When it comes to modernizing hotel operations, your guestroom access solution is key (pun intended) to balancing security, efficiency, and guest experience. But with so many options—from traditional key cards to PIN codes to mobile keys and even biometric access—it can be hard to know what’s right for your independent property.
To help you make a good decision, we’ve put together important factors to consider when choosing your guestroom access solution:
Type of Access (Cards, Mobile, PIN, Etc.)
The first step is understanding how different types of access solutions work and how they might fit into your operations. Which option best suits your brand? Weigh the pros and cons of each. You don’t necessarily need to stick with just one—hybrid options may be available and could meet your guests’ expectations better.
- Key cards: Physical keycards are encoded via RFID, NFC, or magnetic stripe encoders and issued to guests at the front desk.
👉 Widely used, affordable, and easy to manage but also easy to lose or damage and not the most environmentally friendly option. - Mobile keys: Digital keys are generated for each booking and sent to the guest’s mobile phone upon check-in. Guests typically need to download an app to access/use their key.
👉 Great for contactless check-in and guest convenience but require smartphone compatibility and reliable Wi-Fi. - PIN codes: Unique PIN codes are generated for each booking. Guests enter their code on a keypad door lock to access their unit.
👉 Ideal for short-term rentals or unstaffed properties, but they can be hard to manage without an automated system. - Biometric keys: These use biometric authentication technology like facial or fingerprint recognition. Guests enroll their biometric data during check-in or via mobile app.
👉 High tech and secure but still very niche and expensive.
For a deeper dive, see our Hospitality Lock Systems Explainer for detailed information about how various room access solutions can work for your property.
Guest Expectations and Experience
Think about your typical guest. Are they tech-savvy travelers who embrace (or expect) mobile access, or do they prefer the tradition and familiarity of a keycard or physical key? According to Hospitality Technology’s 2024 Customer Engagement Technology Study, 60% of travelers would like to use their mobile phone as a room key.
A seamless, intuitive experience is critical to guest satisfaction, especially at check-in. When evaluating guestroom access solutions, map out and compare the check-in experience for both guests and staff to determine the right fit. Don’t forget to consider back-up systems and processes. For example, what happens if a guest loses their key or phone? What if power goes out or cell reception is down?
Integration with Your PMS
Look for an access solution that integrates with your property management system (PMS)—ideally, in real time. A PMS-integrated lock solution automates access assignment and revocation, reducing manual errors and improving operational efficiency.
How does it work? In a nutshell, your PMS sends relevant reservation information to your lock system, which generates a key (mobile, PIN, or key card encoding) for that reservation. Keys are automatically activated and deactivated according to the reservation’s check-in and check-out dates and your property’s check-in and check-out times. Key delivery can be automated as well.
See our lock system integration partners.
Property Layout & Infrastructure
Beyond guest and PMS compatibility, your site’s physical layout and infrastructure may dictate which guestroom access solution fits your establishment best. Does your property have old doors that would require retrofitting? Are you dealing with multiple buildings or off-site units? Not all systems work well in every layout—especially mobile ones that require strong connectivity.
But don’t discount modern solutions for properties with old bones. In many cases, Bluetooth functionality can be added to existing keycard locks to enable mobile keys, for example. Upgrading may not be as expensive as you think.
Beyond guestrooms, consider access to communal areas like your pool or gym, elevators, external doors, and staff-only areas.
Security Standards & Compliance
Protecting guest data and property access is non-negotiable. Choose a vendor that complies with industry-standard encryption and data security protocols. Mobile key systems, for example, use powerful encryption and verification technology to keep guest information safe and their rooms secure.
Most modern electronic locking systems come with emergency override capabilities, but these capabilities can vary from system to system. Global lockdown and unlock functions may be triggered via a central override feature and/or integration with fire and alarm systems. Physical lock-based overrides (for example, master keys or PIN overrides) are also necessary for security compliance. Make sure you understand how the system’s override features work.
Support & Vendor Reliability
Evaluate the vendor’s customer support, system uptime, and history. A flashy product is no good if it’s down during a busy check-in or hard to troubleshoot.
Talk to other operators for first-hand accounts or refer to industry software comparison websites like Hotel Tech Report, Software Advice, and Capterra to read reviews and compare solutions.
Scalability and Future-Proofing
When choosing a guestroom access solution, think beyond your current needs. Will the system accommodate additional rooms, buildings, or even properties as your business grows? Your access system should be able to scale with you—without forcing a complete overhaul down the line.
A scalable solution will allow you to add new doors, users, and access permissions through centralized administration tools. Look for cloud-based platforms that support remote oversight and make integration and innovation efficient.
A future-proof system is not only scalable but innovative too, evolving with guest expectations for self-service experiences. Seek vendors that provide ongoing software updates and keep pace with industry standards.
Budget
When budgeting for a guestroom access solution, it’s not just about the price tag on the hardware—it’s important to consider the total cost of ownership. This can include:
- Upfront expenses such as door lock hardware, key encoding equipment, and mobile credential licenses
- Installation costs, including door retrofitting, wiring, and integration with your property management system (PMS)
- Maintenance and support, covering potential repair costs, replacement parts, and vendor service contracts
- Ongoing subscription fees for cloud management platforms, mobile key services, and system updates
Ultimately, evaluate how well the solution supports your operational goals and guest experience standards in conjunction with costs. A system with a higher upfront cost may provide greater long-term value through efficiency, scalability, and enhanced guest satisfaction.
Choosing the right guestroom access solution is about more than unlocking doors—it’s about elevating the guest experience while supporting secure, efficient operations. By weighing factors like integration, infrastructure, and long-term scalability, independent hoteliers can find a system that fits their property, meets their guests’ expectations, and grows with their business.
