Access Control Installation: Step-by-Step Guide (2026)

Managing who enters your facility — and when — is a foundational security requirement for any commercial building, campus, or government site. Modern access control systems replace keys entirely, giving facilities managers and IT directors real-time visibility, automated audit trails, and the ability to revoke credentials instantly across every door. This step-by-step guide covers everything you need to know to get it done right.

Key Takeaways

• Most commercial access control installations run $3,000–$5,000 per door when hardware, labor, and first-year licensing are factored in — always budget a 10–15% contingency for infrastructure surprises.
• Cloud-based systems (ACaaS) cost significantly less over five years than traditional on-premises deployments — a critical consideration for multi-site or SLED buyers.
• NDAA Section 889 compliance is mandatory for any federally funded facility — your installer and the brands they carry must both qualify.
• Professional installation prevents the vast majority of failures — access control is one area where DIY consistently leads to ongoing maintenance costs and voided manufacturer support.
• Plan your controller panel for 12–36 months of growth, not just today’s door count, or the next expansion triggers a full panel replacement.

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Installing Access Control

Successful door access control installation starts before a single wire is run. Pre-installation planning — including a comprehensive site survey of every entry point, a review of existing wiring and power supply infrastructure, and confirmation of building codes and local compliance requirements — is what separates a clean deployment from one that requires costly rework. For high-security areas, careful planning at this stage also determines whether an electric door lock, electric lock mechanism, electric strikes, or electromagnetic locks are the right fit for each opening. Following this step-by-step guide ensures every phase of the door access control installation is executed in the right sequence.

The access control installation process involves several key steps, each vital in creating a secure and efficient access control system.

1. Begin by establishing the necessary wiring for the access control system.
2. Measure and align the electric door lock and strike — confirming the door frame dimensions and clearances — and proceed with the access control installation.
3. Install the door reader securely in the designated location and connect the electric lock to the door reader, ensuring proper wiring.
4. If your current system involves a reader controller, wire the door reader to the controller or network as needed.
5. Handle hardware installation for any additional electric strikes, electromagnetic locks, or door hardware at each entry point. During the site survey, confirm the best locations for readers and door strikes to ensure clean cable runs and consistent reader performance.
6. Install the access control management software on the designated system.
7. Test the credentials on a single door to ensure proper functioning.
8. Determine the individuals who will serve as system administrators and specify their privileges for making changes to the system.
9. Identify all authorized users, define the doors they can access, and establish any time restrictions as necessary.
10. Enroll users into the system, ensuring that their information is registered correctly.
11. Perform comprehensive testing of the access control system to verify its functionality and security.

Most commercial installations average $3,000–$5,000 per door when hardware, labor, software licensing, and first-year maintenance are fully accounted for — not just equipment. Choosing the right installer is as important as choosing the right hardware: a well-executed, successful installation from a certified partner protects your warranty and prevents the most common post-install issues. Use our free Access Control Cost Calculator to estimate your project.

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Benefits of Commercial Keyless Entry Systems

Keyless Entry Systems Increase Security

It is the most apparent – and significant – benefit of a new access control system and the primary reason for making the switch. More secure solutions are effective at keeping out unauthorized personnel, are more difficult to bypass than regular locks and keys, and contribute to greater overall safety in businesses and facilities of all sizes.

You Don’t Have To Worry About Lost Or Stolen Keys

When an employee loses a key, and you take your facility’s security seriously, it may be necessary to replace all the locks to ensure that no one who finds the key can use it. But with an access control system, there are no traditional keys to worry about: employees use either PIN codes (knowledge factors) for access or access cards, which are easy to disable and revoke individually within the system for losing keys.

Easy Record-Keeping & Logs

With modern technology, access control companies can help you track who comes in and out of your building, enabling you to maintain records and logs of every employee or visitor who passes through those doors. It can be convenient when something goes missing or a breach of business security systems occurs, as all visitors, employees, and other personnel who have come and gone can be tracked and verified. Want to find out who came in first? Who came in in the middle of the night? Easy and done.

Makes Employee Turnover Easier

When using traditional locks or basic locking door handles, it is often necessary to switch them out or change the code when an employee leaves the company or is denied further access. An access control system gives you complete control over each employee’s credentials and permissions. You can deactivate their unique access code or revoke their access card without changing the entire system’s settings and credentials for each user. You can integrate your system directly with your HR database to enable easy cross-referencing and updates.

Endlessly Customizable

With modern access control models, there is virtually no end to the number of custom permissions and rules you can set. Want to limit certain employees’ access permissions during certain hours? No problem. Restrict access levels by role or department? Easy. Even set up the system to require multiple authentication factors for some individuals but not others? That can also be done. Access control system installation gives you a massive depth and breadth of control and allows truly customized access solutions.

Allow a Variety of Credential Types

Building on their nearly infinite customization options, access systems allow you to choose from various authentication factors and credential types, and even mix and match them across systems. Many systems (especially cloud-based) now let users use their smartphones to control and unlock doors, like any other access card.

Smartphone Accessible

Cloud-based access systems are becoming increasingly popular and make controlling and monitoring the comings and goings of your business easy, as they allow for easy, convenient mobile access and control on your phone or tablet. Mobile apps such as Brivo Mobile Pass integrate seamlessly with their respective cloud-based systems, allowing you to manage functions such as setting and revoking user permissions, adding or removing roles, changing credentials, and viewing access logs, all from virtually anywhere in the world.

