The digital doorman

Especially in complex office buildings, a flexible access control is indispensable. The requirements for reliability, intuition and clarity of a float management software are high, so the showcase of MAXIMAGO focuses on the optimal efficiency of the most necessary functions.

The challenge: the unknown visitor

Public transport always poses a security risk for companies: From employees, freelancers, visitors to external service providers, such as cleaning staff and parcel messengers, a great many people flow through the offices every day. It is therefore essential for security staff to be able to control and limit access possibilities efficiently and precisely.

This showcase consists of a multi-storey office building with offices of the most different security levels, some of which are only accessible accompanied. Our user surveys have raised several challenges for the User Experience Engineers: Security managers must be able to free up space quickly and reliably, in critical situations in particular, the software must provide sufficient help to save lives. The access control shall be precise and easily identifiable.

Ein schwarz gekleideter Mann, dessen Kopf abgeschnitten ist, schließt eine Glastür. Im Hintergrund geht die Sonne unter.

The solution: flexible rights systems

A distraction-free access authorization system must be reduced to two displays: “Person may enter the room” and person may not enter the room”. For this, there is a simple mental model from color psychology: green and red. In addition, a clear icon system takes account of accessibility, so that even colour-blind employees can use the system without problems.

When registering a visitor or employee, the security employee can simply switch the accredited rooms from red to green with a finger tip. For example, visitors can enter the conference room, but the server room is reserved for IT staff and service providers. In addition, visitor badges may be used to block entire floors by elevator control.

The registration system for staff has also been simplified: project group assignments allow working groups to access conference rooms, without having to touch each employee card individually – the same applies to fixed units and departments. Those who visit the building regularly, such as cleaners, also receive temporary and repeatable access rights: they can enter rooms only during their working hours.

The UX engineers of MAXIMAGO have reduced the administrative effort by using a clever idea in access control: instead of individual doors, the software user locks and opens entire rooms, regardless of the number of doors. From the inside, the doors can only be opened if the user has the right to use the area. This also ensures conference rooms with multiple access possibilities within a few seconds.

Automatic camera function

The app for smartphones informs the security employee via push-message about possible security breaches, for instance, when a visitor attempts to enter a blocked room with his security card – that means the night watchman is always informed about it during inspection. In the event of a security breach, the area of the unauthorized entry attempt is marked in colour, in addition the tool automatically fades in the image of the closest surveillance camera in order to detect the offender.

Even in emergencies, the software supports security personnel and rescue units: in emergencies such as fire, the software reveals the last location of the accredited visitors and thus supports the fire brigade in the search for missing persons.


The project highlights put in a nutshell:

  • Absolute reduction to a few colors and even fewer functions allows complete concentration on fast configuration of access control

  • Simple to configure: employees can be grouped to assign access rights

  • Rooms instead of doors: authorizations are assigned for rooms not for doors

  • Absolutely mobile: During inspections the security employee is informed about security breaches on his cell phone

  • Absolutely mobile II: Configuration of access rights is possible via a mobile device