Modernizing Keyless Access: From Desktop Tools to a Cloud-Ready Portal

Cloud portal

INDUSTRY

PropTech / Physical Security / IoT

PROJECT DURATION

Ongoing

LOCATION

Germany

CLUTCH REVIEW

5

Client Overview

For years, this engineering leader’s software lagged behind its cutting-edge hardware. Configuration tools lived on Windows desktops, required specialist training, and offered little insight into day-to-day door usage. Preparing a new facility could take days of spreadsheet imports and VPN calls.

During a competitive tender, we demonstrated a Double Diamond design process, to prove faster innovation cycles and sharper user insight. By coupling AI-assisted persona research with intensive user-story mapping workshops, the team uncovered the real heroes of access control: overstretched facility managers who just want every badge, door, and audit trail in one place.

Organization Outcome

Before the solution, onboarding buildings took days, licenses required support tickets, and scaling beyond a few thousand locks strained the system.

 

After the solution, setup takes under an hour, licenses are issued instantly via self-service, and the platform scales seamlessly to tens of thousands of locks.

Organization Outcome table

The challenge

The client was facing several key obstacles:

  • Fragmented UX - Legacy apps grew feature-heavy and inconsistent.
  • Innovation risk - Internal teams lacked Double Diamond experience.
  • Accessibility clock - Upcoming EU directives demand readable fonts, contrast, and keyboard navigation.
  • On-prem legacy - Installed base expects offline deployment, while new customers prefer cloud.
  • Regulated data - Labor-union rules forbid exposing individual door logs; reports must aggregate by zone.

Our solution

  1. Double Diamond Discovery
 AI-guided persona clustering distilled facility managers, installers, and security auditors into three mental-model groups, highlighting pain points and motivations.


  2. User-Story Mapping Sprint
 In a cross-team Scrum-of-Scrums, we mapped every journey - from ordering a license to revoking a badge - building consensus across hardware, firmware, and web squads.


  3. Accessibility-First UI
 Typography, contrast ratios, and component spacing meet WCAG 2.2-AA today, de-risking future EU mandates. A custom Figma library ensures every new screen passes automated checks.


  4. API Blueprint & Third-Party Integrations
 Public REST endpoints expose door status, audit logs, and credential issuance to partner apps; internal refinement sessions turn raw requirements from the core web team into consumable stories.


  5. Super-Admin Application
 A companion app handles multi-tenant onboarding, license lifecycle, and device provisioning - laying the groundwork for a subscription-based customer portal.
  6. Incremental Releases
 Every sprint ends with a shippable build, smoke-tested by the client’s QA team and demoed to stakeholders - maintaining velocity without huge spec drops.
Infographic

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