How keyless and ready-to-move-in offices work

A clear trend in the commercial market is the demand for flexible office solutions, without spaces which gapes empty and where you as a tenant do not commit to long-term contracts. Even before the pandemic broke out, several real estate companies had begun to embrace this, including Vasakronan, Kungsleden and Hufvudstaden to name a few. The concept is based on having ready-to-move offices where tenants can sign contracts and move in the next day, without any major interruption in daily operations, which usually occurs during an office move. 

Offering ready-to-move-in offices is not just about making their premises available, internally a structure is needed to have control over who has, should have and should not have access to the the spaces . If the lease is signed with a fixed start and end date, it is already possible to set when the authorization is to take effect and expire. 

Possibility to let tenants manage their access management themselves

The current corona situation has increased the need for access management to office spaces, as far as possible, to be handled without contact. Instead of you as a property owner handing over a bag with fobs and access cards, mobile keys can now be sent digitally to each user who should have access to a tenant. If you do not know who at the tenant should have access, admin rights are effectively delegated to the responsible person at the tenant. You then set limitations regarding which doors this administrator is entitled to give access to and how many users the tenant may have. All this is of course GDPR-adapted; as a property owner, you only see access and admin logs for the shell protection - not for the tenant's office door.

The concept of ready-to-move-in offices is largely about efficiency, flexibility and scalability according to the conditions given. A tenant with many employees, who fills the entire premises, should be able to be given access to the entire area. The same space may be empty a few months later when the next tenant only needs 50% of the space. To take advantage of the resources that the space provides, it needs to be made available. This can be done with traditional systems with fobs and cards, but is then time-consuming and costly, which reduces the margins for rental. With a smooth and flexible access platform, it is just as easy to handle five tenants sharing a space as one tenant occupying the entire space.

Automate administration - Connect with your tools

Once the rental goes on, a natural next step is to automate access management by connecting it with the other systems in the business. For example, a real estate system or CRM system where management of leases and tenants is administered - an integration against this means that when signed agreement, access can be automatically sent out with the right permissions to the right people. In order not to have to start with costly integrations, interconnections via the Integration Hub Zapier are a good start, then you can create flows yourself via a drag and dropfunction. 

Digitizing and automating access management for the ready-to-move-in office creates a valuable and time-efficient agility for tenants (i.e. a really good customer experience) while opening doors for you as a property owner to create new business models and revenue streams - and also reducing the time spent on administration!

Would you like to discuss how similar concepts would fit with you?