What is an Access Control System? (And Why Your Business Needs One)
Securing your business isn’t just about keeping doors locked – it’s about knowing who is accessing your premises, when, and why. That’s where access control systems come in.
Whether you run a small office or a large warehouse, an access control system gives you total control over entry points without the hassle of keys or the risk of unauthorised access.
In this guide, we’ll explain what access control systems are, how they work, and how they help protect your business. Plus, we’ll cover the key types, benefits, and how to choose the right solution.
What is an Access Control System
An access control system is a way to restrict or allow entry to physical spaces – usually doors, gates, or even lifts – based on pre-set permissions.
Instead of using traditional keys, it uses digital methods like:
Fobs or keycards
PIN codes
Mobile phone apps
Biometric data (like fingerprints or facial recognition)
You control who can access which doors and when, all from a central system – whether it’s on-site or cloud-based.
How Do Access Control Systems Work?
Here’s a simple breakdown of how most systems function:
User Identification
The person trying to gain entry presents their credential (card, fob, fingerprint, etc.).Authentication
The system checks if their credential matches what’s stored in the system database.Decision & Logging
If valid, access is granted and the event is logged (date, time, user, location). If invalid, access is denied – and can trigger alerts.Access Granted (or Denied)
The door unlocks automatically for a brief period – all without manual input.
Main Components of an Access Control
Credential: What identifies the user (fob, card, PIN, mobile).
Reader: Mounted on the door, scans the credential.
Controller/Panel: The ‘brain’ that processes the request.
Electric Lock: Releases if access is approved.
Management Software: Where admins manage users, schedules, and logs.
Benefits for Business
Implementing access control can seriously upgrade your site security, especially in commercial settings. Key benefits include:
Improved Security
Only authorised people can enter. No more key duplication or lost keys.Full Audit Trail
Know exactly who entered which door and when – ideal for compliance and incident tracing.Time-Based Access
Set different access levels for employees, visitors, cleaners, or contractors.Remote Management
With cloud-based systems, control access from anywhere – perfect for multi-site businesses.Easier Employee Turnover
Revoke access instantly when someone leaves, with no need to rekey locks.
Who Needs an Access Control System
You don’t need to be a high-security government lab to benefit. Here are some real-world use cases:
Offices: Control staff access by floor, department, or schedule.
Schools & Colleges: Restrict access to staff-only areas or IT suites.
Warehouses & Industrial Units: Secure stock, machinery, and loading bays.
Healthcare: Protect sensitive areas like labs, drug storage, and patient records.
Apartment Buildings: Control entry to common areas or individual flats.
Types of Access Control Systems
Choosing the right system depends on your size, budget, and site layout. The three main types are:
1. Standalone Access Control
Works on individual doors
No central software — programming done on the unit
Ideal for small offices or single-door installs
2. Networked Access Control (e.g., Paxton Net2)
Doors are connected to a central system
You can control all access from one computer or server
Great for medium to large sites
3. Cloud-Based Access Control
Fully remote management via internet
Manage multiple sites, set up mobile credentials
Subscription-based pricing, minimal hardware needed
Common Questions (FAQs)
Q: Do access control systems need the internet to work?
A: Not always. Networked systems like Paxton Net2 work over local networks. Cloud-based systems do require internet access for remote control.
Q: Can I integrate access control with CCTV?
A: Yes – in fact, it’s recommended. You can view footage of who tried to access, when, and where.
Q: What happens if the power goes out?
A: Most systems have a battery backup and fail-safe/fail-secure options to keep your site safe during power cuts.
Why you should get started now
Access control isn’t just a security feature — it’s a business efficiency tool.
With staff working hybrid, increased data compliance laws (GDPR), and rising security risks, it’s smart to be proactive.
Enquire here if you would like more information about our access control system installation at your site.