Cloud-Based Access Control Updates Itself

As cloud-based control systems become more advanced, they can update and improve their software, integrating new security features and patches. The servers are stored off-site and maintained by the external cloud security company, which handles all the right access-control equipment upgrades and maintenance, ensuring you spend more time on what matters to you – your business – and less on the logistics and details of door locks. However, when you need to change something, log on to the app and customize it to your liking.

Multiple Properties & Facilities

Some facilities and businesses have multiple buildings and campuses, and personnel must easily access them and move between them throughout the day. Carrying several keys – or even several swipe cards – is hassling and time-consuming. Thankfully, today’s access control companies can set up systems to allow one access card or credential to access many different locks – even in different locations. Cloud-based systems and mobile credentials are particularly useful in these situations.

Good for the Bottom Line

While installing an access control system costs money up front, they are becoming more and more affordable – and the security they offer can save you thousands of dollars (if not more) if a security breach becomes a reality. The average data breach now costs $4.88 million — a 10% year-over-year increase — and weak or legacy access controls are often a contributing factor (IBM Cost of a Data Breach Report, 2024). Physical security is no longer a standalone concern — it ties directly to data security, liability, and business continuity.

Cloud-based control systems create a more secure environment overall by eliminating many of the costs associated with installing and maintaining a server, since these tasks are handled remotely by the cloud security service. The few costs of installing access control should be seen as an investment in your business and employees’ overall safety and security. Use our free Access Control Installation Cost Calculator to build a budget estimate for your project.

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Door Access System Types

Keypads

Keypads might be the easiest of the bunch. Instead of requiring employees to carry a physical key or keycard, keypads allow businesses to use a single keycode or PIN to unlock the door. Employees only need to memorize it. More advanced systems can even provide employees with a unique keycode for added security.

The drawbacks to keypad systems include that they are usually much less high-tech than their counterparts, and most cannot be remotely accessed or managed. Only the most advanced and expensive keypads allow much customization, too, and setting up individual codes, rules, and valid and invalid credentials can be limited.

Also, when employees leave the company, it may be necessary to change the code on all the locks – though this is still much easier than replacing all the physical locks when traditional keys are used. Note that every code change requires everyone in the building to memorize a new number, which commonly leads to lock-outs and support calls.

Key Card Access Systems

Keycard entry systems are often a step up from keypads regarding customization, features, and other capabilities. Key card door entry systems will have more smart features and are almost always a part of a more extensive, integrated access control system that lets you set rules and other critical access info.

Unlike keypads, however, a keycard access control system still requires some physical credentials – a swipe card, a prox card, or a smart card. These are much more convenient than traditional hard keys and allow for greater customization, but they can still be lost and need replacing.

In the case of employees leaving or a single key being lost, however, they can be much more convenient, as the system admin can blocklist that single card.

Smart Locks & Mobile Credentials

Smart locks with mobile credentials can be the most advanced keyless entry system, allowing for complete customization and unlocking doors straight from your phone.

Many smart locks and wireless control systems will also accept multiple credential types, such as swipe or prox cards, and can be locked and unlocked via smartphone or other devices.

PIN Code Access Control Systems

Many forms of access control readers and credentials exist, but few are as convenient for business security systems as PIN coder readers. Simple and affordable to install, PIN code access control readers are one of the easiest ways to take your access control to another level. Please keep reading to see how they could help you do the same.

How Do PIN Code Readers Work?

Access control installers can attach PIN Code Readers to several types of electronic locks – both standalone and integrated into a complete access control system and network.

Standalone locks will usually contain the access-control hardware and software necessary to lock and unlock the door when the PIN code is entered; once the code is entered, a small electrical current triggers the actuator, which controls the door lock via a small motor, either locking or unlocking it as necessary.

If the electronic door lock is part of a more excellent access control system, the PIN code will work just like any other form of credential, triggering the system to check the database of users, valid and invalid credentials, and permissions to verify the user’s identity, before unlocking the door and allowing access.

PIN code readers might be simpler and less technologically advanced than other access-control authentication factors (think smart cards). Still, they provide their benefits as well.

Reasons to Use PIN Code Access Control Systems:

1. They’re Cheaper

PIN Code readers will generally be among the least expensive access control readers to install, as they are less software-intensive than swipe cards, prox cards, and knowledgeable card access control readers. Electronic locks cost around $100, which makes them easier to integrate into a new access control system.

2. They Don’t Require A Physical Card

Physical swipe cards and prox cards in key-card door entry systems can be lost or stolen, allowing unauthorized access to the doors, which is inconvenient and requires replacement. While most prox or swipe cards are relatively inexpensive, creating and distributing them to all authorized users can add up – another reason PIN code access control readers can be much more cost-effective.

3. Most Are Smart Phone Compatible

While PIN code readers can be employed on standalone electronic locks, newer models still support features found in access control management systems and smart locks, such as remote monitoring and control via a mobile app and automation to lock and unlock at certain times of day, among other functions.

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Types of Card Access Control & Door Card Reader Systems

Proximity Cards

Access control companies make proximity cards out of several different materials. Still, they all work similarly: by being held near the door card reader without physically touching it. This sets them apart from swipe cards or other contact-style cards, which require physical contact with the reader.

Proximity Cards can be Active or Passive and operate at 125 kHz. Passive Cards are powered by radio frequency (RF) signals from the reader, which read the encoded number embedded in the card. These are the much more common forms of proximity cards used in access solutions.

