Transforming Higher Ed Safety and Efficiency with Cloud-Based Access Control

Colleges and universities are frequently confronted with complex security and operational challenges. Their facilities often serve both public and private uses — concert venues, sports stadiums, research labs, residence halls — creating a dynamic landscape that traditional, siloed security systems struggle to support.

From relying on tedious, manual processes for managing access credentials to lacking the ability to effectively facilitate a campus lockdown, outdated access control systems often create more roadblocks than results. That’s why colleges and universities are increasingly turning to integrated, cloud-based access control solutions managed on a unified platform, improving operational efficiency while strengthening safety and security.

Streamlining Campus Operations

For universities, the daily logistics of getting people in and out of buildings securely can place a huge strain on administrative teams, especially if they’re using outdated access control systems. Residence halls are a prime example: with hundreds or even thousands of doors, managing credentials, responding to lockouts, and distributing keys quickly becomes a time-consuming and resource-intensive process.

This was the case for International House (I-House) at UC Berkeley, a residence hall serving more than 600 students from over 80 countries. Having to configure and manage credentials manually created significant challenges, especially for international students who often arrived late at night. In the past, I-House resident advisors had to remain on-call overnight to accommodate these arrivals, manually distributing keys and guiding students through the check-in process. Students also needed to carry multiple keys for different parts of the building, which added daily friction and contributed to an average of 15 lockouts per day.

To address these pain points, I-House implemented a cloud-based access control solution. This modern system eliminated the need for housing staff to wait up all night, allowing students to receive their credentials directly on their mobile devices and head straight to their rooms upon arrival.

Lockouts were significantly reduced as well. By consolidating multiple keys into a single credential and managing access through the cloud, I-House decreased the number of daily lockouts by 93%. They also used API integrations to connect their access control system with their ERP and CRM platforms, enabling real-time syncing of student credentials. This automation allowed staff to dynamically update access credentials without having to physically reprogram locks or issue new cards. Ultimately, this reduced access management workloads by 40%, freeing up resident advisors to focus on connecting with the students living within their community.

Securing Campuses in Seconds

A lockdown scenario is one of the most complex and high-stakes events a university can face. It’s not just about locking doors — it’s about coordinating a rapid, organization-wide response that may span multiple campuses, dozens of buildings, and thousands of people. In moments when every second counts, clarity and speed are critical.

Cloud-enabled access control systems give campus leaders the flexibility and responsiveness they need to manage threats effectively. Whether security teams are on the go or stationed at a security operations center (SOC), they can communicate and take action immediately. Here are some of the ways cloud-based access control systems are transforming campus safety:

One-tap lockdowns: Instead of having to manually lock each door, cloud-enabled access control systems allow security teams to initiate a lockdown with a single tap — from a panic button, smartphone, or web browser. Administrators can trust that every door, whether there are 50 or 5,000, will immediately lock and can verify this remotely. Even if there is a power or internet outage, hybrid cloud systems can communicate over a Local Area Network to trigger a lockdown, giving administrators peace of mind during an emergency.

Customizable campus responses: Cloud-enabled systems allow administrators to tailor lockdown responses according to the situation, securing only specific doors based on the location or nature of a threat. APIs also enable these systems to integrate with tools like emergency notification platforms, delivering real-time alerts to students, faculty, and staff via text, email, or mobile app, and ensuring clear and timely communication across campus.

Critical visibility and access for first responders: Cloud-based access control systems also improve coordination with first responders. By natively integrating with video security systems, campus leaders can provide first responders with live footage of what’s happening inside a building the moment a lockdown is triggered. Also, when first responders need to enter the building, cloud systems can automatically grant first responders unique access credentials immediately following an emergency notification. Instead of having to fumble through multiple keys to unlock doors, these unique credentials allow them to move freely through secured areas to isolate the threat. This combination of visibility, coordination, and streamlined communication can make all the difference when seconds count.

Cloud-Based Security as a Strategic Advantage

As colleges and universities look for ways to streamline operations and better protect students and faculty, it’s clear that fragmented, manually intensive access control systems are no longer sustainable. Colleges and universities need integrated solutions that support both day-to-day efficiency and rapid emergency response. Cloud-based access control delivers on both fronts. It reduces friction in day-to-day operations and gives security teams the speed, visibility, and flexibility needed during critical incidents. For higher education leaders, investing in a unified, cloud-based access control solution is no longer a nice-to-have — it’s table stakes.

This article originally appeared on Securitymagazine.com.