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Hotel Key Cards & Access Control: The Complete Guide

Hotel Key Cards & Access Control: The Complete Guide
Elliot Blackler Elliot Blackler 21 min read
access control hotel key cards smart card hotels hospitality hotel access control hotel security parking management

If you think about the last time you were in a hotel, it is fairly likely that you did not use a traditional key; Instead, you were given a digital key that resembled a credit card.

We are always seeing innovations that change the way we interact with businesses and services.

The hotel industry has been a trailblazer for quite a while. The most notable is the shift away from lock and key and towards digital access control.

In this guide, we are going to be looking at some of the reasons Key Cards have become so popular in the hotel industry, how they fit into the broader picture of hotel access control, and why they have become the premier solution to hotel security and Access Control in hotels.

We’ll cover:

What are Hotel Key Cards?

The technology in Key Cards used in hotels can vary from country to country, and even chain to chain, but the overall concept is the same, digital access control.

Hotel Key Cards are metal key alternatives that offer guests a simple way to get into their room using the uniquely assigned Key Card via the reception.

With the reduction of traditional lock and key systems, hotels have been one of the first industries to push towards a keyless entry system.

The technology has been recently integrated in a lot of different cars and the automotive industry as a whole. Meaning you no longer have to manually unlock or start up the car with the key and just have it in close proximity.

This is the same as how the Hotel Key Cards work, the data is scanned via the reader when the card is in the radius. The Key Cards not only unlock your room but can also give you the ability to get to other guest areas such as the gym or pools.

Types of Hotel Key Cards

There are a few options when it comes to Hotel Access Control, for instance, a similar technology is Key Fobs, but for the sake of simplicity we will focus on Key Cards today.

We are going to briefly look at three of the commonly seen or used Hotel Key Card types, there are some subtypes but these cover the core areas.

Magnetic Stripe - possibly the most common and one we have probably all come across in the last decade or so. The magstripe key cards have a black strip that is swiped downwards through the reader.

Radio Frequency - often known as a type of proximity card, or tap or contactless technology. This is a short range card that can be held by the scanner to grant access within a few CMs.

Hole Punch - typically on their way out nowadays, but these were very popular in years past. A unique combination of holes punched in the card would determine access to your room.

Key Components of Hotel Key Cards

As you can see from the above section there are different ways that cards work and technologies that are deployed.

With this being said, let’s look at the core components of Hotel Key Cards that are fairly universal across the different types.

Card Assigner - this is the part of the system linked to the computers in the reception. It allows the blank Key Cards to be assigned to your room when you check in.

Key Card - the physical way you get into your room, your Key Card is where the data is temporarily stored and scanned when you get to your room.

Door Reader - how your Key Card is scanned to grant your access to your room or other guest areas. The reader determines whether or not you can enter by the data on your Key Card.

In-Room Power Device - not always present, but a way that you can provide power to your hotel room via your Key Card. Normally a small card slot near the front door of your room.

How Do Hotel Key Cards Work?

As we have alluded to, there are a few different technologies that can be used in Hotel Access Control, not only for room access but for limiting lift controls, and even parking management.

In terms of room access though, the technology used is often fairly comparable and the core concept is the same. A digital key is scanned in close proximity or insertion that grants access to your room.

Let’s contextualise how the process works via a simple example, this will show you the basics of how Key Cards work in hotels.

Step 1: Guest Checks In

You arrive at the hotel and go to the reception and check in. When you get to the counter the front of house worker will grab a Key Card and start the process.

Step 2: Key Card is Assigned

Each Key Card is blank and will then be assigned the door unlocking privileges at the front desk or concierge.

They will link the Key Card with your room on the digital system, this is often done by a keypad that is attached to the computer which will transfer the temporary data onto your Key Card.

Step 3: Your Key Card Unlocks Your Door

When you go to your room you will typically be doing one of two things, either sliding the card into a card reader or tapping it against the reader.

Both methods will scan your card, read the data and grant you access, unlocking your door. The whole process normally takes less than a few seconds and you will probably be able to hear the mechanism unlocking.