On the other hand, Active Proximity Cards are powered by internal lithium batteries and transmit at 125 kHz to contact the card reader. They generally have a better range (up to 5 or 6 feet), but the battery must eventually be replaced. When it comes to access control, however, they are used less often.

Proximity cards almost always use some form of the Wiegand protocol to communicate with the card reader. The Wiegand protocol originated in the 1970s and remains widely deployed, but it is now considered a legacy standard — modern commercial deployments increasingly specify OSDP (Open Supervised Device Protocol), an ANSI-approved standard that provides encrypted, bidirectional data transmission between readers and controllers for significantly stronger security. Basic Proximity Cards are usually thin, the same size as a credit card, and made from PVC with a wireless antenna embedded in the plastic. Unlike biometric systems, they require no external power supply beyond the reader itself.

Swipe Cards

Swipe cards, sometimes called magnetic stripe cards, use a magnetic stripe, almost exactly like those found on credit cards. At the most technical level, swipe cards work by first modifying the magnetization of the particles in the magnetic stripe on the card, which is then picked up and read by the magnetic reader head in the card reader at the access point.

However, all you need to know is that a swipe card works by being swiped through the door’s card reader, and the user’s access code and credentials are immediately read.

Swipe cards are one of the oldest forms of crucial card door entry systems (if not the oldest) and are generally reliable, though the magnetic stripes tend to wear out over time.

Smart Cards

Smart Cards are the latest access control card technology for commercial security systems and, as the name implies, the most advanced. Contactless smart cards are like proximity cards but further, build and improve on the original technology.

Instead of running off 125 kHz frequencies as proximity cards usually do, smart cards run much faster, usually transmitting at 13.56 mHz – which is far faster, more powerful, and more reliable.

They are also capable of writing data, in addition to just reading it, which allows them to store much more information and makes them useful in a whole host of different applications, in addition to standard access control uses.

Like regular passive proximity cards, smart cards do not have an internal power source; instead, they use inductors to conduct an RF signal from the antenna embedded in the card reader when placed within proximity. Data can travel at much faster speeds – anywhere from 106 to 848 bits/second – which makes them excellent for applications where speed is crucial (hence why they are often used on public transport systems).

Combined Smart/Proximity Cards

Furthermore, smart cards can be combined with other card technologies, such as proximity cards or magnetic stripes, enabling a wide range of customizable credentials, data storage, and enhanced security within a card access system.

What are RFID Cards?

Another term you will see frequently being discussed, as it relates to card access control, is RFID Card. While RFID cards might sound like another technology, RFID merely refers to the technology that proximity cards already use: Radio Frequency. RFID stands for Radio Frequency Identification and is used when necessary to identify an object, whether a package in transit or a car in production.

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IP Access Control​

One popular form of Access Control is IP Access Control. But what’s so great about this latest form, and why are so many offices opting for it?

At its most basic level, an IP Access Control system is very similar to traditional Access Control; it identifies users and grants or denies them access to specific entry points according to the permissions and protocols specified on the local server. They usually do this via an Ethernet connection to a specific network created for the access control system.

However, IP Access Control differs from traditional access control: systems connect directly to your existing Local Area Network (LAN) and receive power over Ethernet. This makes them more accessible, more straightforward to set up, and allows them to track all data necessary to control and monitor access points and locks.

IP Access Control can be accessed from any computer on the network, instead of traditional access control, which can only be managed from the server itself.

A compliance note for government and federally funded facilities: NDAA Section 889 restricts which access control brands and components may be used in federal and federally funded projects. Your installer must be compliant, and the hardware they specify must come from approved manufacturers. This is a hard requirement for SLED buyers — not an optional consideration. Safe and Sound is fully NDAA-compliant and carries only approved brands for government installations.

Types Of IP Access Control

Embedded IP Access

It is an inexpensive, quick, and easy-to-install solution for operating a low number of doors and access points. Embedded IP Access stores valid and invalid credentials and data on a single control panel directly connected to the browser and is usually hosted on a single site.

Server-based IP Access

It can support more access points and websites than Embedded IP Access, enabling greater scalability and advanced security. It stores all the necessary information on the server, which manages multiple controllers and is linked to by the browser.

Hosted IP Access (ACaaS)

Also referred to as Access Control as a Service (ACaaS), hosted IP access can manage and secure access to thousands of websites across various locations and multiple access points. It features its own server with built-in security and redundant, distributed backups. ACaaS offers the best scalability of all IP Access systems and the most secure, reliable backups. Approximately 64% of enterprises now prioritize cloud-based access control solutions to reduce operational complexity (Global Growth Insights, 2025), making ACaaS the dominant deployment model in the market. The global access control market is projected to grow from $10.62 billion in 2025 to $15.80 billion by 2030, at an 8.3% CAGR (MarketsandMarkets, 2025).

If you have questions about access control or want to learn more, Safe and Sound can help. Give us a call today.

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Telephone Entry Systems

Most telephone entry systems work simply by communicating via phone lines and allowing visitors outside to speak with people inside the building. In such cases, the entry system uses the existing phone line already running within the building and property.

Some newer systems now use IP networks to communicate; these are not telephone entry systems in the strictest or most traditional sense, but function much the same.

Many modern systems also offer the benefit of remote communication, allowing you to speak with visitors on your phone (or similar) even when away from the building.

