The benefits of access digitalization for the education sector
Schools, colleges and universities almost everywhere look to upgrade security management while preserving their openness. The sector’s access challenges are many and complex. Most importantly, institutions must protect people, property and data while simultaneously enabling the free movement of staff, students and visitors.
In addition, budgets are tight and in a digital world, expectations for user-experience are high. The right access management strategy must reconcile safety, efficiency and cost-effectiveness. When implemented in a tailor-made way, appropriately to the setting, it can benefit daily operations, as the real-world case studies discussed below show.
Another common challenge in the education sector: sites always have multiple user-groups with different access needs and schedules which shift constantly. Staff, students, contractors and other external users share the same spaces at different times of day. At sites which still rely on mechanical key solutions, often across large estates, management can be complex and time-consuming.
The problem and risks of lost keys
Lost or duplicated physical keys can expose entire premises to risk and require expensive rekeying. Manually updating access permissions for thousands of users is inefficient. Outdated systems and protocols may make it difficult to monitor who is on site, or to coordinate a rapid lockdown in an emergency.
To meet all these challenges, facilities teams increasingly seek intelligent access solutions which offer real-time visibility, centralized control and reduced maintenance. Education’s increasingly digital-native user-group expects digital convenience, including mobile keys. A well-chosen system delivers this.
Recent data underlines the urgency of a more connected approach to access. UK universities, for example, are at high risk of cyber breach, with perhaps millions of stolen credentials circulating on the dark web.
Such weaknesses illustrate a growing hybrid threat. If a single credential can both open doors and provide access to in-house networks, its compromise endangers the institution’s operations and reputation. To mitigate these risks, mobile digital credentials – instantly revocable, amendable and traceable – can help estates managers to close this security gap.
The solution is digitalizing your access
Access digitalization offers a big step forward. ASSA ABLOY has extensive experience in digitalizing access management for educational buildings, helping these institutions to create a secure, safe and convenient environment for students, teachers and visitors.
A vast range of ASSA ABLOY digital solutions can protect people and valuable assets from the perimeter right into the heart of a building, all the way to digital locking for server racks which integrates seamlessly with almost any access management software. Schools and universities can choose to manage access rights on-premise, via a secure cloud, or with a choice of Software as a Service packages.
For security and facilities managers, programmable locks and credentials boost the responsiveness and efficiency of access management. Lost or stolen cards can be deactivated with a click, preventing unauthorized entry without the expense and hassle of new hardware. Rights are issued, amended or withdrawn remotely, and backed by a full, verifiable audit trail.
Digital access also enhances workflow flexibility. Smartphone or smart-card credentials may be configured for specific areas and/or time windows, supporting after-hours study or revenue-generating room rentals, while maintaining control, for example.
Facilities managers gain oversight across multiple buildings and can administer access off-site through intuitive software. The outcome is safer, more adaptable premises and a significant reduction in administrative effort – and therefore, costs.
For staff and students, the convenience and security of a digital credential gives them the peace of mind to move around in safety and comfort.
Access digitalization and the new compliance landscape
European standards and regulation also support the digital shift. EN/IEC 60839 sets functional and interoperability requirements for digital access systems, while EN 179 and EN 1125 specify safe egress for emergency exits.
GDPR ensures personal and credential data are handled transparently, and biometric use is governed by national consent laws such as France’s CNIL or the UK Protection of Freedoms Act.
In addition, the access management implications of the NIS2 Directive impact many academic research locations, obliging them to strengthen both digital and physical protections in line with the directive’s “all-hazards” approach to connected security. Institutions which fail to comply are at risk of significant financial penalties.
In this regulatory environment, investment to meet these evolving challenges is building. The European school and campus security market was valued at around EUR 0.92 billion in 2025, and continues to expand as educational facilities modernize and further digitalize access.
Access digitalization: three real-world cases
1. Real-time access management for user safety
For The Camp, a business-education provider based near Aix-en-Provence, France, security had to match its culture of innovation. Their site has offices, event areas, kitchens and on-site accommodation operating around the clock. Safety for a constantly changing population of residents and visitors required an access system able to adapt in real time.
Aperio® wireless access devices are integrated with TIL Technologies’ platform to simplify management of access to the entire campus from a single interface. Permissions are updated instantly as staff, students and guests arrive or depart. Lost credentials are cancelled and reissued on demand. Defined profiles segment access to areas such as meeting or server rooms, keeping valuable assets secure even during busy events.
Wireless devices also align with The Camp’s sustainability goals. Battery-powered operation reduces energy consumption compared with hard-wired systems and preserves the site’s architectural aesthetic. Security, flexibility and environmental responsibility work together.
2. Digitalizing to slash key management time
At Vejle Friskole in Denmark, maintaining mechanical keys would consume several hours each week. Lost keys caused disruption, and tracking who had access to which rooms was an onerous task.
The school installed SMARTair® wireless digital access system, an out-of-the-box solution managed with straightforward software. Each teacher and student carries a programmed fob with individual permissions. When a credential goes missing, administrators simply update digital rights, instead of changing cylinders – saving money and time.
This simple change has transformed daily administration. Security management now takes minutes rather than hours, freeing security staff time for other responsibilities. The system also supports flexible building use outside school hours, allowing safe access for events without adding workload or risk.
For smaller schools without dedicated security staff, SMARTair provides an accessible, easily scalable route to digitalization.
3. Major savings by cutting lost-key costs
In Villiers-le-Bel, near Paris, the financial impact of lost keys could run to thousands of euros per incident. Staff at the Municipal Technical Centre carried multiple keys for different sites; when one went missing, entire suites of locks needed replacement.
Administrators digitalized with CLIQ® electromechanical locking cylinders and programmable keys. Using the CLIQ Web Manager software, lost keys are now cancelled immediately and new permissions issued remotely. Each programmable key stores the user’s specific access rights, replacing dozens of physical keys with one secure, flexible credential.
The new system has reduced both cost and complexity. Staff no longer collect keys from a central office, and administrators monitor access across schools and other municipal buildings via a standard web browser. It enhances protection for sensitive sites while keeping the solution scalable and within budget.
Access digitalization supports education modernization
The education sector’s digital transition is accelerating, in both learning delivery and facilities management. Rapid change in access is being driven by a need for operational efficiency; national and regional regulations and compliance; and the fast-evolving risk landscape.
NIS2 adds further urgency specifically at universities where sensitive research is conducted.
Whether in a small primary school or a multi-site university, wireless and intelligent-key technologies enable cost-effective control across every opening. Hybrid cyber–physical threats highlight the importance of secure credential management, for example: Microsoft estimate that more than 40% of UK universities face attack on a weekly basis. Mobile digital credentials, quickly and remotely cancelled if lost or compromised, are one powerful defence.
Integrated, standards-based digital access at schools and universities across the EMEIA region can underpin not only compliance, but also the trust and flexibility essential to delivering education’s mission.
Learn more about Digital Access Solutions from ASSA ABLOY.
Make your access ready for what’s ahead
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