Step 4: Cards Provide Power

In a lot of hotels your Key Card will actually provide power to your room, using a little reader next to the door. This is a green initiative utilised by hotels to reduce their power usage and also provide a secondary usage for your card.

The reader is normally designed to be triggered by ANY credit card, not just your room key, so maybe put your library card or something you will not need in there.

Step 5: Check Out Card Reset

When you check out the card is wiped again so that it can be resigned to a new lock and door. This then allows the process to be started again for the next guest.

With all of the cards being able to be linked to any of the doors in the hotel it makes each Key Card’s value much lower and easier to replace.

Emergency Access & Fire Safety Overrides

Keeping the hotel secure around the clock is important, but also being able to clear a path to get guests out in the case of a fire or an emergency is a factor that cannot be overlooked.

When you deploy an access control system, you will gain control over emergency overrides, effectively meaning that when there is a situation, you can unlock all external and internal (non guest room) doors to clear an exit.

This becomes important because it can be the difference between life and death, gone are the days where you would need to be reaching for keys or smashing glass for an emergency exit lever.

Being able to ensure your hotel is safe and efficient in the event of an emergency should be a top priority. Guest and staff safety should always be something that is valued by a hotel, and the deployment of an access control system allows for an effective emergency response time.

In the unlikely event of an emergency, the system can be triggered to unlock external doors, internal doors or any other obstacles that hinder exit. Being able to provide a simple and stress free exit when there is a problem can literally be the difference between life and death. The value of this in a hotel access control system should not be overlooked.

Staff Access & Master Key Cards

Being able to get into all the rooms with certain ‘master keys’ is obviously ten times more effective than having a massive jangling key chain with a hundred different keys on it.

Digital keys are much more secure as they can be deactivated if they are lost or fall into the wrong hands, a metal key could have serious ramifications if lost.

Obviously, we still have the ability to ‘double lock’ our rooms from the inside but being able to get into a room is important for not only cleaning but also security. Most, if not all hotels have some form of double lock, deadbolt or chain that keeps the person inside the hotel room secure in the thought that no one can get in.

Another benefit of having a hotel access control system is the option of having around the clock access for whoever needs it. Whether it’s 24/7 check in or out for guests so they can self check in or out; This is even more important in tourist destinations or near airports as people could be arriving at odd hours.

Having the additional ability to control when staff have access or where they can access allows for even more security and control. For example, if a cleaner only works weekends, they can just be permitted on Saturday and Sunday.

PIN-Based Access Control for Hotels

Although key cards are the most widely used form of hotel access control, PIN-based systems are still a viable solution for different sized hotels. In fact, a lot of Airbnbs and private rentals have started to use this form of access control for their property management.

Hotels of all sizes can and do still deploy this form of access control, albeit less frequently seen. It is still a huge step above the traditional lock and key method and the now near extinct method of metal keys.

Guests have no problem using this kind of system and from a management standpoint it is easy to control. Being able to ‘shut off’ access after X time or before X time is great.

Take for example check out is at 11am, the PIN can be defunct as of 11.01am keeping a tighter control on your hotel guests and their check out times.

Private rentals such as Airbnb could also utilise this form of access control for their security and private property guest management. Being able to control when a key or PIN stops being active is a huge benefit of utilising access control systems, whether in a hotel or a short-term rental property.

Vehicle Access Control for Hotel Car Parks

Although the main focus of hotel access control is people, we would be remiss to exclude a form of access control that affects the external of the hotel and that is parking management.

Having better control over who has access to your hotel’s car park has a whole host of benefits from tighter security, to guest vehicles being more secure, to less likelihood of crime or break-ins, as some examples.

Having a way to accurately manage your car park and even collect additional revenue gives a great incentive to implement a hotel parking system within your location.

There are a few different methods of managing the car park, from pay and display, pre-booking and even automatic number plate recognition (which does exactly what it does on the tin).