Read about how to choose the right apartment building intercom system here.

What are the Benefits?

1. Increase Security

A telephone entry system’s simple operation doesn’t mean it isn’t secure. The increased security they offer is their biggest asset. They allow you to quickly and easily communicate with people at your business’s front or back door and instantly give them access. They give you complete control over security, keeping unwanted visitors out while letting the right people in. Secure entrances mean a safe workplace. Compare this with an unsecured or unlocked door. Anybody who feels like it can just walk right into an unsecured door. A reasonable access-control and telephone-entry system solves that problem.

2. Convenient

This goes hand in hand with their increased security and simplicity. A telephone entry system is so quick and easy to use that you can see who is waiting at the entrance and let them in – or not – within minutes. No one needs to walk to the door and physically open or lock it; press a button, and it does it automatically. Modern systems can even be accessed and controlled remotely, letting you open the door or speak to a guest from virtually anywhere.

3. Works With Video

While in most cases, a telephone entry system with an intercom will be enough on its own, the system can be integrated with video surveillance to give you a live feed and view of who’s at the door. This takes the convenience of a telephone entry system to the next level, making your building access control and security more accessible and more effective than ever before.

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Biometric Fingerprint Scanners

Biometric scanners are the next big thing in the security business, and it makes sense. Looking at access control technologies for business security systems, the biggest hurdle isn’t finding new and innovative ways to lock doors – finding more secure ways to authenticate identity.

A metal key can be copied in minutes, and a PIN code shared with a glance — neither offers the audit trail that modern facilities require. Biometric scanner identification factors are difficult to forge for identity verification, making them the strongest credential type for high-security areas.

Biometrics means “the measuring of the living body” – body parts. Humans can do this quite easily, but since teaching a computer to recognize a person is difficult, it’s broken down into manageable chunks. While computers can be programmed to recognize retinal and voice patterns, and even facial features (see our facial recognition access control guide), some of the most common biometric scanners are designed for fingerprints.

Types Of Biometric Fingerprint Scanners

• Optical scanners use the same image sensor found in a digital camera to render a 2-dimensional print image. While physically reasonably robust, this type of sensor is the easiest to fool with prosthetics or high-resolution fingerprint images.
• Capacitive sensors use the minute differences in print ridges and valleys as electronic contact points to derive a map.
• Ultrasonic scanners bounce a precisely calibrated sonic pulse against a fingertip and, rather than mapping the fingerprint itself, map the return echo and use that data to derive the shape of the print. This is the most precise but most fragile type of scanner. Once the scanner has mapped your fingerprint, it’s converted to a Wiegand number and sent to the controller for verification against the approved whitelist.

Biometrics deliver the strongest per-door authentication, but keep in mind they are also the highest-cost option — typically $2,500–$10,000 per door — and enrollment and administration costs can offset keycard savings. Most commercial facilities benefit most from biometrics in targeted high-security areas such as data centers, executive floors, and pharmaceutical storage rather than building-wide deployment.

How Biometric Fingerprint Scanners Work

Almost every access control system recognizes Wiegand numbers for transferring your credentials to the security panel for verification.

This practice originated in the 70s when keycards were embedded with special magnetic wires invented by John Wiegand. The arrangement of these wires created a specific number sequence that identified the card.

Fingerprint scanners use an algorithm to convert your fingerprint’s optical, capacitive, or ultrasonic map into a unique Wiegand number. The panel can then read your fingerprint identity like it used to read keycards.

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How to Choose Wireless Access Locks For Your Business

What Kind Of Credentials Will Work Best?

This is generally one of the first considerations in selecting a wireless access communication system: what kind of credentials are you looking to use? If you have a lot of turnover or lots of guests and contractors on-site, intelligent cards or prox cards are likely the best choice, credentials that can be quickly and cheaply coded and reprogrammed as people come and go. You might also want to look at mobile credentials, which let users download an app and set up a credential profile that the systems administrator then approves and grants appropriate permissions to – no additional keycards or effort necessary. PIN codes and biometrics are common choices, typically best suited to systems with fewer visitors and tighter security needs.

What Else Needs To Be Protected?

Wireless access control locks can often be used for more than just doors; gates, elevators, windows, and similar can all be controlled via wireless access control, creating an all-in-one system that can be controlled in a single unified spot. If permissions allow, all these access points can be controlled with a single credential – of your choice – simplifying access and operations and increasing convenience. Systems integrators can help you find liftgate openers and elevator lock systems that your system might need.

A common mistake facilities managers encounter is that organizations focus heavily on perimeter doors while leaving server rooms, executive floors, and sensitive storage areas underprotected. A comprehensive access control audit — identifying the best locations for readers across different areas — should map every access point in your facility, not just the main entrance.

Do You Want Remote Access And Cloud Management?

Almost all wireless access control locks and systems are compatible with or include cloud connection and remote access features; locks can be locked, unlocked, and barred remotely straight from your smartphone, while system databases and whitelists can also be accessed and modified, revoking or creating credentials on the spot. If this is an essential consideration for your security needs, there are many different locks, such as Brivo Access.

Do You Need Intercom Or Video Options?

Intercom option locks are becoming popular as part of access control systems, both for commercial operations and private areas. Video intercom-capable access locks are found on front gates, automatic garage door openers, and commercial buildings. Communicating with visitors and access control installers directly at the access point – and even with employees who do not have or have lost their credentials – makes managing access more straightforward and more accessible. The video also provides visual identity verification before access is granted.

