By Steve Katanas
The modern workplace is changing faster than most access control systems. Across Australia,
facilities leaders are being asked to support environments that are more hybrid, mobile and experience-driven.
Access control is no longer just about who gets in and out of a building, but how securely and seamlessly people move through it.
For many years, the plastic access card was the default. It was simple, familiar and widely accepted. But the expectations placed on workplaces have shifted.
Employees, tenants and visitors now expect the same seamless experience at work that they already enjoy in their personal lives. They now expect mobile-first, intuitive
access experiences in the workplace.
The shift to user-focused access solutions
Mobile credentials are rapidly gaining momentum as a user-friendly access solution. A smartphone-based
credential offers a more seamless user experience than a traditional card. There is no card to forget at home, misplace at a café or replace after it is lost.
For facilities teams, this translates into fewer help desk requests, less time and cost spent issuing replacement cards, and a simpler way to manage access across dynamic workforces.
Mobile credentials also bring a security advantage. People are less likely to share their phones, and when combined with strong identity verification and encryption, mobile access can strengthen security while improving convenience.
Biometrics are also becoming an important part of this conversation. Technologies, including facial recognition, are particularly relevant in high-traffic or hygiene-sensitive environments such as healthcare and fitness. They reduce friction at entry points and can improve operational efficiency when deployed thoughtfully and responsibly.
Overcoming barriers to adoption
Of course, not every organisation can move overnight. Cost remains a barrier, particularly in buildings with legacy infrastructure. Some workplaces are still running systems that were designed for a very different era.
There are also integration considerations. Access control often connects with identity management systems, HR and building management systems, requiring coordination across teams to ensure interoperability and security.
But the more persistent challenge is cultural. Access control only works as intended when people trust it and use it consistently. New approaches such as mobile credentials and biometrics can face hesitation if they are perceived as intrusive or unclear, particularly when there is limited understanding of how identity data is
managed and protected.
There is also a behavioural dimension. If access feels fragmented or inconsistent across different spaces and systems, users tend to default to familiar habits or workarounds, which can undermine both adoption and security. Overcoming this requires positioning access as part of a seamless identity experience, supported by clear communication and intuitive design.
Bridging the digital and physical divide
Facilities managers play a key role in this transition, but the future of access control cannot be managed by facilities managers alone.
As systems become more connected, facilities management leaders need to work closely with IT and security teams to ensure access systems are interoperable, secure and fit for purpose.
Smarter, more adaptable buildings
The best outcomes will come from a workplace strategy that treats access not as an isolated function, but as part of the broader user journey. The goal is not simply to replace one credential with another. It is to create a smarter, more adaptable environment that supports security, convenience and trust.
For Australian organisations investing in long-term access control strategies, mobile credentials and biometrics provide the best balance of security and scalability while enhancing the user experience. They offer a scalable, future-ready approach that aligns with evolving security and regulatory requirements.
Steve Katanas is the head of region for Mature Markets ANZ, Physical Access Control, at HID
This article first appeared in the May 2026 edition of FM magazine. To download the entire edition for free, click here.
Image: Supplied
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