Let’s start at the beginning: what is a cloud-based access control system? This type of system allows you to remotely manage access to doors and gates using internet-connected devices. From a central dashboard, which authorized users can access from any web browser, hotel staff can remotely lock or unlock doors, open or close gates, and activate or deactivate access items (such as fobs or keycards). Traditional access control systems don’t have any remote or internet-connected functionality; you would need to walk over to the parking garage to close the gate, or you would have to manually re-issue a physical keycard if a guest extended their stay. Cloud-based systems are much more efficient and secure, especially in hotel settings, because they offer increased oversight over access and the convenience of remote management. In the hotel industry, one of the most popular types of cloud-based access control systems is a mobile key system, which handles guestroom access without the need for physical keycards.

How do you choose the ideal mobile key system or cloud-based access control system for your hotel? Let’s look into the critical features and functionality:

• Security Features: A good system will have sophisticated security protocols to encrypt data, authenticate and authorize users, and integrate with existing security devices, like security cameras. 

• Scalability and Flexibility: Throughout the lifetime of your system, you’ll likely add or remove access points and authorize users with different levels of access. A good system should be flexible enough to handle these nuances and scale as your hotel evolves.

• User-Friendly Interface and Mobile Accessibility: When you’re running around property, the last thing you want to do is rush back to your office to fix an access issue. Finding a system with mobile accessibility can add extra value to busy hoteliers who need to manage things on the go. In addition, look for a user-friendly system with an intuitive interface to simplify training and reduce the risk of errors.

• Integration Capabilities: The best system doesn’t work in a vacuum; look for an access control system or mobile key system that integrates with your PMS and other on-site software for effortless management of guest data and access. For example, an integration with your PMS can ensure mobile key access expires upon each guest’s checkout time. 

• Cost Considerations: Be mindful of your budget when vetting potential vendors. Some mobile key systems and access control systems operate on a subscription model, while others ask you to buy hardware upfront. Although a subscription might seem attractive because of the relatively low monthly or annual cost, be sure to calculate the total cost of ownership over the lifetime of the system; you might be better off paying upfront.

Wondering where to start your search for cloud-based access control systems? Take a look at these five leading vendors.

Ready to upgrade access control at your hotel? Cloud-based access control systems, like a mobile key system, bring a slew of benefits, including cost savings, better guest and employee experience, and increased security. The top five mobile key systems are great vendors to begin your search, and you can quickly narrow down your options if you’re looking for a vendor with both hardware and software products, or if you want to pair new software with existing door locks. After the implementation process, you’ll be on your way to realizing the benefits that a mobile key system can provide.

Investing in cloud-based access control systems is a strategic move for hotels in 2024. Such systems enhance the guest experience by streamlining check-in processes, allowing hotel guests to bypass the front desk and directly access their guest rooms using a mobile key. This keyless entry is facilitated through RFID or Bluetooth technology, where a smartphone can function as a smart card, negating the need for physical keys or traditional lock mechanisms. The functionality of these hotel access control systems extends beyond convenience to offer robust security solutions. For instance, electronic locks equipped with a card reader for RFID card or smart card use can be monitored in real-time, providing hotel management with instant data on room access.

This integration with property management systems (PMS) allows for seamless access management and the adjustment of permissions, ensuring that only authorized hotel staff and guests can enter certain areas. RFID technology also mitigates security risks associated with lost room keys by enabling immediate deactivation of a lost key card from the management system, thereby offering hoteliers peace of mind concerning hotel security. The automation capabilities of these systems mean that they can interface with various hotel management platforms, simplifying tasks for hotel staff and reducing the chances of human error. Providers of such advanced security systems, like ASSA ABLOY, offer a range of products including smart locks and hotel door lock solutions that integrate with existing hotel lock systems, enhancing overall functionality.

The shift towards contactless and keyless solutions reflects the broader trends in the hospitality industry towards digital transformation and heightened security measures. Finally, adopting these access control solutions positions a hotel as a forward-thinking establishment that prioritizes guest access and convenience, which can significantly elevate the overall guest experience. In an era where guests are increasingly tech-savvy and concerned about hygiene and contactless options, a hotel room that can be accessed via a digital key or mobile key resonates with customer expectations. Moreover, the biometric options further personalize guest access, reinforcing the hotel's commitment to modernization and individualized service.

Cloud-based access control systems offer the dual benefits of enhanced guest experience and improved hotel security, with added advantages in operational efficiency and management for the hospitality industry.