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Mobile Access Control

An electronic door lock is critical to your commercial access control system. Your card readers or fingerprint scanners are only worth a little if your doors unlock when your credentials are approved.

Your locks need to be wired into your entry system so you can control them without a mechanical key – which means more than automatically unlocking them.

You need to be able to lock the door lockdown in the event of a security breach, unlock all of them during a fire or earthquake, and you want to keep a log of when they were opened.

We can now do almost everything with our smartphones, so it seems only fitting that they can now be used as credentials. Mobile access control credentials provide an easy, convenient, and cost-efficient alternative to access cards and biometric credentials.

They utilize the device the user already carries with them, and considering how ubiquitous smartphones are, they make access control accessible to virtually everyone. They also provide a range of features that traditional access control options do not and work with control systems of all sizes and configurations.

How Mobile Credentials For Access Control Work

Mobile access control credentials allow users to access facilities with only an app on their smartphone, tablet, or smartwatch.

Almost all mobile control systems are compatible with iPhone and Android, the most popular smartphone operating systems, and many will work with lesser-known platforms with access control options as well. They can function through a variety of technologies, such as:

Bluetooth

Mobile Access Control systems use Bluetooth to communicate between the smartphone (or other device) as well as the credential reader. They often do this through Bluetooth Low Energy. Bluetooth Low Energy uses much less external power supply and data than regular Bluetooth and can stay on in the background and immediately initialize when within range of the access control reader (usually a few feet), transferring signals and information instantaneously. To unlock the door, you can simply press a button on the appropriate app, or even unlock using a twisting motion of your phone that imitates a key turning and unlocks the door.

Near-Field Communication

Near-Field Communication allows users to set up connection between the reader and the smartphone, using induction of electromagnetic fields. Phones will usually need to be within very close range (often a few inches) of the reader, and not all phones are compatible with NFC technology and software. This is the same technology in mobile payment method as well, such as Apple Pay.

Wi-Fi

Many systems now use Wi-Fi as well, as it provides a simple method of connection using an IP-based network. Wireless-enabled door locks are connected to the wireless access point via the IP network, and can be configured in an entire network of access points and door locks. They are then controlled via a software on a computer or server, or via mobile app on smart devices. In some cases, Wi-Fi network connections also allow for remote access with increased range, as the smartphone only needs an internet connection to establish credentials when necessary.

QR Codes

Some mobile access control systems even work with QR codes, with readers that simply scan the QR code provided on the smartphone to unlock the door. This is perhaps the easiest and most accessible form of mobile credential available. Each QR code is uniquely generated by the software to guarantee security.

Sharing & Receiving Mobile Access Credentials

With mobile access control, sharing credentials with users is easy and can be done via integrated systems, apps, email, and text messages. Credentials and bar codes can be sent to the employee, who will pull it up on their phone and swipe it at the access point.

Access controls with mobile credentials usually work with a variety of different credentials. They’ll usually have a backup method of accessing the system if mobile passes do not work, such as with a backup access card or key.

Smart Phone App for Access Control

Mobile credentials are helpful for their convenience and the many features often found in the app, including all the hardware or software, integrating a host of other security features. For system administrators, these include remote viewing of video footage at access points, accessing activity logs, and quickly changing and customizing access permissions. They can even lock and unlock the door lock remotely on demand. Users can customize the app to organize their passes and credentials how they need them most, placing all the credentials in one easy-to-access place.

How HID Mobile Access Installation Helps Your Business

Access control brands such as HID offer contact-free mobile access. HID access system installation allows employees using the mobile app to gain access to doors, gates, networks, and more using just their smartphone. They can also use intuitive hand gestures for completely touch-free entry.

HID access control readers remotely communicate with iOS and Android devices, sensing when authorized users’ phones are nearby. HID Mobile technology also lets business operators manage who can access facilities using their devices.

Integration with Existing Security Systems

Integrating access control systems with existing security measures, such as surveillance cameras and alarm systems, can significantly enhance overall security. Modern platforms are chosen partly for their integration capabilities — the ability to connect with video, alarms, HR systems, and visitor management tools from a single interface, offering flexibility across different areas of your facility.

For instance, linking access control with CCTV allows for real-time monitoring of entry points, providing visual verification of individuals accessing secured areas. Additionally, integrating with alarm systems can trigger alerts during unauthorized access attempts, enabling prompt responses.

Modern cloud-based access control platforms also connect with HR directories and identity management systems — so when an employee is offboarded, their access credentials can be revoked automatically rather than through a manual ticket. This integration layer is where AI-assisted access control is beginning to add real value: analyzing access patterns, flagging anomalous behavior, and alerting administrators to potential threats in real time.

Scalability Considerations for Future Expansion

When installing an access control system, it’s essential to plan for future scalability. Selecting systems that support easy addition of new entry points or user credentials ensures that the access control infrastructure can grow alongside the organization. This foresight minimizes future costs and disruptions associated with system upgrades or replacements when installing access control systems.

One critical planning detail most buyers overlook: controller panels are capacity-limited, typically supporting 2, 4, or 8+ doors. When you reach that ceiling, the next door doesn’t just cost incrementally — it requires a full panel upgrade. Size your controller for 12–36 months of expected expansion, not just today’s door count. Always budget a 10–15% contingency on top of quoted costs for infrastructure surprises like electrical upgrades, building codes compliance, or network requirements that surface during the installation process.