ANPR (automatic number plate recognition) is one of the most popular forms of vehicle access control and gives a lot of control over who can or can not access the hotel’s car park. These kinds of systems become more important in larger hotels or ones that are in close proximity to a city centre or other place people might try to park and walk away without being a guest.

There are a range of benefits that come from a vehicle access control system for a hotel and its importance cannot be overlooked.

What are the Benefits of Hotel Key Cards?

We are going to break down the benefits of utilising Hotel Key Cards into three areas, user benefits, security benefits and operational benefits.

User Benefits

Lightweight

The difference between a Key Card and traditional key is not massively impactful on your overall carrying weight; However, having keys is much more difficult than a card that can go into your wallet or purse alongside your payment cards.

Key Cards were designed to be easy to carry and not give you an additional thing to take with you, keys can be bulky and hard to find a comfortable place to store.

On the other hand, a Key Card is much more portable and lightweight.

Quick and Easy

Being able to get into your room easily and quickly makes the whole process a lot smoother and will improve guest perception of the hotel.

Pair this with how simple it is to check in and check out, and you have an effortless process from start to finish that is designed with the guest in mind.

Guest Experience

A term that we come across more and more in all forms of business is guest experience or user experience, this is basically how our customers interact with a product, service or experience.

It can make a huge impact on how something is perceived, and is important now more than ever in the hospitality industry. Creating a seamless guest experience and in turn hoping to get a good review or repeat customers is the aim of the game, we all know the classic sales formula that getting new customers is harder and more expensive than customer retention.

Operational Benefits

Easier to Manage

Unlike a traditional lock and key system, you will be able to track and manage your access control system from a central computer.

You will have a record of who has access to where, what keys have been issued, and if they have been returned or are still activated.

This can be good in an emergency as you can unlock all fire or outer doors to provide a quick and safe exit.

Cost-Effective

Another benefit of a Key Card access control system in a hotel is the fact it is incredibly cost-effective.

With each card being reprogrammable countless times and holding a very low cost of manufacture you can easily replace any cards you need to.

If you lose a card it can be deactivated, if you lose a metal key, on the other hand, you run the risk of a security breach or may even need to change the locks.

Improves Staff Efficiency

We often forget that technology is designed to make our lives easier and not harder. Having a much more efficient way to run the hotel and have better control on guest access, limiting external access and keeping checking in and out simple for everyone means your staff can focus on other priorities.

Finding ways to get technology involved in the hospitality industry can seem counterproductive, but this shift is just how we expect service in the modern day and allows for better interactions when they organically crop up. Taking the stress out of checking in and out allows for a smoother process for everyone involved and even leads to better guest satisfaction.

Security Benefits

Harder to Copy

Having a system that is both easy to issue a new card but also hard for a layman or guest to copy means you will be much safer as a whole.

Key Card access control in hotels creates a safer environment and you do not run the risk of a guest copying a Key Card like they could a metal key.

More Secure

There are a whole plethora of reasons that make a Key Card system more secure than other forms of security or access control.

Take for example a lock and key system, you do not know who has what keys and if one is lost your whole system is compromised. Let’s put this example into Key Card context.

Most systems actually allow for you to manually and remotely deactivate cards in the event of a Key Card being lost, stolen, or accidentally taken.

Significantly Less Chance of Break Ins

When we think of access control, we often forget that it is primarily a means of advanced security and screening.

Having a form of hotel access control deployed there is much less likelihood of break ins and the removal of pickable locks. The integrity of traditional locks have come into question time and time again, and the downfalls of metal keys have become overwhelming.

With access control for hotels, there is much less chance of these kinds of things happening and removal of these other additional issues that may arise.

No Wasted Time or Compromised Security

The amount of times that metal keys were lost, misplaced or forgotten was getting to a boiling point, and that was one of many reasons that affected the decision to move to access control for a lot of larger hotels.

Each time a metal key was lost, there would need to be a new lock fitted and new copies of keys cut, this takes time and effort, but cannot be overlooked as the lost key could be used for nefarious means.

