How To Choose The Best Key Entry System For Your Hostel


Hostel Key Entry System

Did you know that choosing the right key entry system can save you thousands of dollars in the long-run?

Especially when you’re starting out you’ll be confronted with the question about how you grant access to your hostel and your guests’ rooms.

But which key entry system should you choose?

Let’s dig in.

How To Choose The Best Key Entry System For Your Hostel

There are basically three different key systems you can choose from for your hostel.

Understanding how they work and what the advantages and drawbacks are is the basis for making the right decision.

Hostel Key Entry System Comparison

Let’s take a closer look at how they work and what benefits they entail.

#1 Traditional Metal Key System

A traditional key system is typically the one you’re most familiar with. It’s still the standard for private homes and is often used in hostels as well.

Guests can access your hostel and their room by using a corresponding metal key.

Hostel Traditional Key Entry System

PRO

  • Immune to computer hacking
  • Low installation costs
  • High reliability

CON

  • Less secure: can be easily duplicated at a local hardware shop for a few bucks. Replacing the cylinders is the only way to maintain the level of security but comes with a juicy price tag
  • Most expensive type of key
  • Physical key: Guests have to take it wherever they go, can lock themselves out, and lose it easily
  • High running costs due to many lost keys. Can be compensated with a key deposit which adds more administration work

Additional note on key deposits:

A common magnitude for key deposits is between $10-20. That said, many small hostels find the logistics of a key deposit to be very difficult.

Since most smaller hostels can’t offer a 24/7 front desk, guests who leave early might not have the opportunity to get the deposit back. Hence, some hostels who tried to implement a key deposit switched back to the “honor system” after a few weeks.

Vikki Matsis, manager of the NotSo Hostel in Charleston, USA, and author of “Inside an American Hostel” (recommended read) experienced this first-hand.

In her book, she says that she spends about $300 every year for replacing keys. Each of her key costs about $2. According to TripAdvisor,3 her hostel has a capacity of 21 rooms. [Source]

If you do the math, you come to the conclusion that around 7 keys get lost per room every year! Phew, that’s a lot! It also means additional administration to always have enough keys at hand and messaging the guests to bring the keys back.

All in all, a key deposit is not as easy as it might sound. 

TheHostelHelper’s Recommendation

Since the installation costs are pretty low, a traditional metal key system is most suitable for small hostels (< 40 beds). Especially if you’re located in a rural area where security isn’t a big issue, you can greatly benefit from this “old school” system.

Just make sure you have a system in place for counting your keys (e.g. a spreadsheet). There’s nothing more embarrassing than realizing that there are no keys available while in the process of checking in your guest.

That said, the bigger your hostel is the higher the costs for replacing the keys and organizing key deposits. There will come a point when other systems will be more efficient. More on that later.

#2 Keypad System

As the name implies, these systems typically work with a predetermined access code that people punch into the keypad. There are mechanical (no batteries or electricity required) and electronic keypad systems.

That said, mechanical locks only allow for one code and hence are typically not suitable for hostels.

PRO

  • No physical key required: guests don’t have to wear a key and thus can’t lose it. Hence, no extra organization for key replacements or deposits
  • Convenient: no searching for keys or fidgeting at the door

CON

  • To maintain security, you’ll have to change the code weekly or at least monthly. As long as the same code applies, previous guests can enter your establishment
  • Your access code can be easily shared with hundreds of people
  • Can potentially be hacked since a digital system is in use
  • “Shoulder surfing” possible: people could look over someone else’s shoulder while they enter the code into the keypad
  • People have to remember a code. Now think of your drunk party animals – will they remember their code at 3 am?

A more advanced form of keypad systems is a fingerprint lock. Instead of punching in a code you have to press your thumb against a biometric reader. Since your fingerprint is unique, it’s the most secure form of access control.

If you watch the same movies like me, you’ve probably seen this technology most often in action movies, when the villains cut off someone’s thumb in order to…..okay, enough 😅

As cool as it might sound, this technology comes with a huge price tag. Furthermore, some people have privacy concerns when getting fingerprinted which can cause further issues.

TheHostelHelper’s Recommendation

Since keypad systems don’t require a physical key, they’re best suited for large areas that you want all your guests to have access to (e.g. a front door, pool area, common rooms, etc.).

One hostel owner learned this the hard way by installing a traditional key system for the outer door before switching to a keypad system. In my survey about the worst investment hostel managers ever made, he ranked this on place 1. 

A keypad system is especially great for late check-ins after staff hours to send people an email with the code and instructions on how to find their room key. However, the low security makes it not the best choice for general room access.

Whenever you change the code on your keypad system, make sure everyone will get notified! A simple sign with “New Code! Take A Photo Of Me!” can do wonders.

Lastly, using a fingerprint system in a hostel is like offering a pickup service in a Lamborghini. Nice, but maybe a little too much. 