To maintain optimal performance over time, schedule regular firmware updates, test door hardware annually, and review access levels as your team changes. System performance degrades silently when credentials aren’t pruned or hardware isn’t maintained — making ongoing care as important as the initial deployment.

A useful rule of thumb from practitioners: wireless systems are generally best for retrofits in occupied buildings (faster install, less disruption), while wired systems are preferred for new construction or major renovations at enterprise scale (lower long-term maintenance, more reliable at 100+ doors).

5 Common Myths About Wireless Access Control Systems

Myth 1: Mobile Access Control Apps & Credentials Aren’t Secure

At first, this one sounds like it makes sense; if your smartphone is accessible via an Internet connection and can already be hacked, couldn’t someone hack your phone, gain access to your access control apps and credentials, and then make their way into your facility? Thankfully, this isn’t as much of a concern as it sounds.

Smartphones already come with high levels of encryption and security built into their firmware; millions of users trust them every day to safeguard all their personal data and banking info, and smartphones aren’t easily hacked just because of their ability to access the internet.

The phone’s security measures are, of course, in addition to the security measures and encryption integrated into the mobile access control application, and together, they provide a secure, multi-layered defense against hacking. While accessing an access control system remotely does not require a VPN, like a hosted system might, it often.

You could say mobile credentials are often more secure than their physical counterparts; swipe and prox cards do not support the level of encryption that a smartphone and app can, and switching to mobile access credentials could lead to a more effective door access control system for your business.

Myth 2: Cloud-Based Access Control Systems & Mobile Credentials Are Difficult To Manage

Honestly, this couldn’t be further from the truth. Cloud-based access control systems, especially those with mobile apps and credential options, are often much easier to manage, set up, and modify credentials, etc, than traditional systems.

As the access control database and pertinent information are hosted on the cloud, it can often be accessed remotely from anywhere, right on your mobile device or computer; you’ll be able to manage, create, and revoke credentials, change permissions and rules for controlled doors and users, and customize system settings remotely and efficiently. Most of the time, this can be done right in your browser. Security patches and software updates are pushed automatically — eliminating one of the most common issues with on-premises systems, where outdated firmware creates exploitable vulnerabilities.

On the other hand, traditional wired or IP access control systems generally need to be managed and accessed from a computer on the server network, limiting when and where you can access it.

Myth 3: Wireless Access Control Systems Are Not Compatible With Traditional Wired Access Control Systems

Many believe wireless access control components will not integrate and work with their existing wired system. Installing new wireless components or systems will require replacing any pre-existing system.

Thankfully, this isn’t true; with the right components, access control contractors can integrate wireless access control systems with the system already installed in your building. In most cases, they will even be built upon the existing framework. In many others, wireless access control can be further integrated with a pre-existing CCTV system running on the same network.

Integrating wired and wireless access control is relatively easy; ensuring component compatibility (using the ONVIF standard, for example) will make the process even more accessible, and the suitable systems integrator will have the skills and experience to make it happen.

Myth 4: Wireless Access Control Systems Don’t Support Multiple Credentials

Again, this is not true; what credentials an access control system does or does not work with depends on the specific panel installed – not whether the system is wired or wireless. With the right panel and software, your wireless access control system can work with PIN codes, fingerprints, biometric credentials, swipe and prox cards, and wireless smartphone credentials. Many panels will now also support two-factor authentication, giving twice the security with the same number of panels. This eliminates any worry surrounding it.

If you spend a lot of time ordering, creating, and managing prox cards and permissions for a large facility, switching to a wireless system could simplify the installation process, saving you time – and money.

Myth 5: Wireless Panels Need To Have Their Batteries Replaced Often

It was a seemingly minor complaint that could be particularly annoying – if it were true. While many wireless access control devices run off battery power, they also don’t run all the time; many are in “sleep” mode until awoken or until wireless credentials come within range.

This means they spend most of their time powered down, don’t use nearly as much energy as a wired system, and only occasionally need their batteries replaced; some brands even claim their panels can last up to two years on a single high-end lithium-ion battery. That said, at enterprise scale (100+ wireless doors), battery rotation becomes a real operational management task — factor this into total cost of ownership when comparing wireless vs. wired at larger deployments.

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Cloud-Based Access Control vs Server Based Access Control

Server-Based Systems

On-site servers are the traditional way to handle access controls. A server (or servers) and door controller are installed somewhere on your premises, usually requiring a dedicated room and terminal.

When someone runs their credentials through a door card reader, the door controller receives the ID, and the server compares it to the approved ID database (known as a whitelist). You can only manage your server through its dedicated terminal, making it very secure.

Installation & Maintenance:

The drawbacks to server-based systems are the high cost and invasive installation. Servers are costly to purchase and set up, and since you don’t want wires exposed, the installation to hide them can be difficult if your building is already built or used.

All servers require constant updates to keep up with security breaches or new OS features, so you’ll need a dedicated on-site team of technicians to ensure your server doesn’t crash the next time your machine needs an update.

Cloud Based Access Control

Some newer systems store your whitelist and manage your door controls on the cloud. Instead of your readers sending credentials through a wire to your server, they’re compared on your security provider’s cloud hosting server.

Because your system is Web-based, you can access and manage your whitelist from anywhere if you have a cellular or wireless device. This is just one advantage of cloud-based access control.

