Modern offices are increasingly using advanced technologies that not only improve employee comfort but, above all, enhance office security and automate everyday processes. One of the key elements of such an environment is an office access control system integrated with a resource reservation system.
An example of such a solution is the integration of URVE Smart Office & Building by Eveo with the RACS 5 access control system by Roger – a Polish manufacturer of access control solutions (ACS).
How does an office access control system work in a Smart Office?
In the smart office model, access control does not function as a standalone system but is closely connected with office space and resource reservations.
Thanks to the integration of URVE Smart Office & Building with RACS 5, the following processes:
are carried out automatically and without administrator involvement.
As a result, the office access control system becomes not only secure but also convenient for users.
Integration of URVE Smart Office with the RACS 5 access control system
The integration of the URVE reservation system with the RACS 5 access control system by Roger enables full automation of office access management.
When a user reserves a resource:
- there is no need to report a visit
- no manual access assignment is required
- a single RFID card or identifier is sufficient
The system automatically manages access based on the reservation schedule.
Key benefits of the access control system in a Smart Office
One card – multiple possibilities
The office access system allows the use of a single card for:
- entering the office
- conference rooms
- restricted zones
- smart employee lockers
Automatic access control
Access rights are:
- granted for the duration of the reservation
- automatically revoked after it ends
This eliminates human error and significantly increases office security.
Centralized management in one application
URVE Smart Office enables:
- resource reservations
- access management
- space utilization analysis
all within one coherent system.
Operational efficiency
Integrating access control with resource reservations:
- reduces the involvement of technical staff
- streamlines administrators’ work
- enables better utilization of office space
How does an office access control system work – step by step
1. Resource reservation
The user reserves a conference room, desk, parking space, or locker using:
- a mobile application
- a web browser
- a Microsoft Outlook / Teams add-in
- a touch panel located near the resource
2. Transferring data to the access control system
After the reservation is approved, the URVE Smart Office system sends:
- the user identifier
- reservation details
to the RACS 5 access control system via the Integration Server.
3. Granting access rights
RACS 5 automatically:
- creates or updates the user profile
- grants temporary access rights
exactly for the duration of the reservation
4. Entry to the reserved resource
The user:
- approaches the door of the room or zone
- presents the RFID card to the RACS 5 reader
The system verifies permissions and unlocks the electric lock.
5. Event logging
Each entry:
- is recorded in the RACS 5 system
- is transferred to URVE Smart Office
This data can be used for reports and space utilization analysis.
6. Deactivation of access rights
After the reservation ends, access is automatically revoked, ensuring full control and security.
Office security with the RACS 5 access control system
An integrated ensures:
- access only for authorized individuals
- a complete event history
- compliance with the organization’s security policies
- flexible management of temporary access rights
This solution is particularly important in environments such as:
- hot desking
- coworking spaces
- hybrid offices
- large corporations
The future of the office – access control and Smart Office
Combining Eveo’s expertise in Smart Office solutions with Roger’s access control technology demonstrates how a modern office access system can support security, efficiency, and workplace comfort.
It is a scalable, flexible solution ready to meet the challenges of modern organizations.
FAQ
How does it work?
An office access system verifies user permissions based on an identifier (e.g. an RFID card) and grants access only to resources reserved for a specific period of time.
Can an access control system be integrated with a reservation system?
Yes. Integrating an access control system with a reservation system such as URVE Smart Office allows access rights to be automatically granted and revoked according to the reservation schedule.
What are the benefits of an access control system in a Smart Office?
An access control system in a smart office increases office security, eliminates manual access management, improves user comfort, and enables centralized space management.
Is the RACS 5 access control system suitable for hybrid offices?
Yes. The RACS 5 access control system works perfectly in hybrid offices, coworking spaces, and hot desk environments where access to resources must be dynamic and time-based.
How does an access control system affect office security?
An office access system limits access to authorized users only, logs all entry events, and prevents unauthorized use of office space.
Is access automatically revoked after a reservation ends?
Yes. After a reservation ends, access rights are automatically deactivated in the access control system, eliminating the risk of unauthorized entry.
Customer Advisor
