In spring 2024, Rochester Hills Public Library (RHPL) partnered with LocalHop to transform its room booking system. Faced with increasing administrative demands and outdated access control, the library needed a solution that would automate operations, reduce workloads, and enhance patron experiences. With LocalHop’s room reservation software integrated into Openpath’s secure access system, the project delivered measurable improvements in efficiency, security, and community engagement.
Reduced Administrative Workloads and Improved Efficiency
The library saw a significant reduction in front desk workloads by automating room reservations and eliminating manual check-ins. Staff were freed to focus on higher-value tasks, improving operations and service to patrons.
LocalHop implemented its room reservation software to allow patrons to book rooms online without requiring staff involvement. Each confirmed reservation generated a unique PIN, sent via email, allowing users secure access only during their designated time. The system also added setup and breakdown buffers automatically, ensuring smooth transitions between reservations. RHPL could now manage multiple locations and equipment rentals seamlessly through one dashboard, minimizing administrative bottlenecks.
Library staff reported higher efficiency and better workflow following the implementation, with patrons easily navigating the self-service reservation process.
Enhanced Security with Automated Access Control
RHPL replaced its outdated Honeywell system with PIN-protected door access, improving security and ensuring that rooms remained locked until an approved reservation was active.
LocalHop integrated its reservation system with Openpath’s access control, automating door access. Each time a room was reserved, the system generated a PIN unique to the booking and linked it to the patron’s email. Patrons could now access rooms directly with minimal staff involvement, ensuring a more secure and efficient process. LocalHop also configured exit reminders to notify patrons five minutes before their booking ended, helping maintain smooth handovers between users.
The new system provided both security and convenience, empowering patrons to use library spaces independently without compromising control. RHPL’s timely exit notifications minimized delays, keeping rooms available for other users on schedule.
“The new doors have significantly improved our workflow at the library. The staff upstairs are especially appreciative of the LocalHop integration. In fact, they are now eagerly requesting the same access for our conference rooms.”
– Derek, RHPL IT Department
Cost Savings Through Active User Management
The library reduced operational costs by automating the management of active users. RHPL kept its billing under control by ensuring only necessary users remained active in the system.
To manage costs, LocalHop developed a daily cron job that automatically deactivated users without future reservations. This feature ensured RHPL’s user count stayed within Avigilon’s billing limits, minimizing costs while maintaining system efficiency.
The automated deactivation saved RHPL from unnecessary expenses, demonstrating how LocalHop’s solution optimized not only processes but also financial management.
Streamlined Implementation and Smooth Rollout
RHPL successfully transitioned to the new system with minimal disruptions, ensuring both staff and patrons adapted smoothly.
The library adopted a phased rollout strategy, starting with three rooms for the first week. This approach gave both staff and patrons time to familiarize themselves with the new system, allowing the team to resolve minor issues before expanding to all 18 rooms. LocalHop also provided internal process diagrams to map the interactions between the reservation system and Openpath, helping the team understand and troubleshoot the integration effectively.
The phased rollout minimized disruptions, resulting in a smooth transition across the library’s spaces. Staff and patrons embraced the system quickly, setting the stage for expanded use across conference rooms and additional facilities.
Better Patron Experience and Community Engagement
The new system empowered patrons to access library resources independently and seamlessly, enhancing their experience and encouraging more community participation.
With LocalHop’s self-service platform, patrons could book spaces, receive PINs, and access rooms on their own, all without front desk assistance. The system’s integration with equipment rentals and custom pricing options also allowed RHPL to manage room rentals efficiently while generating revenue to support library programs. Real-time reporting tools provided insights into room and resource usage, helping the library optimize its operations further.
The improved ease of access led to higher satisfaction among patrons and increased engagement in library events. The ability to manage multiple locations and bookings efficiently created a positive experience for both visitors and staff, cementing RHPL’s reputation as a well-organized, community-focused institution.
Conclusion
The partnership between Rochester Hills Public Library and LocalHop exemplifies how thoughtful integration of technology can transform operations and enhance public service. By combining automated room reservations, secure access control, and efficient user management, RHPL achieved measurable improvements in efficiency, security, and patron satisfaction.
Curious about our room locks partnership or room reservation software? Book a demo and sign up with LocalHop today.
