Co-working spaces see frequent changes in occupancy. Tenants arrive for meetings, use common areas, or rent offices by the hour, day, or month. Without organized access control, key misuse and unauthorized entry can affect safety and daily operations.
At West Coast Locksmith, we assist coworking managers across Los Angeles in securing their properties with reliable access control systems. Below are the most effective strategies for maintaining a secure and easily managed shared workspace.
Set Clear Access Rules
Start with defined entry rules for each part of the building. Reception desks, conference rooms, tenant offices, and maintenance areas often require different levels of access.
Post clear guidelines explaining who has access to which spaces and what steps to take when access is no longer needed. This prevents confusion and supports consistent enforcement. Include procedures for adding and removing users, what to do when someone forgets a code, and who approves changes.
Use the Right Lock for Each Door
Every area in your coworking space has its own access needs. Front doors and shared offices may require keypad locks or card readers, while storage areas may be adequately secured with mechanical locks. Select locks based on location and use frequency.
Keyless options such as keypad locks and smartphone-access systems are popular in shared spaces because they reduce the need for physical keys. Cards or fobs work well for regular users and can be deactivated when needed. Mechanical locks are best for rooms accessed by staff only. Matching the lock type to the space helps control movement without making access difficult for authorized users.
Assign Access Based on Schedule and Role
Not every user needs 24/7 access. Some areas should remain locked outside business hours. Others may only be accessible to staff. Good systems let you set access by time, day, or user type.
This helps you avoid handing out master keys or relying on staff to monitor doors. We recommend systems that support timed permissions for easier management.
For example, tenants may access meeting rooms during regular hours, while cleaning crews have access outside of regular hours. Each user has a defined schedule, improving security and reducing manual oversight.
Keep Your System Up to Date
Access systems must be checked and maintained regularly. Users come and go, hardware can wear out, and software may require updates. Delaying maintenance increases the chance of failure or unauthorized access.
Review access lists and system logs on a monthly basis. Remove users who no longer rent space. Replace locks that stick or fail to engage. If you use software-connected locks, make sure updates are installed on time. Our team provides support and system checks throughout Los Angeles to help coworking spaces stay secure.
Set Up Activity Tracking and Alerts
Tracking who enters and when is important in shared workspaces. Entry logs help confirm who had access in case of disputes, missing items, or service issues.
We install systems that log user activity and can send alerts for unusual behavior, like repeated failed attempts or out-of-hours access. This supports transparency and accountability without requiring someone to monitor entry points in real time.
Add a Master Key Plan for Staff
While each user should have limited access, some team members need full entry. A master key system lets management or maintenance staff open multiple doors without carrying a large set of keys.
We can install master key systems that work with existing locks or as part of a full upgrade. This keeps access simple for staff while maintaining clear limits for tenants and guests.
Educate Users on Proper Access Use
Even the best access system can fail if users don’t understand how to use it. Provide short instructions when tenants move in. Make sure they know how to use codes, report issues, and follow access rules.
Place clear signage near shared entrances. Remind users not to share entry codes or prop open secure doors. Regular communication helps keep everyone on the same page and avoids repeated problems.
Always Plan for Emergency Access
Emergency responders and building managers must be able to enter locked areas during power outages or incidents. Here are some steps you can take to ensure they have the access they need:
- Install locks with manual override options or mechanical backups.
- Store emergency keys in a secure location on-site.
- Update them anytime you rekey or upgrade a lock.
- Include emergency entry procedures in your general safety plan.
Get Access Control Systems Help From the Locksmith Experts
Access control in coworking spaces needs clear rules, reliable tools, and regular maintenance. Each lock and system must match how the space is used and who uses it. With the right plan in place, property managers can reduce risk while keeping entry simple for tenants and staff.
At West Coast Locksmith, we install and maintain access control systems across Los Angeles. We offer keypad locks, smart access options, master key systems, and full support for shared workspaces. Contact us to schedule a service visit or consultation.
