Coworkings 24/7: how to automate entry and exit without staff

The rise of coworking spaces has transformed the way businesses and independent professionals access their workplaces. The demand forflexible officesaccessible 24/7 has created a key challenge for managers:ensuringsecurity and controlwithout the need for on-site staff 24 hours a day. Fortunately, the technology behindsmart locks and access control systemsallows for automating entries and exits, optimizing management, and improving the member experience. In this article, we'll explore how to implement these solutions practically and efficiently.

1. Why coworkings need automated 24/7 access

Modern coworkings aim to offer total flexibility to their members: working at early hours, late, or even on weekends. This implies thattraditional management with a receptionist or concierge is no longer viable, as continuous presence cannot be guaranteed without increasing costs.

The problems managers face include:

• Unauthorized access:without digital control, anyone could enter restricted areas.
• Difficulty monitoring schedules:controlling who enters and exits is complicated if physical keys are used.
• Visitor and supplier management: external teams require temporary permissions that are difficult to coordinate manually.

Automating access not only solves these problems but also:

• Reduces operating costs.
• Improves the member experience.
• Facilitates security audits and access records.

2. Automated access methods for coworkings

For a 24/7 coworking, it is essential to have multiple opening methods to adapt to different users and situations. The most effective solutions include:

2.1 Smart locks

These locks allow remote control via apps, temporary codes, proximity cards, or even biometric recognition. The advantages are:

• They allow creating customized permissions per member, hour, or zone.
• They facilitate instant access changes without the need to hand over physical keys.
• They integrate with coworking management systems to automate entries and exits.

Practical example: a member with a nighttime coworking package can receive a valid code from 22:00 to 06:00, which is automatically deactivated at the end of the shift.

2.2 Mobile applications

Coworking apps allow:

• Opening doors directly from the phone.
• Registering entries and exits automatically.
• Receiving notifications of unusual access.

This system eliminates the need for physical keys and facilitates real-time control, even when the manager is outside the building.

2.3 Temporary PIN codes

Temporary codes are ideal for:

• Suppliers, cleaning staff, or visitors who require limited access by time.
• Automatically changing codes to maintain constant security.

An example would be to generate a code for a maintenance technician valid only during a 2-hour window, avoiding duplication risks or subsequent access.

2.4 Proximity cards and NFC

NFC cards and devices allow:

• Quick contactless entries.
• Integration with attendance and schedule control systems.
• Permission configuration by zone, time, or user type.

Combined with smart locks and apps, they form a complete access control ecosystem.

3. How to plan access automation

For a coworking to operate 24/7 without staff, careful implementation planning is required. The key steps are:

3.1 Analyze user flows

• Identify who needs access: members, suppliers, visitors.
• Determine the most frequent usage times.
• Establish restricted areas (private rooms, server room, archives).

This analysis allows differentiated permissions to be configured and security issues to be avoided.

3.2 Choose compatible technology

• Select smart locks that support multiple opening methods.
• Verify that the system can integrate with coworking management software, mobile apps, and monitoring systems.
• Ensure that it allows remote updates and activity logs.

3.3 Implement tiered permissions

• Create user profiles according to membership type.
• Configure temporary codes for visits and external personnel.
• Define alerts for unauthorized access or failed attempts.

This ensures that only the right people can enter certain areas at specific times.

3.4 Pilot test

Before fully opening the system:

• Test functionality with a small group of members.
• Validate integrations with apps and management systems.
• Adjust permissions and times according to feedback.

A pilot test avoids security failures or operational inconveniences.

4. Integration with coworking management systems

A key aspect for managers is that automation not only controls access, but also simplifies daily management. Some features include:

• Reservations of rooms and common areas linked to access permissions.
• Attendance and occupancy control in real time.
• History of entries and exits for audits or incidents.
• Automatic notifications for unusual access.

For example, if a member books a meeting room at 7:00 p.m., the system can generate a temporary code so that they access only that room at that time.

5. Security and risk prevention

Although automated access reduces the need for personnel, security remains crucial:

• Dynamic and temporary codes: prevent an old code from continuing to work.
• Real-time alerts: automatic notifications for failed access attempts.
• Remote monitoring: allows the manager to see activity without being physically in the coworking.
• Protected critical areas: such as server rooms or file areas, with special permissions and detailed records.

6. User experience and satisfaction

Members especially value:

• 24/7 flexibility: being able to enter and exit when they need to.
• Simplicity and speed: opening doors from their mobile or card without complications.
• Security and trust: knowing that the coworking is safe even without staff at the reception.

A well-implemented automated system increases member satisfaction, reduces complaints and generates differential value compared to other coworking spaces.

7. Practical Implementation Examples

1. Urban coworking with 200 members:
   • Smart locks on all entrances and private rooms.
   • Mobile app to open doors and manage room reservations.
   • Temporary codes for suppliers and cleaning staff outside office hours.
2. Small coworking with flexible hours:
   • NFC cards for members and visitors.
   • Integration with membership management software.
   • Automatic alerts for unauthorized access or card duplication attempts.
3. Hybrid space with coworking areas and private offices:
   • Differentiated access by zone: coworking, private offices, coffee area.
   • Entry history for audits and security.
   • Possibility to generate temporary codes from mobile in real time.

These examples show how automation reduces costs, improves security and optimizes the experience of members.

8. Benefits for Managers

• Cost reduction: less need for 24/7 staff.
• Greater control: complete records of entries and exits.
• Flexibility: possibility to offer access at any time without compromising security.
• Scalability: adding new members or zones is simple, without changing the infrastructure.
• Customer satisfaction: happy and loyal members thanks to convenience and security.

‍

Automating entry and exit in 24/7 coworkings is not just a trend: it's a necessity for modern, flexible, and secure spaces. Thanks to smart locks, mobile apps, temporary codes, and integrated systems, managers can optimize operations, ensure security, and offer a superior user experience without relying on on-site staff.

The key is to plan the implementation, choose the right technology, and continuously monitor access. With these steps, any coworking space can operate efficiently and securely, offering its members the freedom and flexibility they demand in today's work environment.

‍