62% of organizations still run legacy systems, according to a 2025 survey of 500+ U.S. IT professionals (Saritasa, 2025). Upgrading to cloud-based access control eliminates the hidden costs these legacy systems accumulate: manual user management, incomplete audit trails, and security gaps from doors that can’t integrate with modern video or alarm systems.

Installation & Maintenance:

Since you don’t need an on-site server, the initial cost is lower, and the installation is less invasive. However, cloud-based systems still require a control panel that communicates with your router, so some installation is still required.

You also won’t need to employ in-house technicians to update your server. However, you will be paying for a cloud subscription — typically $3.50–$15 per door per month — and you won’t have as much control over your data as you would with your server.

Access Systems: Choosing The Right Server

If you prefer a server-based system, you value reliability and detailed control over the ability to access your database from off-site. You’ll need a dedicated server room and an IT team to keep your access control system online, but you’ll own the whole system outright and won’t be at the mercy of someone else’s server.

If you decide to go with a cloud-based access control system, you’re choosing the versatility of remote access over the reliability of a hardwired system.

You might have to pay a continuous fee for your network on top of the basic licensing fee, but it’s much cheaper than employing technicians and maintaining on-premises infrastructure. The five-year total cost of ownership tells the real story: cloud systems average $2,000–$3,500 per door over five years versus $8,000–$12,000 for traditional on-premises deployments — a difference of roughly 60–70% (BTI Group, 2026).

Server-Based vs Cloud-Based Smart Phone Access Control

Mobile credentials work for businesses and facilities of all sizes. Server-based mobile systems are more expensive to set up and install up-front than regular systems.

Still, they can provide increased cost savings over time, as they eliminate the need to create, update, and replace physical access cards. Thus, they may be out of the reach of smaller businesses but can be a convenient improvement for medium- and larger-size companies with the budget needed to install access control.

On the other hand, cloud-based mobile access systems are significantly less expensive to install and use over time. People are also less likely to lose their mobile phones than smaller, generic access cards.

5 Common Myths About Cloud Access Control

Myth 1: Only Works When Connected To The Internet

This is a common myth about access control that many people believe, but it’s an outdated and inaccurate statement. The control panel must be connected to the internet to conduct administrative tasks like adding users and credentials or configuring schedules and permissions. Still, most worthwhile systems now come with integrated memory in the door controllers.

This way, the system can handle on-site tasks like accessing whitelists, permissions, user credentials, and door information. The door card reader can still authenticate a credential if the internet is disconnected.

Brivo Access offers a system that can host information for up to 250,000 users in the built-in memory and record up to 60,000 events offline for detailed records of everything that occurs.

Myth 2: Not As Safe As Network Systems

Cloud service providers take all the necessary precautions to secure their systems from hacking and tampering and ample measures to back up important data. True cloud systems use redundant backups located in different and varying locations. If one server goes – due to technical difficulties, natural disasters, or hacking – the system will connect with another server, working seamlessly the entire time and without a hitch.

Brivo, the most popular cloud-based access control company, uses AES 256 encryption algorithms. These are similar to what’s used in government and banking. They use a 4096-bit key length, which creates extreme security strength. There’s no reason to be worried about security when using cloud access control if you choose the right cloud-based access control provider.

Myth 3: More Expensive Than Server-Based Access Control

Cloud-based access control solutions save you hundreds or thousands of dollars a year. The most substantial savings come from eliminating the costs of running and maintaining servers on network-based systems.

Instead of paying for physical server equipment and hosting and a technician to maintain those servers regularly, you sign up for a subscription from the cloud service. The cloud service then handles all the servers’ repairs, maintenance, and upkeep on their end. This is a much more cost-effective way to have an access control system.

Second, switching to a cloud-based system eliminates licensing fees. With network systems, a license must be purchased – usually in packages or increments – to run the system, and these licenses must often be renewed at specific intervals. With cloud-based systems, doors can be purchased one at a time, allowing you to pay for what you use, and are rolled into a monthly or yearly subscription.

Myth 4: All Cloud Access Companies Are Created Equal

Unfortunately, this isn’t true. Some brands and access control systems are much better than competitors regarding features, security, and sheer capability. Network systems retrofitted for cloud service, for example, generally need more redundancy and diverse servers than accurate cloud systems include.

The best cloud access systems from brands like Brivo offer redundant backups and servers – and a host of valuable features such as APIS – for connecting and customizing with other programs and access control devices and automatic software updates that many systems don’t offer.

Myth 5: Cloud-Based And Network-Based Are The Same Thing

They may accomplish the same things, but cloud-based and network-based access control systems work differently. Network access control systems run off a self-contained network, storing all the data and door information on the network’s physical server. Cloud-based systems use controllers connected directly to the internet, where all needed data is stored on a remote server.

Where people sometimes need clarification is the fact that hybrid cloud-network systems exist. This allows you to have the flexibility and scalability, as well as redundancy of cloud systems, while having some of the reliability of network systems.

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Commercial Entry Systems

How Aiphone Video Intercoms Bring Business Security To The Next Level

Access control systems are a critical part of keeping your business secure. They prevent unauthorized entry to crucial points of your building and log traffic, allowing you to stay updated on anomalies or potential threats.

You must manage your database through a network connection, regardless of the credential type — biometric fingerprint scanners, card readers, PIN codes, RFID key fobs, or smartphone credentials.

There are two main types of access control system networks to choose between these days – server-based and cloud-based access control.

