Tips for Managing Short-Term Access to Coworking Spaces

August 15, 2019

short term access for coworking spaces

Coworking spaces provide many perks for members. From flexible schedules to clean facilities, there’s little that members have to worry about. What makes coworking spaces great for members can also be a nightmare for managers and owners.

Granting and managing temporary access to a coworking space can be a tedious task — there’s lots of opportunity for error. A smart lock access control system can create a better management system for short-term access to your coworking space.

Here are some tips for making short-term access easier in your coworking space. 

1) Grant limited access to coworking spaces for trial memberships or short-term use

Free trials are great ways to entice visitors to commit to memberships. Whether you offer a 24-hour or week-long trial, a smart lock access control system helps you manage temporary access to the building. Your smart lock access control system software should be accessible from any computer with internet, so that you can grant access even when you’re not at the coworking space. The best access control systems have an open API so that you can easily integrate your CRM, human capital, membership or other system with the smart lock platform. Utilizing the API, issuing access codes can be completely automated — triggered by actions in your CRM. 

Many coworking spaces offer solutions for professionals who have a very temporary office space need — like a consultant traveling to another city to work closely with a client for a few weeks or someone who works from home but needs a professional setting for an important client meeting. Whether they’re renting a day office for two weeks or a conference room for 3 hours, the coworking space manager has to handle their access to the space. An access control system that’s integrated with your CRM would email the access code and instructions and terms of use — helping the office manager know that the short-term member has the access he or she needs, whether the manager is at the front desk when they arrive or not. 

2) Provide after-hours access to maintenance and cleaning crews 

Keeping shared spaces clean and facilities in working-order are key in creating a worry-free environment that will attract new members and retain existing members at your coworking space. That being said, it can be tricky to schedule maintenance and cleaning crews. Managers want to keep disruptions to a minimum during working hours, but don’t want to waste their time (or pay for someone else) to be present to grant after-hours access for maintenance or cleaning. A smart access system lets third-parties gain access to the coworking space during the specific window of time you’ve agreed on. Unique and time-restricted access codes give managers the ability to control who is able to enter the building and when.


Download the free Coworking Access Guide to learn more about this and other topics.


3) Monitor usage for short-term/temporary passes and maintenance and cleaning crews 

Trial memberships

When you’re able to efficiently (or even automatically) issue each potential member a dedicated code granting them access to the coworking space, owners and managers can track who has used the trial and how long the visitor stayed. By tracking when and how a trial code was used, office managers can gauge the visitor’s interest level and nurture potential members accordingly. 

Giving these trial members a code helps them understand how seriously you take security in the coworking space, and it gives them a chance to experience how things will work when they’re a full member. If you’re utilizing smart locks in the interior of the building as well, you can grant or deny access to specific rooms and areas — meeting and conference rooms, phone booths, kitchen areas and copy rooms. This allows you to see which areas of the coworking space the visitors explore. 

Cleaning and Maintenance Crews

Sadly, a VERY common issue in coworking spaces is cleanliness — or rather, lack thereof. There are a wide variety of personalities coming and going, and coworking spaces tend to have a higher density of occupants than other similarly-sized office spaces. Cleaning crews get complacent and do the bare minimum when they come to clean. Cleaning prices are calculated based on square footage, frequency of cleanings, and time estimates. If you can track the frequency and amount of time the crew is taking to clean, you have ammunition for your next negotiation. You can also give cleaning crews their own code that grants them access to all offices, meeting rooms and storage closets. No more excuses about not having access. 

What’s next for managing short-term access to your coworking space?

Coworking spaces are often attractive because of short-term membership options and the ability to book space on short notice to accommodate your immediate needs. Offering single-day or weekly passes might get more people at desks, but keeping track of a multitude of small memberships and trials is a headache for managers. The cost of maintaining short-term and trial membership access could easily outweigh the potential profits of offering them. An access control system allows you to issue, remove and track short-term access. The ability to automatically disable codes after a certain number of uses or a set time period eliminates the need to manually monitor and record access. 

Remote Lock’s cloud-based access control system is called EdgeState. Connect with a Remote Lock representative to find out if EdgeState could help your coworking business or request a demo of the EdgeState platform.

Download the Free eBook: Your Comprehensive Guide to Access Control for Coworking

We packed this ebook with information and resources for coworking space owners and managers. Download your copy.