Access control: Secure and flexible access in modern working environments

Flexopus desk sharing software also offers access control integrations.

Are you faced with the challenge of making your company secure without sacrificing flexibility? In times of hybrid working models, traditional locks and keys are no longer enough. Modern electronic access control enables you to guarantee the highest security standards while responding to the needs of your employees and visitors. From RFID cards to biometric systems — discover how modern access control is revolutionizing your workplace management.

What is access control?

The term access control describes any system that regulates who has access to your business premises, when and where. For modern companies, this is much more than just safety technology, but also an important aspect of Change management. Especially when it comes to flexible working models or when introducing desk sharing, it becomes clear how important a well-thought-out access system is.

Not everyone should have access everywhere — especially when you work with sensitive data, care for patients or manage confidential information, the wrong people must never enter your office space arrive. Differentiated access rights represent a major challenge: employees with different working time models, external partners and visitors each need adapted security levels.

Electronic access control offers you a decisive advantage: You can significantly reduce your personnel requirements for security and customer service at access points and thus save costs — this is reliable and cost-effective and at the same time provides you with complete documentation of all accesses.

What types of access controls are there?

Efficiency is key when choosing the right access system for your company. Different technologies offer different advantages and disadvantages, which you should evaluate based on your specific requirements:

1. Access control via transponder

RFID transponders offer a proven and cost-effective solution for access control. The small chips can be integrated into cards, keychains or even smartphones. The big advantage lies in the ease of use and low purchase costs. For Desk sharing Transponders are suitable for environments because they provide quick access — without complicated authentication processes.

2. Access control via card reader

Magnetic cards or smart cards and the associated card readers could also be a good option for your company. They offer greater security through encryption and can store additional information. This solution supports Lean Office Principles through simple administration and fast access processes.

3. Access control via biometric data

Fingerprint, face or iris scanners offer maximum security, as biometric features are virtually impossible to falsify. This technology also supports Dematerialization and sustainability in the office, as no physical tools are required.

Ergonomics plays an important role here, as the systems must be designed to be user-friendly — because if the readability of the biometric data does not work smoothly, this is at the expense of productivity. The costs of acquiring and registering all employees are also a minus point, which is why this method of access control is primarily suitable for companies with very high security standards.

4. Access control via code keypad

In contrast, PIN code systems are a simple and cost-effective alternative, particularly for areas with lower security requirements. Although it is easier to install and implement than the other methods, access codes are also more likely to be shared between employees, which may have negative consequences for access control.

What do I have to consider when controlling access?

As you can see, there are many options — organizing access rights and controls in the office therefore requires a well-thought-out strategy. First, you should define a clear hierarchy of access levels: Which employees need access to which areas? Your capacity planning also plays an important role, as you need to understand when which areas are being used.

For even more security, you can use software that combines access rights with working hours. This allows you to ensure that every team member only has access during their regular working hours — unless overtime is explicitly approved.

These systems automatically generate logs that are essential for tracking security events and optimizing your workplace usage. This data can provide you with valuable insights and help you plan future office concepts.

Working in compliance with GDPR is of course not negotiable. All collected data must be collected for a specific purpose, stored securely and deleted after a reasonable period of time — so use software that guarantees compliance.

Integration with other systems, such as two-factor authentication for IT systems or monitoring your Clean Desk Policy can complete your security strategy.

However, be careful not to exert too much control over your employees — as this can weaken your team's trust. So put on Leadership 4.0 and new leadership concepts.

How does Flexopus help with access control?

Flexopus is a comprehensive workplace management platform that provides your company with intelligent solutions for integrating access control in modern work environments. The software connects Workplace bookings seamlessly with access rights, creating an efficient workflow for desk sharing and hybrid working models.

With the xLock integration, Flexopus is taking electronic access control to a new level by organizing lockers. Group management in Flexopus also makes it possible to manage different groups of employees with different access rights. Project teams, departments or external service providers can each receive customized authorizations. In this way, the platform supports flexible team structures — without compromising security standards.

Conclusion on access control in your company

Modern access control is more than just security technology — it is a strategic tool for efficient workplace management. The right electronic access control for your team supports hybrid work models, promotes productivity and at the same time creates the highest security standards.

Invest in systems that comply with GDPR and grow with your business — with platforms like Flexopus, you can perfectly combine security and flexibility.