Why Access Control is the Secret to Coworking Profitability in the UK?
In coworking and flexible office spaces, access control isn’t just an operational concern—it’s the primary business model. Members pay for access to a workspace, meeting rooms, and other amenities. If people can simply walk in and use the facilities for free, there is no incentive to pay.
Access control governs not only physical security but also revenue opportunities. The bad news is, traditional PIN codes and RFID cards that are used to open doors can easily be shared among friends, making it difficult to enforce access rules and track usage accurately.
As coworking spaces and flexible offices become a mainstay in the modern work landscape, robust and efficient access control solutions are more critical than ever:
- Up to 36% of UK office space is already dedicated to flexible workspaces, and this is expected to reach 54% by 2030.
- 50% of UK business occupy some form of flexible office space.
- There are also now over 1,000 coworking spaces across the UK, and that number is set to grow over the next five years.
The rapid growth of this sector has driven the need for solutions that combine security, convenience, and scalability. And this is where the good news comes in. Airfob’s mobile-first, cloud-based access control, in partnership with OLS, a premier UK security and access solutions provider presents a transformative solution for co-working spaces.
Why mobile access control is the key to new revenue streams for coworking spaces?
Traditional access control systems, which rely on physical keycards, fobs, or PIN codes present security and business model challenges for coworking spaces. Cards and fobs are easily lost or duplicated and require extensive on-site management. Airfob overcomes these challenges by putting secure access credentials on our smartphones. This just makes sense: We carry them everywhere, keep a close eye on them, and aren’t nearly as likely to lend out our phones as we are an access card.
Preventing unauthorised access and free use of amenities.
With mobile credentials tied to specific users, the risk of unauthorised use is significantly reduced:
- With Airfob’s technology, users can securely access facilities using their mobile phones.
- Administrators can issue digital credentials remotely and, if a device is lost, access can be instantly revoked to prevent unauthorised entry.
- Physical keycards are often loaned out or misplaced, leading to security risks and potential loss of revenue. With Airfob, credentials are stored directly on a user’s smartphone, making them less likely to be shared.
- As mobile credentials are compatible with biometric authentication, they add an extra layer of security for coworking operators who want to track and control user access to meeting rooms, private offices, and shared facilities, without the need for separate biometric readers on-site.
Getting more people into the door with a “phenomenal” user experience.
With Airfob’s seamless mobile access system, members gain frictionless entry to the workspace. They can open doors by simply tapping their phones to readers, even if the phone is locked. In some cases, Airfob can even be configured for hands-free entry, allowing members to open doors while their phones stay tucked safely in their bags or pockets.
This smooth “street-to-suite” experience enhances satisfaction and minimizes entry time, creating a professional, efficient environment that aligns with the fast-paced expectations of today’s workforce.
For Sergio De Caires, Owner of iCo Creative’s coworking space, using Airfob is like opening an Apple product: “I still remember having to do my first tenant walkthrough and I was not able to drive up. I said, ‘Just meet me at the site and I’ll open the doors for you.’ He turned up to the site, I FaceTimed him, and at the front door, I pressed a button on my Airfob Pro app and opened the front door. He just went, ‘Wow, this is cool!’ He walked through, and I showed him every office and boardroom, all of it, the same way. It allowed him to feel like, ‘This is phenomenal. This is today’s age.’“
Optimizing cost and removing the need for dedicated personnel.
For coworking operators, access control can account for significant operational expenses. A recent study indicated that wages make up nearly 23% of coworking operator expenses. By automating access management with Airfob, operators can reduce reliance on front-desk staff, minimizing operational costs and freeing employees to focus on enhancing the member experience. In cases of emergency, operators can even unlock doors remotely, ensuring members are never locked out of spaces due to technical difficulties.
Many coworking spaces come burdened with legacy access control systems already installed. With older plaster walls, a full “rip and replace” can be costly. Since the wiring for Airfob Space is simple, it’s much faster and cheaper to rewire a space for it, compared to installing a new system that requires separate door controllers.
For Ollie Law, CEO and Founder of OLS, the benefits of Airfob are evident: “We recommend Airfob Space to coworking spaces because of its scalability and cost efficiency. One key benefit is that pricing is based on the number of doors, not the number of members using mobile credentials. Overall, Airfob Space can be 25-50% more affordable than competitors, and it can also be used at additional touchpoints, like copy machines.”
How can mobile access control boost coworking spaces profitability?
Before the pandemic, older coworking spaces were generally more profitable. However, there is now a sweet spot around the six-year mark. Locations over ten years old see a decline in profitability, with less than half turning a profit.
The reason for this? Most older spaces are configured for hot desks rather than private offices, which are currently in demand. Airfob’s access control readers are standalone units and do not require external controllers. This radically reduces cost while increasing scalability compared to other solutions. With Airfob it is easy and affordable to reconfigure spaces to keep up with the latest needs.
This trend highlights the need for continuous innovation and adaptation, where solutions like Airfob can play a pivotal role in maintaining efficiency and reducing operational costs.
Multi-branch management and tailored space configurations.
