Cyberthreats are growing more sophisticated as digital endpoints across organizations multiply, heightening security risks. In response, many organizations are requiring their system users to create longer, more complex passwords and update them more often.

It’s an imperfect solution that introduces friction for users who must remember and type out lengthy passwords multiple times per day. IT administrators also face heavier workloads from fielding lockout and lost password help requests. These pressures only intensify as organizations grow. Alternatives like proximity badges or swipe cards remove some of this burden but leave the door open to security threats when cards are lost or stolen.

In contrast, mobile access control systems offer a seamless, secure and easy way to manage access that reduces the operational burden on both users and system administrators. Read on for an in-depth look at the many benefits of authentication systems that use mobile credentials.

 

What is a mobile authentication system?

 

A mobile authentication system is a security solution that verifies the identity of a user attempting to access a system or service using a mobile device. It ensures that every user has a trusted digital identity and the right level of access to endpoints across an organization.

Instead of using a password, PIN or physical badge to authenticate a user’s identity, mobile authentication systems rely on mobile credentials, such as a digital badge stored in a smartphone’s digital wallet. For example, employees can simply tap their secure digital badge to a reader to access a computer or shared workstation rather than entering a password.

Users can use the same mobile credential to securely authenticate onto multiple endpoints, such as a secure print station, VPN or cloud-based server. As a result, users don’t need to remember multiple passwords, which eliminates the need to frequently update or reset passwords. It also removes the temptation to reuse passwords across multiple applications.

Besides adding convenience, reducing reliance on passwords can significantly strengthen security: In cyberattacks that target an organization’s most exposed infrastructure (or Basic Web Application Attacks), more than 80% of successful breaches are attributed to stolen passwords and credentials.

 

What is a mobile authentication system?

 

Besides mobile authentication’s advantages over passwords and other access control methods, there are plenty of other reasons to consider making the switch to mobile credentials. In fact, 73% of access control end users and industry partners say mobile IDs are a top security and identity trend for 2024.

 

Heightened security

 

Mobile wallets leverage the privacy and security features built into smartphones and smartwatches, including using facial recognition technology (e.g., FaceID). This makes mobile credentials less likely to be hacked and reduces the risk of unauthorized use. According to a recent rf IDEAS survey, nearly half (47%) of respondents said higher security was a top reason they chose to implement mobile access control.

 

Reduced IT support burden

 

Besides reducing password support requests, using mobile credentials also saves IT teams the hassle of printing physical badges. With mobile credentials, they can instead remotely streamline credential distribution and management across the entire ecosystem. In our survey, 39% of respondents said the fact that mobile access control is simpler to manage is a top reason their organization adopted it.

 

Improved user experience

 

Many smartphone users appreciate the ease and security of digital wallets for storing payment cards, airline boarding passes and concert tickets. Mobile authentication solutions bring the same ease and convenience to workplace settings. Plus, users are unlikely to forget their phones at home or leave them unattended. Meanwhile, physical badges are easily misplaced or forgotten, which can significantly disrupt a user’s workday.

 

Scalability and flexibility

 

Mobile credential readers can be deployed alongside various endpoints and platforms, providing a flexible solution that adapts to the changing needs of your business. This adaptability ensures that new employees, devices and applications can be seamlessly integrated into the existing security framework without significant disruptions or additional costs. Furthermore, the ability to manage and update credentials remotely simplifies the administration process, making it easier to maintain high security standards across a growing enterprise.

 

Cost savings

 

By preventing data breaches and unauthorized access, mobile authentication solutions help organizations mitigate potential revenue losses due to downtime, which can be significant. In 2024, the average lost business cost from a data breach, including downtime, rose to $1.47 million, up 11% from 2023.

Additionally, mobile credentials eliminate the cost of provisioning and shipping physical ID badges — fees that multiply when badges are lost or stolen and need to be replaced. Along with decreased IT support requirements, these savings help lower the total cost of ownership of your access control system.

 

Future-proofing

 

Mobile authentication aligns with the trend towards mobile-first strategies and prepares organizations for future advancements in authentication technologies such as biometrics, blockchain and AI-driven security protocols. By embracing mobile access control now, companies not only streamline their current access management processes but also future-proof their security infrastructure, making it adaptable to the rapid pace of technological change. This forward-thinking strategy positions organizations to respond swiftly to evolving security threats and regulatory requirements, maintaining a competitive edge in an increasingly digital world.

 

Top use cases for mobile credential authentication

 

Mobile authentication streamlines access control across a range of endpoints and applications. Many organizations find that when making the switch to mobile authentication solutions, it’s preferable to start with one high-impact use case and gradually add others as users adjust to the new system. Often, adoption begins with physical access control, such as using a mobile credential to grant access to interior or exterior doors, elevators or parking garages. However, the same credential can be used for logical access applications, extending the ROI of your mobile authentication system.

