Office Badge Systems 101: A Quick Guide [2024]

Staying on top of your hybrid workforce isn’t easy, especially if you’re trying to monitor attendance and ensure you have enough space to support your employees’ needs.

Throw in visitors, customers, and unexpected arrivals, and now you’re faced with safety and security concerns, too.

While various offerings are available, office badge systems are a popular way to provide a secure and stable work environment.

This article will describe office badge systems, including how they work and a few different kinds. Then, it will list their benefits and examples of businesses that use them successfully to help you make an informed decision.

Quick Summary:

• Office badge systems include ID credentials, card readers, and door locks.
• There are three main types of badge systems: swipe badges, RFID badges, and scannable badges.
• Office badge systems provide increased security and efficiency, among other benefits.

What Is an Office Badge System?

Office badge systems control access to a building, space, or resource. Employees are issued electronic ID badges, which serve as a form of identification and a means of entry to a specific location.

Office badge systems typically grant initial entry into the building itself. They may then provide employees access to specific spaces within the building, such as workstations and break rooms while limiting entry to others.

For example, HR personnel might be the only staff with access to confidential employee records.

Mastering workplace occupancy with hybrid workspaces isn’t always easy. Office badge systems help determine the right amount of space by monitoring personnel, activities, and access.

Attendance can also be tracked through badge systems. For example, Amazon used data from individual badge swipes to determine which employees complied with the return-to-work hybrid policy.

How Does an Office Badge System Work?

Office badge systems have three components: ID badge credentials, card readers, and magnetic or electric door locks.

Here’s how these things work together to secure an office building or space:

• The employee’s ID badge credential is electronically coded with their personal information, such as their name, employee number, department, and credentials.
• When an employee swipes or holds their badge to the card reader, the system scans the information and searches the database for a match.
• If the employee’s credentials are recognized, the magnetic or electric door lock disengages and allows them entry to the space.

Badge systems can allow for visitor entrance, too. Front office staff can issue temporary badges to allow access to a building, typically alongside a robust monitoring system.

What Are the Different Kinds of Office Badge Systems?

Businesses tend to employ one of three types of office badge systems, depending, in part, on their building size, security needs, number of employees, and budget.

Swipe Badges

Swipe badges come with a magnetic strip read by the card reader as the employee runs it through. These badge systems are cost-effective to install but may need increased maintenance as the strips wear down over time.

RFID Badges

Radio Frequency Identification (RFID) or proximity badges rely on radio waves embedded within the badge. The employee simply holds the badge to the card reader, which is installed next to the entry point or even on the door handle itself.

RFID is a popular choice due to its contactless entry point that works up to several feet away.

Scannable Badges

Scannable badges are a solid option for businesses looking to save money.

The card reader reviews the individual QR code inserted in the badge as the employee scans it through the system.

Unfortunately, QR codes are easy to reproduce. So, they pose a greater security risk than the other badge systems.

Benefits of Using an Office Badge System

Here are the benefits you can expect with employing an office badge system:

Enhances Security

Office badge systems provide businesses with the peace of mind that comes with increased security.

With 28% of organizations experiencing more frequent physical security incidents and 48% reporting significant theft, robust safety and security remain a top priority.

Badge systems restrict employees to only the spaces they need to access. This reduces the risk of breaching employee confidentiality and exposing sensitive data unnecessarily.

Workplace safety matters to your employees, too. A sense of security at work is positively linked to job satisfaction and boosts employee well-being.

Increases Efficiency

Office badge systems are convenient for employees and simple to use. It only takes seconds to swipe or scan a badge and gain entrance to an area.

It’s also fairly straightforward for office personnel to create temporary badges for visitors, clients, or guests. It’s part of the way to handle office visitors properly.

Businesses won’t incur the additional costs of hiring security personnel to monitor who’s coming and going. If the front office staff isn’t tasked with keeping an eye on employee entrances, their focus is freed up for more important tasks.

Includes Multiple Entry Points

A badge system can be a game-changer for businesses with multiple entry and exit points.

Badges ease employee movements through the various entrances a building offers, which is especially useful if it takes longer to get to a specific area through a specific entryway.

Employees won’t waste time heading to the main entrance, for instance, if they can quickly gain entry elsewhere.

You can also program your badge system to allow or deny access to multiple rooms or spaces within a building or office.

Expands Visibility

Badge systems make it easier to monitor who’s in the office and who’s not. They help prevent disruptions and unexpected visitors from wandering into restricted or unauthorized areas.

Plus, when combined with cameras and video monitoring, you can see who may be attempting to access restricted spaces and when.

Allows for Timekeeping

Office badge systems are also increasingly being used to track employee time and attendance in the office. They provide a transparent record of entries and exits within the building or space.

Businesses can easily adjust their badge systems to support hybrid workspaces, too — which is especially useful since 5 in 10 employees now work in hybrid positions.

You can identify productivity trends based on location and performance and make necessary adjustments in real time.

What Kinds of Businesses Use Office Badge Systems?

Numerous businesses rely on office badge systems.

As mentioned, hybrid workplaces benefit from systems that support worker safety. They also need to adequately monitor how and when the space is used with top-notch workplace management software.

Offices in public buildings that are only open for certain hours, such as real estate or design firms, may use badges to give employees access after hours or on weekends.

Those with a high volume of employees, including a mix of full-time, part-time, and hybrid workers, might also benefit from access badge systems to reduce the burden of employee monitoring.

Businesses that highly value security, whether due to clientele or business type, also lean on badge systems. For example, 97% of public schools in the US control access to their buildings using office badge systems.

The bottom line? An office badge system may be necessary if your business requires enhanced security, supports a mix of employee schedules, or monitors a high volume of visitors or deliveries.

Elevate Your Workplace With OfficeRnD Workplace

Office badge systems increase a workplace’s security, efficiency, and visibility. These systems are also increasingly used to monitor employee attendance — a necessity for supporting hybrid workforces.

FAQ

How Much Does a Badge System Cost?

The cost of a badge system varies widely. It depends, in part, on the size of the building, the number of entry points, the number of employees, and the level of security needed. Most standard estimates range from $1,000 to $4,000 per access point.

What Is Badging System Software?

Businesses use badging system software to create employee ID badges. You input necessary information, such as an employee’s name, photograph, department, and security clearance, to create cards that give employees access to certain areas. This software also allows you to create temporary or visitor badges.

How Does a Badge System Address Cyber Security?

Scannable ID badge systems pose a security risk if a badge is photographed or stolen. QR codes can be easily duplicated, allowing unauthorized visitors into buildings or sensitive workspaces. You can reduce the risks by educating your employees on cybersecurity, including the necessary steps to secure their badges when offsite.