Airfob’s cloud-based platform is uniquely positioned to support operators managing multiple locations or flexible space configurations. Admins can easily customize access rights by location, floor, or room type, and add or remove users with minimal effort. This is essential as many UK operators anticipate a significant expansion in flexible office spaces over the next decade.
Real-time analytics for optimizing workspace utilization.
With access data readily available on the Airfob dashboard, operators can gain insights into user behaviour and space utilization patterns. This allows coworking providers to allocate resources effectively, plan for growth, and make informed decisions about expanding facilities or adding services. The ability to track who is in the building at any given time also enhances safety, particularly in emergency situations.
Premium membership with seamless integration into workspace amenities.
Airfob’s mobile access extends beyond doors, integrating seamlessly with coworking management software and everyday amenities like RFID-enabled printers, vending machines, and coffee stations. Members access all they need with a single mobile credential, creating a smooth, premium experience. This integration also enables coworking operators to automate access based on membership levels and track usage for efficient billing and planning.
How does mobile access control work for coworking spaces?
The tech behind keyless and seamless entry.
Airfob, as the name suggests, replaces physical fobs with security credentials that work on your phone and in the cloud.
- Bluetooth: Bluetooth Low Energy or BLE, refers to the use of a phone’s Bluetooth connection to allow access through a door entry system or other secure entryway. Bluetooth access requires no manual pairing and can operate over up to 5 meters, making it ideal for unlocking gates or barriers whilst in a vehicle, or allowing others to enter a premises without needing to be in direct contact with the control system.
- NFC: Unlike Bluetooth, Near-field communication or NFC only allows access when a mobile phone is physically tapped against the control pad at an office door entry system. Often used for payment services, NFC has a short range for credential transmission, reducing the risk of unauthorised access.
The choice between app-based or app-less access.
Airfob allows for app-based (Airfob Space) and app-less verification (QR codes and web links) depending on the access required for each user.
For shared-office space users who require daily or frequent access, a mobile app makes it simple to get into the office. When a user is registered to the mobile access control system, they are given individual access credentials which are then sent to their phone and used to verify their identity and grant access whenever they approach an office door entry system or other access point. All they need to do to open a door is tap their phone on the reader or door lock. The phone does not even have to be awake.
For one-time or infrequent visitors who do not wish to download an app for a one-off visit, app-less credentials can be generated to give them temporary access to a site.
- QR Pass uses a dynamically generated QR code that can be scanned at access points to verify a user’s identity. These codes are unique, time-sensitive, and can be refreshed periodically or expired to maintain security.
- Link Pass operates through a secure URL sent to the user’s email or SMS, allowing them to access specific areas by clicking the link.
Easily manage access from anywhere with cloud-based access control.
Cloud technology plays a crucial role by hosting the access control system on a remote server.
- Remote Management: With cloud access control, administrators can manage access control policies, user permissions, and credentials from anywhere with an internet connection. This eliminates the need for physical access to on-site servers, allowing for greater flexibility and efficiency in system management.
- Scalability: Cloud-based systems are inherently scalable, allowing organizations to easily add or remove users, devices, and access points as needed. Whether expanding to new locations or accommodating growing user bases, cloud access control systems can adapt to changing needs without the limitations of traditional on-premises infrastructure.
As hybrid and flexible working continue to gain traction, coworking operators are expected to meet rising demands for accessible, secure spaces without long-term leases. Airfob and OLS are prepared to meet this need with scalable, mobile-first access control solutions that adapt to dynamic space requirements.
For more information on implementing Airfob’s mobile-first access control solution in your coworking space in the UK, book a demo with us or reach out to our partner, OLS, to see how we can help streamline and secure your workspace.
Interested in diving deeper into the world of access control for coworking space? Download our latest eBook! This guide is particularly valuable for coworking space owners, managers, and anyone interested in the future of flexible work environments.
About OLS Limited
OLS Limited is a cloud-based security company founded in 2009 by Ollie Law, leveraging his extensive experience in the security industry. The company provides high-quality, reliable, and professional security services to commercial and industrial establishments across the UK, Ireland, Europe, and the USA. Over the years, OLS has expanded its offerings and developed a custom-built cloud-based integration platform called OLS Connect. The company holds several industry accreditations, including SSAIB, Safe Contractor, ISO9001, and Acre Security approved Diamond Partner, and has won multiple industry awards.
About MOCA System
MOCA System is a leading technology company specializing in cloud-based and mobile access control solutions. Known for its innovative products like Airfob, MOCA System revolutionizes how organizations manage security by offering flexible, scalable, and mobile-first access control systems. The company provides a comprehensive range of solutions, including mobile credentials, access readers, and integration capabilities that enhance security and operational efficiency. With a focus on user-friendly design and cutting-edge technology, MOCA System enables businesses to transition from traditional access control methods to modern, digital solutions.
FREE EBOOK
Download the ultimate guide to mastering access in shared and flex spaces.
This eBook is particularly valuable for coworking space owners, managers, and anyone interested in the future of flexible work environments.