 

Single sign-on (SSO)

 

SSO allows users to access multiple applications and systems with a single set of credentials. Mobile authentication enhances SSO by providing a secure and convenient way for users to verify their identity using their mobile devices. This simplifies the login process while reducing the risk of password fatigue and security breaches.

 

Secure print management

 

With secure print management, employees can use their mobile devices to authenticate and release print jobs, reducing the risk of sensitive information being left unattended on printers. This enhances document security, helps organizations comply with data protection regulations and reduces paper waste and unnecessary printing.

 

Attendance tracking and time management

 

Mobile authentication simplifies attendance tracking and time management by allowing employees to clock in and out using mobile credentials, leading to more accurate timekeeping, reducing the likelihood of time fraud or theft and streamlining payroll processing.

 

Cashless vending

 

Mobile authentication enables secure and convenient cashless transactions in your cafeteria and at self-serve kiosks and vending machines. Employees and students at colleges and universities can use their mobile devices to authenticate and make purchases without the need for cash or cards, speeding up transactions to keep lines moving during precious breaks.

 

Visitor management

 

When visitors can authenticate their identities using their mobile devices, they don’t need to go through the hassle of manual check-ins and carrying physical ID badges. Using mobile authentication for visitor management establishes an accurate visitor log that you can easily turn to should security and accountability concerns arise.

 

 

High value asset tracking

 

Mobile credentials offer employees a convenient way to check out IT equipment or devices from tool cribs or asset lockers. This ensures high-value assets are consistently accounted for and helps designate responsible parties in case of loss or theft. The mobile authentication system records each transaction, providing a clear audit trail of who checked out each asset and when.

 

Space management

 

With mobile credentials, employees can easily use their smartphones to book and access shared spaces like conference rooms or workstations. This system reduces scheduling conflicts while eliminating the need for manual reservations and physical keys. Additionally, it provides an accurate log of space usage, helping facility managers optimize the allocation of resources and improve overall office productivity.

 

Types of mobile authentication credentials

Mobile authentication credentials come in various forms, each offering unique advantages and capabilities. Understanding the different types of mobile credentials can help organizations choose the most suitable option for their security needs.

 

NFC

 

Near field communication (NFC) technology allows for secure, short-range communication between devices. It enables a user to authenticate their identity by simply tapping their mobile device against an NFC reader — think using a digital wallet to make an in-store purchase or verify event entry.

 

BLE

 

Bluetooth® low energy (BLE) technology facilitates communication between devices over a greater range than NFC, typically a distance of about 10 meters. This allows for more flexibility, and also makes BLE useful for mustering scenarios in industrial settings where it’s essential to swiftly and accurately determine all employees’ locations during emergencies. To protect against unauthorized access and spoofing attempts, BLE credentials offer robust security features like encryption and frequent signal changes.

 

How to implement a mobile authentication system

For many organizations, mobile solutions are compatible with existing access control infrastructure, making migrating to mobile authentication a seamless process. But even in scenarios where a larger system replacement is necessary, the investment is well worth it to ensure your access control system is flexible enough to grow with the organization and accommodate evolving needs.

In both cases, the path to adopting mobile authentication includes the same basic steps:

 

  1. Assess use cases: Identify areas where mobile access control can benefit your organization in the short and long term and decide which you’ll prioritize first in your mobile authentication rollout.
  2. Choose your credential type: Determine whether your needs will be best served by NFC credentials, BLE credentials or a mix of both.
  3. Integrate with existing systems: Ensure that mobile authentication methods integrate seamlessly with existing IT infrastructure and applications by selecting flexible mobile credential readers that support multiple credential types and use cases.
  4. Provide user training: Ensure a smooth rollout by educating users on how to use mobile credentials as well as the security and convenience benefits they provide.
  5. Maintain and update the system: Stay on top of software updates and routine maintenance to ensure your system remains impervious to emerging threats and vulnerabilities. This is something your mobile access control partner should be able to support.

 

Level up access control across your organization with mobile authentication solutions from rf IDEAS

 

Access control measures should make it harder for bad actors to gain access to systems and endpoints — not introduce challenges for employees trying to get work done. Mobile authentication solutions reduce friction for your authorized users, ensuring your operations run smoothly and remain compliant with regulatory requirements.

With rf IDEAS’ mobile credential readers and guidance from our technical implementation experts, you can shore up security across your organization with a flexible, robust solution tailored to your unique business needs.

Reach out to discuss how rf IDEAS’ mobile credential readers can work alongside your current systems to eliminate security gaps and streamline operations across your organization.

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