than an average business. Space access is a common pain point for operators and their members in the flex-space industry.

The number of resident and non-resident occupiers across an office portfolio changes constantly, making access management time-consuming and frustrating for both occupiers and staff.

Whilst the current climate has brought about many questions on how things are going to have to change moving forward, ensuring strong access control remains a top priority. Read on to discover the benefits to you and your occupiers of having a smart access solution in your flexible workspace environment.

Ease of movement

Traditionally, flexible workspaces have run their access control system on physical computers hosted in server farms within their buildings. These systems do not easily scale and can cause delays and security risks.

But a recent introduction of Cloud-based systems allows operators to manage and control access through network connections in real-time. This technology enables space providers to deliver friction free movements across their entire portfolio.

Smart Access (3)

Real-time interactions

Historically, finding an access solution that scales to flex-space requirements was easier said than done. What may seem like a simple process of providing members with instant meeting room or floor access, requires complex rules.

New solutions, like our Smart Access platform, can support millions of dynamic rules including immediate meeting room access. When occupiers need instant access to a space or book a last-minute meeting room, the solution works in real-time, ensuring a frictionless member experience and supporting members productivity.


Make sure access is streamlined and consistent across your whole portfolio, so that you can grant members access to all relevant sites at any given time. This scalability translates to efficiency gains across sites without an increased workload, keeping both staff and members happy. In addition, operators are able to manage permissions by limiting access control admin to specific staff members.

Integration with flex-space management software

To make onboarding and offboarding members easy, there are software platforms that automatically match membership status to your access system. This means access is granted and revoked in real time based on membership status.

This doesn’t only remove the headache and time of manual input, but the automated process also increases efficiency and productivity. By having all of this information in a single platform, you don’t need to worry about managing multiple vendors or training staff on different systems.

Simple installation

As with most hardware tools, property professionals can be put off by the idea of complicated and costly set-up. Some door access solutions require installing and maintaining cabling, but tools like our Smart Access product utilise your existing network infrastructure and you aren’t locked into a specific supplier because it integrates with multiple access technologies.


Managing lost, forgotten and faulty access cards can be time-consuming and frustrating for both staff and members. Access tools with app integration mean these kind of issues can be easily overcome. If a member forgets their card, they can tap their smartphone for access. If you have a visitor coming, you can send them a URL to read a QR code for limited time access. You can enable access before they arrive so they have a seamless and welcoming experience.

With app integration, you can also unlock valuable insights from data captured from smartphones that can be used to develop personalised offerings for your occupiers. This data is hard to retrieve with card-based access due to members sharing cards – this is far less likely to happen with smartphones. In this way, your access system can actually aid strategic business decisions, not just provide security.

Low maintenance

A key advantage of cloud-based access control systems is that the servers are hosted off-premise and out of your way. Suppliers manage the servers and release regular software updates, including new features and security updates so you don’t have to waste time maintaining different systems across your locations. This frees you up to focus on the things that matter, your occupiers and business growth.

Member experience

Staff and occupiers don’t want to download multiple apps that take up their precious smartphone storage. If you already have a flex-space community app, you can integrate your access solution with this.

Members are more likely to use an app if they can use one app for multiple uses like booking and accessing meeting rooms, ordering catering, managing hot desks, booking lockers and video conferencing services. Space providers can deploy this friction free member experience across sites and amenities and in so doing drive member’s app engagement.

Introducing essensys Smart Access

Smart Access provides easy, fast and secure entry into your space by streamlining member onboarding and daily operations. You can now automate door access control for your flexible workspace with the essensys Connect platform. Unlike alternative solutions, essensys Smart Access can support millions of dynamic rules including instant meeting room access. Access options are flexible and the convenience of a smartphone based solution with easy set-up couldn’t be simpler as it supports your entire space offering, all managed and automated by one platform.

Enable a friction free experience for your members with Smart Access. For further detail click here.

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