As universities expand their campuses and modernize facilities, the need for secure, efficient, and smart learning environments becomes more urgent. AV-equipped rooms—lecture halls, labs, and collaboration spaces—are central to delivering engaging and high-quality education. However, many institutions still face challenges managing who accesses these spaces and how the AV systems are used.

To solve these issues, one major university decided to integrate a modern AV Access Control System. With this technology, they gained not just security, but also automation, accountability, and simplified AV usage across the campus.

At XTEN-AV, we help institutions like this one design and deploy intelligent AV systems that work in harmony with access control. This blog highlights the journey of that university and how they turned their AV rooms into secure, streamlined environments for faculty and students.

The Problem: Unsecured AV Spaces and Equipment Misuse

Before the upgrade, the university’s AV rooms faced several common problems:

• Unrestricted access: Students and staff could enter lecture halls and labs anytime, even when not scheduled.

• Frequent equipment misuse: Projectors, microphones, and control panels were often left on, reconfigured, or tampered with.

• Lost time during classes: Faculty members spent valuable time setting up AV systems or calling IT for help.

• No usage tracking: There was no record of who used the rooms or for what purpose.

These issues not only disrupted teaching but also increased the cost of maintenance and energy consumption.

The Goal: Combine Security and AV Automation

To address these challenges, the university set clear objectives:

1. Control room access based on schedules and user roles

2. Prevent unauthorized AV system usage

3. Automate AV system activation based on faculty credentials

4. Track usage data for maintenance planning and resource allocation

The solution would come in the form of an advanced AV Access Control System that integrated user authentication with room-specific AV presets and automation.

The Solution Designed with XTEN-AV

The university collaborated with a professional AV integrator and used the XTEN-AV platform to plan and execute the new system. With the platform’s intelligent design tools, they:

• Mapped out each AV room on campus

• Defined user roles for faculty, students, and IT staff

• Selected compatible access readers, AV gear, and control processors

• Created diagrams and wiring layouts for installation

• Programmed room behavior based on access events

Every classroom, lab, and lecture hall was designed with automated control tied directly to access permissions.

What the New System Included

1. Access Control Devices
Card readers and mobile access scanners were installed at the entrances of all AV rooms. Only approved individuals—faculty and scheduled students—could unlock the doors.

2. Smart AV Equipment
Rooms were outfitted with displays, microphones, speakers, and control systems that supported automation. Equipment only powered on when an authorized person entered.

3. AV Automation Triggers
Faculty members were automatically greeted with their preferred AV setup once they entered a room. This included turning on displays, loading their presentation software, adjusting lighting, and connecting audio systems.

4. Usage Logs and Remote Monitoring
All room access and AV usage were tracked in real time. IT staff could monitor equipment remotely, review usage patterns, and detect technical issues without stepping foot in the room.

Use Case Examples

Lecture Halls

Professors could enter 15 minutes before class. The AV Access Control System automatically started the projector, lowered the screen, adjusted lighting, and connected to the university’s learning management system. Students were allowed in based on class schedules.

Media Labs

Access was restricted to students enrolled in specific programs. Once inside, the AV system loaded the correct software tools and configured audio recording equipment. Unauthorized users were denied access, preventing accidental or intentional damage.

Hybrid Classrooms

Rooms equipped for remote learning adjusted AV settings based on who entered. Instructors activated cameras and mics just by unlocking the room. Guest speakers received temporary access credentials with pre-set AV permissions.

Benefits Realized

After implementing the AV Access Control System, the university saw immediate and measurable results:

• Improved classroom security by restricting access to approved users

• Reduced AV-related IT support tickets by over 50 percent

• Minimized equipment downtime and misuse

• Increased energy savings, since systems were only active when in use

• Better accountability, as every access event was logged and tied to a specific user

Faculty reported higher satisfaction due to smoother class starts and fewer technical issues. Students benefited from more reliable AV tools that were always ready to use.

Overcoming Challenges

Like any large project, there were a few obstacles:

• User training: Faculty and students had to learn how the system worked, including how to use credentials and what to expect from automated AV settings.

• Legacy systems: Some older AV equipment could not support automation and needed to be replaced.

• Privacy compliance: The university ensured that user access data was stored securely and used only for system management, following applicable regulations.

Thanks to proper planning, training sessions, and support from XTEN-AV and the integration team, the transition was smooth and well-received.

Why XTEN-AV Was Key

The university chose XTEN-AV because of the platform’s powerful features:

• Design tools that visualize access control and AV automation together

• Real-world product libraries to choose compatible hardware

• Auto-generated wiring diagrams and connection plans

• Scalable templates for multi-room projects

• Collaborative tools for IT, faculty, and integrators to work as a team

With XTEN-AV, the university was able to complete the design process faster, more accurately, and with full confidence in the system’s long-term success.

Conclusion

As learning environments become more digital and connected, securing AV spaces is more than just a convenience—it is a necessity. An AV Access Control System delivers the control, automation, and accountability that modern universities require.

This university’s success story shows how powerful the combination of access control and AV automation can be. By leveraging XTEN-AV, they turned old classrooms into smart spaces that enhance teaching, protect resources, and simplify operations for everyone.

Whether you are managing one building or an entire campus, the future of educational AV is secure, smart, and automated.

Read more: https://repurtech.com/how-a-government-agency-upgraded-legacy-av-systems-with-modern-access-control/