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Types of commercial and office access control systems

Systems to manage access control for office and commercial buildings come with varying levels of complexity depending on the types of components installed, how software is managed and the configuration of the system.

Wired commercial access control systems

Traditional commercial access systems are built around a central control panel connected to door readers and locking mechanisms via hardwired cables. They are often considered more secure, but do have limitations. For example, a single control panel can only support a set number of access points. So, a building with multiple entrances that exceed the capacity of one control panel would either have to install multiple control panels or limit the access points.

IP-based commercial access systems

In IP-based door access systems, the components of the office access control system connect via networks such as Ethernet or Wi-Fi. This type of system is more versatile than traditional systems, as it allows for expansion without installing extra control panels. However, hacking and cyber attacks are potential issues with IP-based systems since the components typically connect to the internet.

Models for office access control 

It’s important to choose a commercial access control configuration that makes sense for the number of users, levels of access and types of roles in an organization. Simple discretionary access control models for commercial settings gives all users the same access rights and privileges, while rule- and role-based access control for offices assigns different permissions depending on a user’s title, department or other factors.

On-premise office access control systems

On-premise access control systems are hosted on a server located on the property and use the local network for connectivity. This type of system requires physical access to the server for any changes to be made, which may be preferred for high-security organizations that need greater oversight of their systems. However, on-premise systems can be expensive to maintain and cumbersome to upgrade, especially with multiple sites and locations to manage.

Cloud-based commercial access control systems

Cloud-based access control systems are hosted on a remote server and connect via the internet. This system can be more cost-effective than an on-premise commercial access system because it eliminates investing in expensive servers, and instead requires a subscription with a third-party hosting company. Cloud-native access control for offices is also easy to scale and manage from anywhere. However, cloud-based systems can be vulnerable to hacking and misuse without strong cybersecurity policies in place.

Most common commercial door access system methods

Companies can choose from a variety of commercial access control systems, with readers that support a wide range of credential types. Some of the most popular office access control readers will support:

• Key card systems and fob systems
• Keypads or PIN codes
• Mobile apps and digital credentials
• Biometric entry

Important considerations for selecting an office and commercial access control system

When choosing a commercial and office access control system, businesses should consider the following factors:

1. Security requirements

Security requirements vary depending on the application and will influence the type of office access control system required.

For example, a business developing and manufacturing new products may have more stringent security requirements and a more complex commercial access control system to protect their intellectual property. This could include features such as two-factor authentication, or deploying  multi-level access control for office areas with different authorization levels.

Conversely, a landscaping business or retail store may have very different security requirements that a simpler access control system can meet. Commercial access systems can be configured to keep main entrances open to the public during business hours, while restricting store rooms and back offices to employees only.

2. Number of access points and locations

The number of entry points required for a commercial building or office will also determine the type of commercial security access control system needed.

For example, access control systems for an office commercial building hosting multiple businesses and access points will be more complex than a small office with only one or two doors. The best commercial access control systems can also restrict access for parking lots or garages, turnstiles and elevators within a single management platform. 

Similarly, if a business has multiple locations, an access control system installer will add a commercial access system at each location. Investing in a networked system is a smart choice here, as all sites can be controlled and monitored from a single dashboard.

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3. Number of users

The number of users needing access should also be considered when selecting a system. The more users, the more complex the system must be.

For example, businesses with hundreds of employees and a high level of foot traffic, such as visitors and contractors, may need an enterprise access control system that can handle multiple locations and user profiles with different access privileges. Other features might include the ability to easily add and delete users and support for multiple credential types on a single office access control system.

4. Compatibility with existing security systems

Another factor to consider is whether the access control system for office and commercial buildings is compatible with any other security components already in place. Integrated access control will enable data sharing, process automation and efficient management across all hardware, software and devices.

By connecting commercial access control systems to video security cameras, the system can be set up to automatically associate timestamped video when somebody attempts to unlock the door. A business would then have a visual record of access activity on the premises.

5. Scalability and future-proof design

As a business grows, its commercial security access control systems must be able to scale with it. This includes adding more access points, additional users and custom functions as office building space requirements and safety needs shift.

A small business might start with a basic access control system, but as it grows and the security requirements become more complex, the system should be able to accommodate this growth. Otherwise, the business runs the risk of having to replace the system down the road — which could be a costly mistake.

It’s also important for commercial building access control systems to protect against known security threats. Because the security landscape is always changing, investing in office access control systems that can support automatic feature rollouts and software updates will help protect businesses from the latest vulnerabilities as they are identified.

6. Reliability

The reliability of the access control system should not be overlooked. When selecting a solution, businesses should look for a commercial access system that offers fast response times and maximized uptime. It is critical for the system to function correctly and not cause delays when users enter or exit a building, so technology that ensures a fast unlock is crucial.

If a business’s access control system is unreliable, it could also lead to serious security issues. For example, a door that doesn’t lock properly could lead to increases in theft or data breaches. Similarly, devices that have unreliable connectivity could leave doors unintentionally unlocked during power or internet outages, or cause accidental lockouts and interrupt business operations.

7. Ease of use

Businesses should also assess how easy the access control system is to use. The easier it is to set up, configure and manage the user profiles, the better. This is especially important in applications with many users, as all those profiles will have to be managed quickly and easily.

The user interface should be intuitive, with clear instructions on how to configure the system, add or delete users, set access privileges, and monitor access activities. If the system is too complicated or takes hours of training, it could lead to user errors and security breaches.

Take a large medical facility as an example. With hundreds of staff, visitors and patients coming in and out each day, a reliable and easy-to-use electronic access control system is essential for ensuring staff and patient safety. However, if the system is too complicated or unreliable, it could lead to serious security issues. Even for an office access control system, getting in the building shouldn’t be complicated. A good commercial access control system will prioritize convenience, without sacrificing security.

8. Reputable provider

Working with a reputable commercial access control company with expertise and experience is also essential for a successful deployment. They should be able to provide a comprehensive solution that meets the unique needs of the business and its security requirements.

The provider should have a good understanding of the industry, as well as the latest technology and commercial access control trends so that they can provide guidance on the best door access system for the application. Additionally, the company should provide excellent customer service and technical support if any issues arise.

9. Budget

A commercial access control system costs can vary widely, and a good solution is not a small investment. Businesses need to determine their budget, research the various systems available, and select one that meets their requirements and fits within their price range. Also, ongoing costs such as maintenance and support should be factored in when setting a security budget.

However, companies should not compromise security due to budget constraints. Investing in a quality access control system can ensure the safety and security of the premises, personnel and confidential documents.

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