Flexible working is no longer a novelty. Co-working spaces are now part of the fabric of most towns and cities. They serve freelancers, start-ups, hybrid corporate teams and everyone in between. But flexibility brings its own challenges. And access control for co-working spaces can make or break how the space works.
By their nature, co-working spaces are open to many. Members arrive at different times. Visitors come and go. Some need access to meeting rooms. Others need 24/7 entry. Traditional offices tend to have a predictable workforce. Shared spaces do not. That makes access control for co-working spaces a very different proposition from standard office security.
The Reality of Shared Office Security
In a busy shared workspace, access control has to do several things at once:
- Keep members and their belongings secure
- Allow fast, easy entry at busy times
- Separate public and private areas
- Manage short-term and long-term users
- Stay simple for whoever is administering it
Keys, even cards and fobs, can quickly become a nuisance. They get lost. They aren’t returned. Someone inevitably has access to something they shouldn’t. And administrators spend more time tracking credentials than managing the space. Modern building access control systems can remove most of that friction by centralising permissions and allowing them to be changed instantly.
A Real Example: Department, Leeds Dock
A good example of this in practice is Department at Leeds Dock. Department is a shared workspace designed for media, creative and digital businesses. It needed an access control system that could handle high footfall, different user groups, and the unpredictability that comes with flexible working.
Em-B Solutions designed and supplied a cloud-based access control system using the Salto KS platform, and members use their smartphones for access. The management team controls doors, users, and permissions through a secure web interface.
The system also integrates automatic doors and speed gates at the main entrance, keeping traffic flowing during busy periods. Because the system is wireless and cloud-based, it can expand into lockers, parcel delivery and time-and-attendance functions if required. That flexibility matters in environments that evolve quickly.
Why Cloud-Based Access Control for Co-Working Spaces Makes Sense Here
For co-working operators, the appeal of cloud-based access control is straightforward.
- New members can be added without handing over keys.
- Access can be revoked immediately when someone leaves.
- Permissions can vary by time, zone or role.
- Everything is recorded in a clear audit trail.
- It reduces administrative headaches
Mobile Access and Smart Readers
Smart readers using Bluetooth or NFC are now common in shared office environments: mobile credentials mean members don’t need to carry separate cards. It also means operators aren’t chasing lost fobs or re-issuing plastic cards every few weeks. Where higher security is required, biometric readers or multi-factor authentication can be introduced, but only where appropriate. Not every co-working space needs airport-level security.
Access Control for Co-working Spaces Shouldn’t Be an Afterthought
One of the most common issues in shared office fit-outs is that access control is considered too late. It should sit alongside the door hardware specification, fire safety strategy, data protection considerations and any future expansion plans. When it’s designed properly from the outset, the system feels invisible. When it isn’t, it can be clunky and hinder the smooth everyday operation of the space.
Next Steps
Co-working spaces are designed to be flexible. The access control system needs to be just as adaptable. Em-B designs and installs access control for co-working spaces across the UK, working closely with operators, contractors and designers to ensure systems are secure, manageable and future-ready.
If you’re planning a new shared office or upgrading an existing space, it’s worth getting access control into the conversation early.
FAQs: Access Control for Co-Working Spaces
In most cases, a cloud-based access control system with centralised management works best. It allows flexible permissions and remote administration without relying on physical keys.
Yes. Many modern access control systems use secure mobile credentials, which reduces the need for cards or fobs.
Visitor permissions can be time-limited and restricted to specific areas. Access can be granted remotely and automatically expires.
Yes. Reputable systems use encrypted communications and secure authentication methods to protect both access rights and user data.
Yes. Many systems can integrate with locker access, parcel delivery, visitor management, and other operational tools used in shared environments.
