Smart door locks: More access control and less administration

Craftsmanship 4.0: Thanks to digital systems, tradespeople automatically benefit from increased security and more efficient processes without the hassle of keys – but what should businesses pay attention to when buying them?

This article is part of the special feature on digital craftsmanship.

Key management is often complicated and time-consuming for trades businesses : On-site, access authorizations for employees, project partners, suppliers, and customers must first be granted and then revoked, and keys can also be lost at any time. Smart door locks can solve all these problems simultaneously. Digital keys offer clear advantages over conventional locking systems , especially in trades businesses where employees move flexibly between the office, showroom, workshop, warehouse, and construction site.

Easily manage access rights

A particular advantage of smart door locks is the efficient management of access rights : lost keys or the costly duplication of keys are a thing of the past . Instead, access rights can be granted or revoked digitally and down to the minute – for example, via an app or a central software solution. Most smart door locks offer a variety of options for opening a door , such as a keypad with a fingerprint scanner or personalized PINs , an app , remote controls, smart tags , or digital keys like Apple HomeKey. This also allows for the management of temporary access for subcontractors , cleaning staff, or delivery services without the need to hand over and collect physical keys. This can be a significant relief, especially for small and medium-sized businesses where the organizational burden often rests on just a few people.

Fast installation

Installing a smart door lock is usually straightforward and takes only a few minutes. The motorized drive is attached to the inside of the door without any drilling or screws – simply by inserting the key. Most smart door locks are compatible with existing cylinders. Some manufacturers even supply suitable replacement cylinders. Hiring a professional installer can help avoid mistakes and ensure optimal functionality . It's essential that the door has a cylinder with an emergency override function – since a key will always be inserted on the inside. This allows the door to be opened from the outside with a second key at any time . Finally, the smart lock is connected to your home Wi-Fi network.

Thanks to internet connectivity, these systems offer further security advantages: Smart door locks can log who entered which building or room and when, by assigning personalized access rights . This transparency provides an added sense of security in sensitive areas – such as storage rooms containing expensive tools or materials . Modern systems also rely on encrypted communication and are protected against manipulation, provided regular software updates are performed.

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Consider disadvantages

Smart door locks also have some disadvantages: Their dependence on a digital infrastructure can be problematic – for example, during power or internet outages, depending on the system architecture. However, since many smart door locks are equipped with batteries or rechargeable batteries, access usually remains possible. Furthermore, data privacy issues must be considered , especially when personal access data is collected and stored.

Plan for future security

Photo: © DHB-Grafik

When purchasing smart door locks, businesses should primarily focus on reliability, security, and ease of use . A system that can be expanded to include additional doors or locations as needed ensures long-term flexibility. The question of whether the door lock operates offline, online, or in a hybrid manner also plays a role: Offline systems are often less expensive but offer fewer convenient features . Online or cloud-based solutions, on the other hand, allow for centralized, real-time control but require a stable internet connection and greater IT expertise.

In conclusion, smart door locks offer trades businesses interesting potential for optimizing access control and reducing administrative effort. These systems can make operational processes not only more secure but also more efficient. However, a well-informed decision should always be made only after careful consideration of costs, benefits, compatibility, and data protection.

Checklist: Smart door locks for your own business

1. Needs analysis
- Which areas should be equipped with smart door locks (e.g. main entrance, workshop, warehouse, office)?
- What problems need to be solved (e.g. key loss, unauthorized access, administrative effort)?
- Which functions are important for operation (e.g. time-controlled access authorizations, logging, remote access, personalized PIN assignment)?
- How many employees and authorized persons require access?
- What budget is available for purchase and installation?
- What long-term goals should be achieved (e.g. increased safety, more efficient workflows)?

2. System selection
- Are the smart door locks suitable for existing doors (e.g. DIN cylinders, screw-on locks)?
- Do the locks comply with current security standards (e.g., VdS)? Do they feature tamper-proof technologies (e.g., encryption, anti-drill protection)?
- What access options are required (e.g. PIN codes, NFC, app, fingerprint)?
- Is the operation intuitive and easy for all employees?
- Does the manufacturer offer user-friendly software for managing access authorizations and logs?
- How is the power supply (battery, hard-wired)? How long is the battery life, and are there low battery warnings?
- Should there be time-limited access rights (e.g. for customers or service providers)?

3. Installation
- Are structural changes or a replacement of the locking cylinder necessary?
- Who is responsible for configuring and setting up the software?
- Is employee training necessary to operate the system?

4. Maintenance
- How much maintenance is required (e.g. battery replacement, charging)?
- Are there regular software updates and which employee carries them out?
- Does the manufacturer offer reliable support in case of problems?
- How is data security ensured (e.g. encryption of data transmission and storage)?

5. Data protection and legal matters
- Does the system meet the requirements of the General Data Protection Regulation (GDPR)?
- How are personal data (e.g. access logs) stored and processed?

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