Access Control in Tourist Accommodations: Complete Guide

The management of tourist accommodations has evolved significantly with the digitization of processes, especially with regard to the security and efficiency of access to properties. Ensuring that cleaning, maintenance, security and other employees access spaces in a safe, autonomous and controlled manner is today one of the biggest challenges for the managers of these accommodations.

Intelligent access control emerges as a technological solution that allows remote management of entries and exits, eliminating the use of traditional physical keys and minimizing associated risks. This comprehensive guide addresses, in detail, everything you need to know to implement and get the most out of access control in tourist accommodations.

1. What is Intelligent Access Control?

Intelligent access control refers to electronic systems that allow opening and managing access to doors without resorting to physical keys. These systems use technologies such as PIN codes, mobile applications, NFC cards, remote controls, and even integration with virtual assistants to control who can enter, when, and how.

Remote management of these permissions allows managers to assign temporary, permanent, or occasional access to teams that intervene in accommodations, ensuring maximum security and flexibility.

2. Why is Access Control Essential in Tourist Accommodations?

The dynamic nature of tourist accommodations, with guests frequently entering and leaving, imposes the need for an efficient and secure access management system. Traditional control through physical keys presents several challenges, including:

- Risk of loss, theft or duplication of keys;

- Difficulty in coordinating physical deliveries and collections;

- Lack of control and record of access;

- Potential security and privacy breaches for guests.

Intelligent access control eliminates these risks, allowing for transparent, secure, and easy management.

3. Main Access Control Technologies

There are several technologies that support intelligent access control, each with its own characteristics and specific advantages. The most common and effective are:

PIN Code: Allows the creation of numerical codes that can be temporary or permanent. They are easy to distribute and change, ideal for cleaning or maintenance teams with temporary access.

Mobile Applications: Use Bluetooth or Wi-Fi to allow remote door opening, permission management, and real-time access monitoring, facilitating control and flexibility.

NFC/RFID Cards: Work through proximity with sensors installed on doors. They are common in hotels and offer speed and security in access.

Remote Commands and Voice Assistants: Less frequent, these technologies can be integrated to increase convenience, allowing door opening without physical contact.

4. Practical Applications for Cleaning, Maintenance and Security Teams

The teams that work in tourist accommodations need controlled access, as they operate at different times and contexts. Intelligent access control allows effective management of their entries and exits, with the following particularities:

Cleaning Team: Receives temporary codes valid only during the necessary period to carry out the cleaning. They can open the door via mobile application, avoiding the use of physical keys, which simplifies the process and reduces the risk of loss. In addition, the system records access, facilitating control and work organization.

Maintenance Team: Can receive punctual access for specific interventions or prolonged ones, according to need. In emergency situations, the manager can create instant access codes to allow rapid interventions. Access is recorded for auditing and security purposes.

Security Team: Typically requires permanent or scheduled access to carry out rounds and inspections. Real-time monitoring of entries allows for quick reaction to anomalous situations. The complete access history helps in incident investigation.

5. Benefits of Access Control in Tourist Accommodations

The adoption of intelligent access control brings several advantages that reflect both the security and operability of the accommodation. Among the main benefits are:

Enhanced Security: Drastically reduces the risk of loss or theft of physical keys, in addition to allowing total control over access.

Team Autonomy: Employees can enter and exit independently, without needing the presence of the manager or owner.

Operational Cost Reduction: Avoids travel for key delivery or collection, saving time and money.

Full Traceability: Detailed record of all entries and exits, facilitating audits and control.

Better Guest Experience: Simplified entry, often without the need for physical contact, improving satisfaction and security.

6. Challenges and Care to Take

Despite the many benefits, the implementation of intelligent access control requires attention to some essential aspects to ensure that the system works effectively and safely:

Team Training: It is essential that all users understand how to use devices and applications correctly.

Immediate Update and Revocation of Access: There must be a rigorous procedure to change or cancel codes as soon as access is no longer necessary, avoiding unauthorized access.

Device Maintenance: Electronic systems require regular maintenance to ensure correct functioning and avoid failures.

Clear Permission Management: Define who is entitled to what type of access, to avoid abuse or security failures.

Personal Data Protection: Ensure that systems comply with current legislation, namely the General Data Protection Regulation (GDPR).

7. Good Practices for Implementation

To get the most out of access control in tourist accommodations, it is recommended to follow some practices that ensure efficiency, security, and satisfaction of staff and guests:

Integration with reservation platforms: Automate the creation and sending of access for employees according to the reservation calendar.

Use of multiple access methods: To ensure flexibility and adapt to the preferences and conditions of each team.

Real-time monitoring and alerts: To identify access outside authorized hours or suspicious attempts.

Contingency plans: For technical failure situations, such as alternative manual access or remote assistance.

Clear communication: Inform teams and guests about access procedures and rules to be followed.

8. Practical Example of Access Management

Imagine a tourist apartment with different teams operating at different times. With an intelligent access control system, the manager can:

- Grant the cleaning team a valid code from 10am to 2pm, which expires automatically after that period.

- Provide the maintenance team with a one-time access for a scheduled intervention the next day, with limited validity.

- Give the security team permanent access to carry out night rounds and inspections.

All of this is managed remotely through a platform, with automatic registration of each access for control and security.

9. Recommended Solution in Portugal: Raixer

In the Portuguese market, there are several access control solutions, but one that stands out for its versatility and robustness is Raixer. This platform integrates multiple access methods, including PIN codes, mobile applications, and NFC cards, offering simple and efficient remote management.

Raixer allows creating temporary codes for teams, scheduling accesses with limited validity, and monitoring entries in real-time. In addition, it integrates with reservation systems, automating processes and reducing human errors.

For managers of tourist accommodations who value security, flexibility, and ease of management, Raixer represents a technological solution that raises the standard of access control.

10. The Future of Access Control in Tourist Accommodations

With continuous technological evolution, it is expected that access control systems will become increasingly intelligent, integrating with smart home and Internet of Things (IoT) solutions. Advanced automation will allow for personalized access based on user profile, time, location, and even detecting suspicious behavior automatically.

These innovations will increase security and convenience for managers, teams, and guests, making access control a fundamental part of modern tourist accommodation management.

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Intelligent access control is an indispensable tool to ensure security, efficiency, and quality in the management of tourist accommodations. For cleaning, maintenance, and security teams, this system offers autonomy and total control, reducing risks and simplifying processes.

If you are looking for a reliable solution adapted to the Portuguese market, Raixer is an excellent choice to digitize access management in your tourist accommodation.

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