Access Control, Security & Visitors

What this is

How people get in: into the building, into the suite, and how guests are handled. Badges, mobile credentials, the security desk, visitor check-in, after-hours access, and suite keys or alarms.

Why it matters

Access problems feel small until the first person is stuck in the lobby. There’s one question that decides whether this workstream is done: if an employee shows up with no context, can they get from the sidewalk to their seat? If the answer is no, access isn’t ready.

Who owns it

The workplace lead, working with IT/security and the property manager — because building access and suite access are often two different systems with two different owners.

First 48-hour questions

How do employees enter the building and the suite?
Who creates badges, keycards, mobile credentials, and visitor access?
Is there a visitor management system?
Are cameras, alarms, or suite security in scope?

What to confirm / set up

Employee access cards or mobile credentials (and the lead time to issue them).
Vendor access — kept distinct from employee access.
A visitor process and security-desk instructions.
After-hours access, suite keys if applicable, and camera/alarm setup if in scope.
An emergency contact list and a lost-badge process.

Opening-critical vs. can-wait

Opening-critical: every day-one employee can badge into the building and the suite, and there’s a working answer for guests who arrive. Can wait: the polished visitor-management kiosk, custom badge printing, and advanced camera analytics — temporary processes are fine to start.

Common misses

Employees can’t enter on day one because credentials weren’t issued in time.
Vendor access is confused with employee access — furniture gets in, people don’t.
The visitor process isn’t ready, so guests pile up at the desk.
After-hours access is missing, blocking evening install or early arrivals.

From open to great

Opening safely means people can get in. Great means walking in feels good — for staff and guests alike:

A welcoming arrival, not security theater — frictionless entry (mobile credentials) and a lobby that hosts rather than interrogates.
A smooth visitor experience — a guest’s first impression of the company starts at the door.
Access that feels open — easy enough that the office feels yours, secure enough to trust.

Worth designing on purpose: the arrival experience is a lasting first impression — easy to neglect, hard to un-remember. See Aim to Open Great.

Tools for this workstream

IT/AV Readiness Checklist — includes the access-card test.
Vendor Directory — security desk and access-vendor contacts.
Open-Item Tracker — track credential issuance and lead times.

Terms you’ll hear

Access date — the earliest you and your vendors can get in.