In a multi-tenant office building, the lobby isn’t just an entry point—it’s your first impression. It’s also one of the most complex areas to secure.

You need to protect the property and the tenants. You want to control who comes in—and where they go. And at the same time, you don’t want to create a bottleneck of buzzers, confused visitors, or frustrated tenants waiting at locked doors.

At SSP, we’ve helped property managers across the Southeast implement shared space access control solutions that strike the perfect balance between security and tenant convenience. Here’s how you can do the same.

k

k

🚪 The Challenge with Shared Lobbies

Most commercial buildings with multiple tenants share some or all of these areas:

  • Main entrances

  • Lobbies or vestibules

  • Elevator banks

  • Hallways

  • Restrooms

  • Shared amenities like conference rooms or mailrooms

And that creates key questions:

  • Who gets access to what—and when?

  • How do you handle visitors and deliveries?

  • What happens after-hours or during holidays?

  • How do you prevent tailgating or unauthorized wandering?

If not handled carefully, shared space access control can create confusion, security gaps, and unhappy tenants.

k

k

✅ Access Control Best Practices for Shared Spaces

🔐 1. Layer Access by Zone

Not all doors need the same rules. Break your building down into zones:

  • Zone 1: Public access (main entrance, lobby during business hours)

  • Zone 2: Tenant-specific access (suites, back hallways, private restrooms)

  • Zone 3: Restricted staff-only areas (server rooms, mechanical closets, roof access)

Use your access control system to:

  • Assign entry permissions by role or suite

  • Schedule different access windows (e.g., cleaning staff vs. tenants)

  • Restrict movement between zones as needed

Pro tip: Make zone changes easy to manage via cloud-based software or mobile apps.

k

k

🧾 2. Use Directory Systems + Visitor Check-In for Public Lobbies

One of the most common complaints in shared spaces is that visitors don’t know where to go—or can’t get in.

Solve that by:

  • Installing a touchscreen directory or digital intercom

  • Allowing tenants to remotely unlock the door from their phone or desk

  • Offering visitor registration via QR code or app

This creates a welcoming experience for visitors while maintaining full control over who enters the building.

k

k

🧠 3. Educate Tenants (And Keep It Simple)

Even the best access control system fails if tenants don’t understand how to use it.

Provide:

  • Onboarding documentation for new tenants

  • Quick reference cards for employees or admins

  • Clear signage at all access points

  • Simple instructions for how to request badge updates, visitor passes, or after-hours access

This builds trust and minimizes daily headaches for your management team.

k

k

🔄 4. Review and Update Access Schedules Regularly

In multi-tenant buildings, things change:

  • Offices expand or sublease

  • Staff rosters rotate

  • Hours shift based on business needs

Your access control settings should change with them.

Schedule quarterly reviews to:

  • Deactivate unused credentials

  • Update access permissions

  • Adjust shared space rules if tenant feedback highlights pain points

SSP Tip: Use access reports to spot trends (e.g., tailgating during evening hours or increased activity in a normally locked space).

k

k

🎥 5. Pair Entry Control with Smart Video Monitoring

Access control works best when paired with IP cameras and real-time monitoring—especially for:

  • Main lobbies

  • Elevator banks

  • Back hallways or fire exits

  • Package delivery zones

This creates accountability without adding friction. When people know spaces are monitored, they’re more likely to follow the rules.

k

k

🔁 What Tenants Really Want

Tenants don’t want total freedom—they want to feel secure without feeling restricted.

They want:

  • Fast, seamless access

  • Clear, fair policies

  • Systems that work every time

  • The ability to trust that management has thought it through

Your goal? Make the right action the easy action.

k

k

Final Thoughts: Shared Space Security Should Feel Effortless

You don’t have to choose between strict security and tenant satisfaction. The right shared space access control system lets you do both—securely, efficiently, and without adding friction.

At SSP, we help commercial property managers and building owners customize access solutions that work for the layout, the tenants, and the experience you want to deliver.

🏢 Want to upgrade lobby and shared space security in your building?

Let’s talk. Schedule a free consultation with SSP