OnePiece saves valued time managing access to all coworking locations with their phone

Trading in a mixture of fobs, keycards and keys, and late night trips to let members in who forgot their key, OnePiece now enjoys simplified access control anywhere they are, with a few taps on their phone.

You may have taken notice of OnePiece Work, a cross-border coworking space, especially in the Bay Area, as they are rapidly expanding in more and more locations - San Francisco, Palo Alto, Foster City, Santa Clara, San Jose, Hollywood, Santa Monica, Seattle, Shenzhen and growing. What sets them apart? They focus on the “co” part of “coworking”, their community. For startups looking to expand globally, make connections, and get guidance on growing their business, OnePiece is the space for you.

We sat down with Johnny Yeh, Director of Sales and Community for OnePiece Work, to talk about the many problems they had with keys and keycards and how Nexkey’s Smarter Access Control System has modernized their operations for their coworking community. 

They were spending hours managing keycards which were just getting lost or not returned. Staff would have to come in to work on weekends and at night just to let a member in. What a nightmare! Enjoy the interview on how Nexkey gave them a unified access control experience across their different coworking spaces.

“Now we just get on our smartphone, and give them permission for afterhours. It is a more seamless and smooth operation.”

Can you tell me a little bit about OnePiece and how it differs from other coworking space?

First and foremost, we are a flexible space provider, commonly known as a coworking space. We are located in California, and have 8 locations. We utilize Nexkey for our newly signed tennents or visitors, event hosts, and everything else.

How many different locations? 

We have spaces in San Francisco, Seattle, Foster City, Palo Alto, Santa Clara, San Jose, Santa Monica, and soon Hollywood, so in total 8 locations in the U.S.

How many members do you have currently coming in and out?

We have about 200 people coming in and out across all of our locations. A lot of different types of people enter our space, members to vendors and contractors.

How did you access the space prior to using Nexkey?

We had a mixture of different products. Sometimes, we would take over a building with existing infrastructure. If they had a legacy system, we would just use that - fobs, keycards, keypads, you name it. Most of our systems were different traditional keycard access control systems. For the private offices, we handed out keys. 

What issues were you having with access?

It wasn’t too bad when we first started and had only two locations that were further apart - San Jose and San Francisco. We didn’t see too many people who sit in San Francisco come to San Jose all that often, and vice versa. 

It got difficult when we started adding new locations. Our investor had to write in the group chat on the weekend, “Hey remote open because someone forgot their keycard.” We got to the point where we were looking at each other like this isn’t going to work. 

How do we enable people who always forget their keycards and keys to get access instead of bugging staff after hours? We wanted a simple solution where everyone can get access themselves.

Did you ever have issues with getting back the keycards or keys?

Keycards were a big issue. With keycards, you buy them in bulk, and we wanted to get fancy with custom OnePiece logos. We saw a lot of compatibility issues. That creates a whole set of different problems. People not returning the keycards or constantly losing them was a huge, huge issue for us.

What is the biggest advantage Nexkey offers?

Definitely the #1 advantage is managing access is way easier and faster. Not having to go into that little back room to type in all the information and have to program each keycard makes a big difference. Now I never have to train people how to program so I don’t have to program them. It is a lot quicker, more streamlined, modern feel to assign a key to someone. The experience is just elevated. People are like “Oh, I already have the key now? Wow!”

How long did it take to program these keycards each time?

Probably 20-30 minutes. It is a good chunk of the day. And picture yourself sitting in a dark room, staring at a computer, typing in information. You don’t look forward to this part of your day. 

“Picture yourself sitting in a dark room, staring at a computer, typing in information [to program keycards]. You don’t look forward to this part of your day.”

How did members respond to using Nexkey?

It was great! Typically as a coworking member for your home location, you get 24/7 access. In other locations, you may only have access during business hours. In a perfect scenario that doesn’t happen. Maybe someone wants to get access for just this weekend at a different location. It is easier for us now to adjust that. We just get on our smartphone, and give them permission for it. It is a more seamless and smooth operation.

When we remodel new spaces, we have to deal with many vendors and contractors, Nexkey’s access control gave us more control. Having a time log is a huge benefit. Working with contractors, sometimes they don’t show up at the right time. We can see the time they are in the space and can communicate and manage them more efficiently. It is great to have a full time log of all the activity. There is evidence right there if they didn’t show up. With traditional keycards, they have that but not in real-time right on my smartphone.

What advice would you give to someone looking at access control solutions?

Look at what you carry in your hand the most. What feels natural in your space? One of the doubts I had in the beginning was “What if I forgot my phone?”. It is the same chance you forget your key, and that’s right. That’s on me. 

In today’s modern world, I have my phone above everything else. If you want one less thing to carry, and see that as a benefit, and be able to give access when you’re away from the office, then you should definitely look into Smarter Access from Nexkey.