We've seen a lot of ways companies try to secure workstations. Some rely on strict password policies. Others invest in facial recognition or fingerprint scanners. Many still depend on inactivity timeouts or remind users to press Win + L before stepping away. These approaches might look fine on paper, but they rarely hold up in real-world use.

At Hideez, we work with teams who need to protect access without slowing anyone down. Over time, one approach has proven both simpler and more consistent: linking access to physical presence. If the user is there, the session stays active. If they walk away, the workstation locks, which eliminates the need for timers or manual steps - and reduces the risk of human error.

In this article, we'll look at how proximity authentication works in real-world settings - and how organizations in regulated industries are using it to balance usability and control.

Why Manual Methods Often Fall Short

Most organizations already have some form of workstation access policy - typically a combination of password requirements, session timeouts, and reminders to lock screens before stepping away. A typical login session might look like this:

• An employee approaches a shared workstation.

• Enters a password and/or completes a second authentication step.

• Once finished, they're expected to log out or manually lock the session before walking away.

Manual locking depends entirely on habit. It works when users remember - and breaks down when they forget, get distracted, or assume "someone else will take care of it." Session timeouts attempt to close that gap, but they're also imperfect. If the interval is too short, users get locked out mid-task. If it's too long, systems stay open and exposed.

In shared environments, the problem gets worse at scale. A single device might serve multiple people per shift, each with different access levels and responsibilities. Ensuring that every session ends securely - without relying on memory or timers - becomes harder to enforce, especially in regulated industries like healthcare or manufacturing, where access logs and session control aren't optional.

Smart workstation locking based on proximity shifts that responsibility from the user to the system. If the user walks away, the session ends automatically.

How Does It Work?

Hideez supports passwordless access across both shared and personal workstations. Employees can use either a mobile authenticator or a physical security key - both act as proximity devices and support different login flows depending on the environment.

In shared setups, using the Tap and Go technology is the most common: the user taps their phone or key near a Bluetooth adapter to unlock a workstation. On personal machines, proximity-based unlock can be triggered automatically when the user comes within range - no contact or keyboard input required. You can also configure automatic sign-in to web apps or legacy systems, which speeds up workflows without lowering security.

Proximity locking is based on Bluetooth signal strength, measured with high precision. Earlier Bluetooth-based systems often struggled in close quarters - triggering unexpected locks or unlocks when devices were nearby but not actually in use. We solve this with adjustable distance thresholds, accurate to the centimeter, so only the intended user remains active at the right time.

Behind the scenes, Hideez integrates with your existing identity infrastructure - including Microsoft Entra, Active Directory, and popular SSO providers. It adds a physical layer of control to access management and makes it possible to phase out passwords entirely, even in systems that weren't built for passwordless access. That includes cloud services, desktop software, and older internal tools that still rely on credential-based logins.

Proximity Lock for Windows Devices: Real Use Cases

In practice, proximity login means different things in different places. What works for a nurse moving between stations isn't going to work on a factory floor with ten users sharing one PC - or in a government office with outdated hardware and little appetite for change.

Below are a few real examples of how organizations in different industries approached access control - and the specific ways Hideew was used to fit around what was already happening on the ground.

• 🏥 Case study #1: Healthcare
• 🏭 Case study #2: Production environment
• 🏛️Case study #3: Government agency

🏥 Healthcare: Contactless authentication and compliance

In a hospital setting, staff often move between rooms, log in to shared workstations, and access different EHR systems throughout the day. That workflow usually involves a mix of smart cards, tokens, and manual logins - which slows things down and increases the risk of sessions being left open.

A hospital in the U.S. consolidated multiple login systems with Hideez Keys. Staff now use the same key to open secure doors, unlock Windows workstations using Tap & Go, and authenticate into both local and cloud-based medical systems, locking them automatically once the doctor steps away - even across shared machines. This helped reduce authentication time across shifts, lower IT overhead tied to managing multiple access systems, and strengthen session control in line with HIPAA standards.

🏭 Manufacturing: Offline authentication across shared workstations

Manufacturing setups vary widely in how they handle user access. Some fall under stricter frameworks like CMMC, while others take a more flexible approach - for example, allowing personal devices on site.

We'll drive an example of a pharmaceutical facility that needed to manage workstation access across rotating shifts, sterile zones, and limited internet coverage. Staff regularly shared terminals to confirm operations through local software, often while wearing protective gear.

The Hideez system worked entirely offline, integrated with Active Directory, and supported proximity-based locking and unlocking - making it possible to maintain secure access and auditability even when ten or more users relied on the same machine.

🛡️ Public Sector: Reducing complexity in high-risk environments

Public sector organizations are often targets for phishing and other forms of attack, yet many employees aren't equipped to handle complex security tools. In our case, a government agency replaced physical security keys from another vendor with the Hideez mobile app to simplify login and reduce overall costs.

Most workstations in the agency were assigned to individual users, but access levels varied. The Hideez system allowed admins to configure authentication methods based on user roles - with more privileged accounts continuing to use hardware keys, while the majority relied on proximity-based login through the mobile app.

Every Case Is Unique - Let's Explore Yours

As the examples above show, proximity-based computer lock isn't just one feature applied the same way everywhere. How it works depends entirely on the context: the type of users, the environment, and the systems they need to access.

If you're exploring proximity-based authentication in your organization, we're happy to take a closer look at your scenario and offer a free trial period with access to our tools. It's a chance to evaluate what works best in your environment, under your constraints, with your users. You'll find a short form below - fill it out, and our team will follow up to help map out the options.