#3 Keycard System

Keycard systems work with an electrically-powered door that grants access through a keycard. The keycards can be easily programmed through a software and a corresponding device.

Hostel Keycard Entry System

PRO

  • Handy and lightweight: fits in a wallet or credit card holder
  • Inexpensive to replace (= low running costs)
  • High security: Can be programmed to delete access after checkout time and deny access to specific rooms (e.g. kitchen) after a certain time. Furthermore, you can check the history of who opened the door at what time in case of emergencies (e.g. criminal acts like theft)
  • A customized card can be used for branding, advertisement and as a souvenir
  • Each card can be programmed to access several doors (e.g. front door, private room, locker, free breakfast area, etc.)

CON

  • Physical key: Guests have to take it wherever they go, can lock themselves out, and lose it easily
  • High installation costs
  • Electrical card reader can get broken but any good system comes with an emergency opening option

Hostel manager and author Vikki Matsis further explains in her book that even her small hostel with around 21 rooms could have profited from switching to a keycard system: 

“Considering the amount of money I have spent, I could have bought digital locks and put them on each door and be able to change the code much more easily than having to replace locks.”

Depending on the actual system, you can access a door in two different ways:

  • 1) Swiping or inserting your card (“magnetic stripe card system”)
  • 2) Tapping your card (“RFID key system”)

Both systems entail unique advantages and disadvantages. Therefore, let’s dig a bit deeper.

Magnetic Stripe Card System vs. RFID Key System

To open a door with a magnetic stripe card you either need to insert the card into a card reader or swipe it through.

RFID stands for Radio Frequency IDentification and uses tiny radio waves to read your card. It’s also known as “proximity card” or “chip card” and has been around for quite some time.

Ever set off an alarm when leaving Target? – That’s RFID at work. Retail stores commonly use it to prevent shoplifting.

Did you receive a key fob from your local gym to enter the facility? – Again, that’s RFID at work.

Hostel Magnetic Stripe Card System vs. RFID Key System

Magnetic Stripe Card

PRO

  • Slightly Cheaper

CON

  • Unreliable: Magnetic stripes are prone to get damaged or dirty which makes them unreadable – especially when they come in contact with magnets. We’ve all experienced that one card that needed to be swiped ten times until it worked, right?
  • Less secure: magnetic keycards can be easily copied by simple $10 devices
  • You have to get them out of your wallet or pocket to use it

RFID Keycard

PRO

  • More handy: Works within 4 inches (~10 cm) range
  • Remote deactivation capability: If someone lost their card, you can remotely deactivate it (more secure)
  • Difficult to copy and hack → a radio signal can’t be copied
  • Not limited to a card: can come as a key fob or bracelet
  • Smartphones can be programmed through an app to give access

CON

  • Tend to be more expensive

And the clear winner is…

Magnetic Stripe Card System vs. RFID Key System Hostel

TheHostelHelper’s Recommendation

Since keycard systems require higher installation costs, they’re rather a solution for medium (40-80 beds) to large hostels (>80 beds).

The bigger your hostel and the higher the crime in your area the more you profit from the economies of scale by using a keycard system.

That said, small hostels can also profit financially from a keycard system in the long run since replacing the cylinder lock is costly. 

If you decide to use a keycard system, I highly recommend you stick to an RFID key system. They are not only more convenient for guests but also save you from unnecessary headaches when magnetic cards get broken in the middle of the night.

I haven’t met a hostel owner yet who regrets installing an RFID key system, but I did come across several managers who regret choosing the traditional key system only to switch within a few months.

Additional tip: Have a second card-programming device as a backup. Otherwise, if your front desk computer dies on Saturday, you’re unable to check-in guests until Monday!

If you’ve opted for a keycard system, you might wonder: How much will it actually cost? And where you can get one? 

How To Get A Keycard System For Your Hostel

Let’s start with the part you’re probably most interested in.

Keycard System Costs

The actual costs of your keycard system mainly consist of 3 components:

  • 1) Installation costs: It’s cheaper to install them in a new door than to replace old locks.

  • 2) Software & programming devices costs: In order to program your cards you need a software and an encoding machine. Depending on the provider the costs might be either subscription-based or a one-time fee.

  • 3) Door lock costs: If you opt for a standard, non-fancy version you will probably pay something around 150-250 USD per lock. However, there are massive differences between the suppliers and the actual models. In general, the more locks you buy the lower the price per lock will be (“economies of scale”).

Since all three factors are highly dependent upon your individual hostel, it’s not possible to give you exact prices.

In fact, I’ve been in contact with eight different companies and all told the same story. They can’t even give price ranges – that’s the kind of variety we’re talking about.

Costs Keycard Entry System Hostel

Keycard System Supplier

The major challenge of finding a suitable keycard supplier is that most cater to hotels. Hence, their systems are programmed towards rooms instead of single beds. However, there are a few companies that also offer solutions for hostels.

