Intelligent key and asset management are indicative of modern hotel and casino operations, says Craig Newell, Vice President of Sales & Business Development, Traka Americas.
Despite innate complexities and ever-expanding physical footprints, the most successful modern hotels and casinos – and their relevant access control protocols – are often tied to a simple concept: communication.
Solutions that are synced with a central control system and can communicate with various aspects of operations represent the advanced future that many managers are seeking.
It’s equally important to understand how those solutions solve specific needs which not only impact operations but safeguard the most critical assets used on daily basis.
Additionally, access control technology needs to boast a clear and significant return on investment, while also helping hotels and casinos stay within compliance of industry regulations.
This is the lens that operators need to view solutions through and that starts with the most foundational of assets.
Physical keys remain a critical asset to operations, both as a primary asset and as a redundant measure in the rare event that a keyless solution malfunctions.
As such, integrated solutions like intelligent key cabinets that communicate with an access control platform are a valuable resource to operators who are seeking a more comprehensive view of key usage.
Managers designate who has access to which key, which reduces the possibility of an employee removing a key they’re not supposed to.
Cabinets notify managers when keys haven’t been returned by a certain time, which helps quickly identify if one is missing and expedites the process of finding it.
Perhaps most importantly, cabinets provide real-time auditing and reporting for operators, who must remain in compliance with regulatory agencies regarding certain security systems or else face potential fines.
A practical example of this is slot machines.
Many of them still require physical keys to open and if any of those keys end up in the wrong person’s hands, the result could be significant.
The applications of key cabinets within hotels and casinos are extensive and it behooves operators to have a clear understanding of how each department is utilizing their keys and who exactly needs to have access to which ones.
Furthermore, cabinets need to be positioned strategically, which help to improve operational efficiency.
If security personnel are located in one section of the hotel and maintenance tools and materials are in another, separate key cabinets can be placed in the respective areas to avoid having staff travel from one end of the facility to the other.
This also helps isolate certain types of keys to the cabinets in their area, which, again, ensures only authorized users can remove the keys that are needed for their job.
A major hotel in Mumbai, India, recently experienced the benefits of advanced access control when it installed an intelligent key cabinet for its staff.
Previously, it took roughly eight to ten minutes to sign out or return a key, which caused unnecessary delays at the beginning and end of a shift in a hotel with nearly 600 rooms.
Also, the logbook was not being maintained properly, and it was difficult at times to see a record of who had which key and when.
After installing the key cabinet, the time needed to remove or return a key went down to just 15 seconds per key and the operator now had a clear picture of who had which key and when, which helped with auditing purposes.
Plus, the cabinet also meant that managers could reassign staff who were previously in charge of distributing keys to another department within hotel operations.
The same benefits of implementing intelligent key cabinets are seen in modular asset management lockers as well, which are being leveraged in hotels and casinos worldwide for safeguarding essential shared assets like tablets, phones and radios.
Lockers not only provide safe storage and charging capabilities but also allow managers to see holistic usage across departments.
By consistently evaluating how many devices are being used, managers determine how many are truly needed and if resources need to be reallocated elsewhere.
As standalone solutions, key cabinets and asset management lockers provide obvious benefits, but it’s how they integrate with an existing security ecosystem that underscores their true value.
Operators are constantly looking to consolidate systems to create a more streamlined infrastructure that’s not only more secure with fewer systems to monitor but also easier to operate for employees.
Solutions that require additional training and don’t communicate effectively with an existing framework can ultimately be detrimental to operations and more cumbersome to manage.
“Key management, access control and asset tracking are no longer isolated systems and are instead being integrated into a broader security operations framework,” said Ken Gastro – Regional Vice President, Strategic Accounts at ASSA ABLOY Global Solutions, Hospitality.
“This allows properties to move beyond a reactive approach to potential issues and instead be more proactive in addressing both potential opportunities and risks.
“For forward-thinking industry businesses, this ultimately translates into improved safety, profitability, guest satisfaction and loyalty.”
Because of the size and scale that many hotels and casinos operate, it can be daunting to consider implementing any solution into an entire facility, let alone a portfolio of locations.
Executives need to have proof of impact regarding any solution, particularly in security, and it’s worth integrating them on a phased basis to ensure system-wide adoption.
Consider a hotel in the Midwest that recently switched its key management from an outdated, random return solution to one that utilizes fixed return.
They were apprehensive at first, as the previous solution had been a part of their operations for years.
They agreed to a test run of a fixed return key cabinet and after three months, agreed to move forward with implementing it in two more properties.
The internal buy-in was clear and it allowed them the flexibility to evaluate a solution on a smaller scale before investing in a more wholesale implementation.
As hotels and casinos continue to evaluate solutions for nearly every aspect of their operations, the most progressive operators are trending toward a fully integrated landscape.
Imagine a scenario where Jim, a maintenance worker, uses a single access credential to not only gain entry to the building but also to the key cabinet and asset locker that stores the keys, radio and phone he needs for his shift.
His manager sees that he clocked in at 5am, and at 5:10, he checked out the correct master keys needed for his shift.
Across the property, Amanda, a guest services representative, completed her room checks with her mobile credential and returned her tablet to the asset locker near the breakroom.
Both of her transactions were recorded and monitored through the same integrated system that Jim’s were, which not only represents efficient and consolidated operational oversight but also establishes an important security structure should any personnel issue arise.
If either employee were to leave the company, their access would be deactivated immediately, which could reduce the likelihood of them accessing sensitive material or seeking retribution if they were terminated.
Though simple, the above scenarios represent how hotels and casinos should operate with solutions tied to a central system.
Fractured operations can negatively affect productivity, and if technology doesn’t seamlessly align with an existing system, it can expose hotels and casinos to threats.
It’s therefore not enough to evaluate physical security technology like key and asset management for their singular benefits, but rather how they fit into an overall operational footprint.
Access control impacts every sector of hotel and casino operations, and all key decision makers like IT, security, HR, purchasing and communications must be aligned with how solutions communicate with one another.
That’s the future of efficient operations and operators who adopt that integrated framework are best positioned to respond to threats that continue to evolve daily.
This article was originally published in the June edition of Security Journal Americas. To read your FREE digital edition, click here.