Coworking Space Member Access Control Audit Checklist [FREE PDF]

Access control in coworking environments must balance open, welcoming member experiences with robust security to protect data, assets, and occupant safety. Applicable standards include ADA Accessibility Guidelines for door hardware and entry systems, OSHA General Duty Clause obligations for maintaining safe premises, and local building codes governing egress and locking mechanisms. Regular access control audits help Space Managers identify unauthorized access risks, hardware failures, and compli

  • Industry: Flexible Workspace
  • Frequency: Quarterly
  • Estimated Time: 45-60 minutes
  • Role: Space Manager
  • Total Items: 37
  • Compliance: ADA Standards for Accessible Design (2010), §404 - Doors, Doorways, and Gates, OSHA General Duty Clause, 29 USC §654(a)(1) - General Duty to Provide Safe Workplace, NFPA 101 Life Safety Code (2021), §7.2.1 - Means of Egress Doors, International Building Code (IBC) 2021, §1010 - Doors, Gates, and Turnstiles, Local Building Code - Occupancy and Egress Requirements (verify by jurisdiction)

Member Credentialing & Onboarding

Verify that member identity verification, agreement execution, and credential issuance processes are current and complete.

  • Is a current, signed membership agreement on file for every active member with system access?
  • Has a government-issued ID been verified and recorded during onboarding for all current members?
  • Are access credentials (fobs, cards, app accounts) uniquely assigned to individual members with no shared credentials?
  • Is the member access database reviewed and reconciled against active agreements at least quarterly?
  • Are temporary guest passes issued with a defined expiration time and logged in the access system?

Access Termination & Credential Deactivation

Confirm that departed or suspended members have credentials promptly revoked and documented.

  • Is there a documented procedure requiring access credential deactivation on or before a member's last day?
  • Have all members who cancelled or were terminated in the past 90 days had credentials deactivated in the system?
  • Is there a process for immediately suspending access when a member violates community rules or poses a safety threat?
  • Are physical keys or fobs returned and inventoried upon membership termination?
  • Are deactivation events logged with timestamp, staff member name, and reason for revocation?

Entry Door Hardware & ADA Compliance

Inspect all controlled entry points for hardware condition, accessibility, and code compliance.

  • Do all entry doors equipped with electronic access control also allow egress without a credential from the inside?
  • Is the door activation force for all controlled entries at or below 5 lbf for interior doors?
  • Do doors with automatic closers provide a minimum of 5 seconds for a person to pass through before closing?
  • Is accessible card reader or credential hardware mounted between 15 and 48 inches from the floor?
  • Are all entry vestibules and approaches free from obstructions with a minimum 18-inch latch-side clearance?
  • Is backup manual access (master key override or fail-safe mechanism) available to authorized staff at all times?

Access Control System Technology & Audit Logs

Evaluate the access management platform for logging capability, uptime, and audit trail completeness.

  • Does the access control system log every entry and exit event with member ID, door ID, and timestamp?
  • Are failed access attempts (rejected credentials) logged and reviewed at least weekly?
  • Has the access control system experienced zero unplanned outages in the past 30 days?
  • Is the access control system software and firmware updated to the current vendor-recommended version?
  • Are access control system administrator credentials protected with multi-factor authentication (MFA)?

Private Offices & Conference Room Access

Review access permissions for private suites, conference rooms, and restricted areas.

  • Are private office suite credentials restricted exclusively to tenants of those suites and authorized staff?
  • Is conference room booking integrated with access control so only booked members can access during their reservation?
  • Are server rooms, electrical rooms, and IT closets secured with separate access credentials limited to authorized personnel?
  • Is after-hours access for members with 24/7 plans specifically provisioned and distinguishable in system logs?
  • Are cleaning, maintenance, and vendor access credentials time-restricted to scheduled service windows only?

Visitor & Guest Management

Assess procedures for registering, escorting, and logging non-member visitors.

  • Is a visitor log (digital or physical) maintained at the reception or entry point capturing name, host, and time?
  • Are all non-member visitors required to present identification before receiving a visitor pass?
  • Are visitors visually distinguishable from members (e.g., visitor badges or lanyards) while on premises?
  • Is there a policy requiring members to escort their guests in secure or private areas at all times?
  • Are visitor passes configured to expire automatically at the end of business hours or a maximum of 24 hours?

Emergency Access Override & Lockdown Procedures

Confirm staff are prepared to execute emergency lockdown, evacuation, and override procedures.

  • Is there a documented emergency lockdown procedure that can be activated within 60 seconds by on-site staff?
  • Have all staff members been trained on emergency access override and lockdown procedures in the past 12 months?
  • Does the access control system support remote unlocking of all doors by authorized staff during evacuation emergencies?
  • Are emergency contact numbers for the access control system vendor posted at the security panel or front desk?
  • Has an access control system failover or backup power test been conducted within the past 6 months?
  • Is there a current, accurate list of all access-controlled doors and their fail-safe (fail-open vs. fail-secure) mode documented?

Related Coworking Space Checklists

Related Access Control Checklists

Why Use This Coworking Space Member Access Control Audit Checklist [FREE PDF]?

This coworking space member access control audit checklist [free pdf] helps flexible workspace teams maintain compliance and operational excellence. Designed for space manager professionals, this checklist covers 37 critical inspection points across 7 sections. Recommended frequency: quarterly.

Ensures compliance with ADA Standards for Accessible Design (2010), §404 - Doors, Doorways, and Gates, OSHA General Duty Clause, 29 USC §654(a)(1) - General Duty to Provide Safe Workplace, NFPA 101 Life Safety Code (2021), §7.2.1 - Means of Egress Doors, International Building Code (IBC) 2021, §1010 - Doors, Gates, and Turnstiles, Local Building Code - Occupancy and Egress Requirements (verify by jurisdiction). Regulatory-aligned for audit readiness and inspection documentation.

Frequently Asked Questions

What does the Coworking Space Member Access Control Audit Checklist [FREE PDF] cover?

This checklist covers 37 inspection items across 7 sections: Member Credentialing & Onboarding, Access Termination & Credential Deactivation, Entry Door Hardware & ADA Compliance, Access Control System Technology & Audit Logs, Private Offices & Conference Room Access, Visitor & Guest Management, Emergency Access Override & Lockdown Procedures. It is designed for flexible workspace operations and compliance.

How often should this checklist be completed?

This checklist should be completed quarterly. Each completion takes approximately 45-60 minutes.

Who should use this Coworking Space Member Access Control Audit Checklist [FREE PDF]?

This checklist is designed for Space Manager professionals in the flexible workspace industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.

Can I download this checklist as a PDF?

Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.

Browse More Checklists