When it comes to access control, in the event of a lost keycard or other form of access control credential (the digital key issued to the guest) it can be easily deactivated and a new one issued, with no hassle at all.

What to Look For in the Best Hotel Access Control System

Finding an access control system for your hotel is actually much simpler than deploying a system in a different environment as there are really a few major systems that are deployed, removing the hassle of choosing the wrong type.

Here are four key points to consider when you are looking for the best hotel access control system.

1. A Solution That Works Well for Guests - at the end of the day, guests are what makes your business make money and creating meaningful experiences so people return or recommend your hotel is important. So keep the guests in mind when picking your access control system.

2. Improves Staff Efficiency & Service - we often forget that technology is designed to make our lives easier and not harder. So, as well as having a guest focus, think of how your staff will be affected by these systems. In short, find a solution that works for everyone.

3. Easy to Manage - finding ways that the access control system makes your life easier not harder is the name of the game. Find a system that is easy for you to manage and helps make security, guest management and organisation easier.

4. Helps to Improve the Hotel Security - all access control systems are much better than not having one due to the plethora of information that is available using them. If you pair your access control system with currently installed systems such as CCTV, you can have a much more secure and safe hotel.

Cost of Hotel Access Control Systems

Each hotel will have a unique set of costs for a plethora of reasons, and because of the nuances between different locations, volume of rooms, deployed technology and more there is no set price.

However, here are some different considerations you may want to think of when budgeting for your hotel access control:

The above is just some examples of variables that might affect the cost, despite this, access control systems are only growing in popularity and have actually been part of the industry from the 90s and have been becoming more commonplace since.

Speculative Hotel Access Control Cost Example

To put some of the above costs into perspective, here is a speculative example for a medium sized hotel in a large UK city outside of London. This way we can see how the costs come together to shed a little more light on how much it costs to install hotel access control systems.

Obviously, this is just a very broad example of the costs for deploying access control into a hotel. Each case is entirely different and there are a lot of factors that could make it cost more or less.

If you are looking for a more individual quote, reach out to our team today to get a much clearer picture for your hotel or private rental property.

The Future of Access Control for Hotels

As we have covered across this guide, there has already been a huge revolution in the hotel industry and a large number of hotels have looked into or even deployed access control systems.

With this being said, there’s always room for improvement and innovation, that is the aim of technology to make our lives simpler, save time and let us focus on other things.

It is hard to speculate where the industry will move to, but the biggest trend that will happen within the near future is the complete disposal of metal keys and traditional locks.

In a lot of countries this has already become commonplace, with more developing nations innovating at faster rates and bridging the technology gaps rapidly.

Ironically, being a generation behind in technology often means that developing countries will leapfrog past a certain technology and often be ahead of other places. A great example would be M-PESA a digital payment system popularised in Kenya by Vodafone that effectively skipped the need for credit or debit cards.

The Hotel Key Cards & Access Control Industry

Now you should have a greater appreciation of the importance of access control in hotels and the decision to move towards digital security methods and away from lock and key.

Hotels were definitely one of the first major industries to implement this technology but will certainly not be the last. They have been ahead of the curve for a while and one more step towards a safer and eventually, a metal keyless future.

In recent years, we have seen more and more industries shift towards this style of security, looking for a cost-effective, easy to integrate and user-friendly solution that does not compromise the business.

The move towards these systems and the desire from a user perspective to expect them and be comfortable with using that technology will ultimately be what determines the longevity of traditional keys.

Gone are the days when all hotels used metal keys on a little cheesy key ring to get into your room. We have become much more accustomed to using newer forms of access control and different ways to get into our hotels and different locations, from apartments to gyms, to hospitals and everything in between.

How We Can Help Your Hotel

What works for one hotel, may not be the right solution for another one, it is always important to understand what YOU are looking for and not what works for another location.

Our UK based team has over 30 years experience in the security market, with a specialisation in access control systems. We would be more than happy to help you come to a decision that is best for you and aim to provide as much information as you need or want.

Feel free to reach out to our team using the link below and we will get back to you as quickly as we can!

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