By far the most well-known supplier among hostel owners is called “ASSA ABLOY Global Solutions”. If this name sounds unfamiliar, you might have heard the name “VingCard Elsafe”. These two companies have merged in 2015 and VingCard Elsafe is now a product brand within ASSA Abloy.

Their keycard system VingCard Classic RFID is the most popular among hostel owners and the corresponding software is called “Vision”.

Another well-established keycard system supplier is Häfele. Their keycard system is called Dialock.

Both operate globally. However, some hostel managers found ASSA ABLOY to be the cheaper option. Hence, I recommend you get a quote from both of them.

Note that I do not have any relationship with these companies. I am NOT an affiliate and I do not have any advantage if you opt for one of the two companies.

The primary reason why I limited my recommendation on two companies is that I know several hostel managers who actually use their system and further recommend it. 

Costs Keycard Entry System Hostel

How Does It Work?

The first step is to contact the company. They’ll ask you for specific information and will generate a quote. If you decide in favor of them, it’s a matter of

  • a) scheduling the delivery of the locks as well as
  • b) scheduling the installation.

They typically stock all their locks to ensure fast deliverability. 

The actual installation is the longest part of the process. It’s easy to do when you’re starting a new hostel and haven’t opened your doors yet. However, installing the locks during a time when you accommodate guests demands further planning.

Typically, each door can take anywhere from 30 minutes to 1 hour depending on if the mortise needs to be cut. Exchanging locks takes longer than installing new ones right from the start. 

Okay, now you’re ready to go! Let’s quickly summarize what we’ve covered.

Conclusion: Hostel Key Entry System Matrix

Hostel Key Entry System Matrix

STOP! 🤚

Before you leave: Answer this quick question and help our community.

Which key entry system did you decide upon for your hostel and why?

Share your opinion in the comment section below!

P.S. People who read this article were also interested in my guide about how to create the perfect hostel bedrooms.

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Kevin

Kevin is the founder of TheHostelHelper and a former German engineer in his late twenties. In the middle of his grad school studies, he started a consulting business and broke several branch records within the first six months… until he finally quit this venture to pursue his passion for hostels. Kevin is known for his super black humor – yet, super black might still be an understatement. He also LOVES dogs and drinks too much coffee. When he’s not obsessing about hostel topics you’re likely to find him at the gym – where the heavy weights are.

17 thoughts on “How To Choose The Best Key Entry System For Your Hostel

  1. keypad for the front door has done wonders for us.
    really recommend it!
    we’ve exactly 40 beds… I might get in touch with vingcard…. read about them on forums as well

    1. Hi Amanda,
      thanks for your comment!
      I’ve heard several other hostel owners say the same thing about the keypad.
      – Kevin

  2. I agree with the keycards. I’m managing two different hostels and the one with keycards causes way less issues than the one without it!
    It’s more expensive in the beginning, but it’ll pay off soon.

    1. Hi Dale,
      thanks for sharing!
      It must be great to be able to compare two different hostels.
      That’s A/B split testing in perfection 😋
      – Kevin

  3. We chose the keycard system for our new hostel in Switzerland (110 beds). We’re currently integrating an app that allows travelers to check-in, change their room temperature, … and open doors.
    I’ve seen that during my trip in Japan and I loved it!

  4. I agree. Keycards with chips are the way to go.
    And I’d even say that they already can be profitable at around 25 beds… it’s just a matter of how long you plan to operate your hostel in my opinion.

  5. I see the practical aspects of having a keycard system. However, I somehow feel like a traditional key is more personal and more “home-like” compared to the alternatives.
    After all, some keys really look beautiful.

    1. Good point, Eugene.
      I agree that a keycard indeed feels less “home-like”.
      However, keycards can look awesome as well if they are customized.
      – Kevin

  6. We use mechanical padlocks for the reception and the front door. It works great and we never had any security issues. I somehow don’t trust electric locks.

    1. Hi Louis,
      I can understand your mistrust in electric locks.
      However, the good news is that all good systems have an emergency key so that you can open it manually even when the electric systems fail 🙂
      – Kevin

  7. We use normal keys and have $20 key deposit (cash). The only concern I had was that we have plenty of cash at the reception… but it has never been an issue and our staff never took any of it. We can even increase our revenue slightly through the profit of a lost key (which happens once every 2 weeks on average) 😛

    1. Hi Andrea,
      that’s an interesting perspective.
      I’ve never looked at key deposits as a way to increase revenue!
      – Kevin

  8. We use all three systems in our hostel:
    – traditional keys for rooms that are not accessible for guests
    – keypads for luggage room & front door
    – chip cards for bedroom doors
    And it works great!

  9. Like!! I blog frequently and I really thank you for your content. The article has truly peaked my interest.

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