Video Integration

Traditional and more old-fashioned intercoms generally employ telephone or audio connections, but Aiphone’s new intercoms – like the JP Series 7″ – incorporate touchscreen video into the intercom display. Placed at the front door of your business or apartment building or your property’s gate, you can easily see and verify who’s at the front gate or any of four camera locations. You’re not limited to one viewing station; each system allows for various viewing locations inside, allowing you or other staff members to check the front door quickly. The video is provided by a built-in PTZ camera, which features a 170-degree wide-angle lens – wide enough to virtually eliminate all blind spots and give you a complete view of everything around you. The camera even includes settings for adjusting to different lighting situations.

Picture Memory

Live video feed isn’t the only way to view video feeds from Aiphone; their Picture Memory feature allows you to record images and stills of visitors from the video feed and store them on both SD and SDHC cards. This allows you to see who rang the doorbell at a later date and keep a record of everybody who visits for future reference.

Hands-Free Communication

Video is excellent, but other ways exist to communicate with visitors outside the building. Aiphone intercom systems also allow for hands-free communication using headsets and VOX technology. VOX always leaves the built-in microphone on but is programmed only to transmit audio inside when voices above a certain programmed level are detected. There is no need to hold down the call button or press to answer – visitors speak, and you speak back. Aiphone’s Call Partitioning also allows you to choose which interior stations calls go to and from which doors these calls come, and you have complete control over all incoming and outgoing communications.

Versatile System Integration

If you run a large business or facility, you need to cover a lot of doors and entrances – if only because of the sheer number that your building might contain. Aiphone knows this and designed some of their video intercom systems for scalability and to work with a massive number of door stations – up to 120 – with the right system. Smaller systems with more advanced video capabilities will still be capable of working up to 8 door stations, more than enough to cover most smaller businesses and buildings. This is due to their IP network functionality. Many Aiphone systems also run off Power-over-Ethernet, allowing you to use a single Cat5 or Cat6 cable to power the system and feed the network signals, saving installation time and costs. If you formally stationed a guard at various doors and entrances throughout the building, switching to a video intercom can also cut down significantly on costs.

3 Ways Automatic Gate Openers Like LiftMaster Help With Security

Automatic door openers might be more closely associated with your home garage than with commercial security, but they also play an integral role in access control.

Commercial and government facilities need to be secured at all angles and entrances, and front vehicle gates and garage-style overhead doors call for exceptional security.

That’s where commercial door and gate access control systems can make securing large gates and garages easy – especially when integrated with your business’s existing access control system. Here’s how gate access systems from brands like LiftMaster and Door King secure your space.

1. Easy To Use

One of the primary benefits of access control is ease of use and convenience. There is no need to carry keys, and employees can swipe their badge or type in the appropriate PIN code to unlock the door lock. In this case, commercial door openers work like garage doors or gates. Personnel must swipe their card or enter their credentials, and the door – whether it’s a garage-style lift door at your warehouse loading docks or front gate – will swing open, allowing them to enter unrestricted. Visitors usually don’t need to get out of their cars.

2. Convenient And Reliable

The right access control equipment is convenient and offers lower installation and maintenance costs. Commercial door opener systems such as Liftmaster make the most of wireless technology, with the access control panel and door opener capable of connecting via WiFi and wireless link technology. This saves on installation costs and time, ensuring you don’t have to run expensive and complicated wiring through walls or underneath driveways. Liftmaster even includes Local System Memory, which ensures smooth entry and exit even when the internet connection goes down.

3. Do Everything Access Control Systems Do – And More

Commercial door openers aren’t like your typical home garage door opener; they’re robust, competent systems that can be integrated with your current access control system or set up independently. You can set them up with a keypad, door card reader with swipe or proximity cards, or remote-control reader, just like any other commercial access control system, allowing you to choose the best system for your business. Old-fashioned intercom and keypad systems are still a possibility, too. Commercial door openers, like those from LiftMaster, are cloud-connected, allowing access for everything from remote viewing and monitoring to changing settings and permissions, just like any other access control system.

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FAQs

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Why Brivo is the Best Cloud-Based Access Control

You’re probably aware of the developing industry for cloud-based access control management platforms if you’ve been following the security industry or evaluating a system for your own facility.

These allow you to use various access control and security systems (door unlocking, video recording, and visitor tracking) from any web-connected device. They’re an indispensable tool for any business, and there’s no better one on the market right now than Brivo Cloud-Based Access Control.

With Brivo, you don’t have to deal with door controllers. Brivo uses the cloud to communicate with your panel and verify your credentials without the hassles inherent to server-based systems.

Instead, you use a modern interface for any number of doors, with access control options to lock or unlock doors, add or remove credentials from your allowlist, and much more, all through a secure web connection.

Brivo OnAir Benefits

Intuitive User Interface

Brivo’s user interface is intuitive, uncluttered, and functional. From the main page, you’ll be able to set schedules, groups, and access for your employees or guests. At a glance, you’ll know where you are, where you’re going, and how to get there as you check in on your system or revamp your whitelist.

Mobile-Friendly Interface

Brivo’s web portal isn’t picky – it’s just as versatile, whether accessed from a smartphone or tablet or a full desktop. It’s one of the cloud conveniences you’ll come to rely on when managing your access control system.

Brivo Mobile Pass

Want to get rid of keycards? Pair the Brivo Mobile Pass app with your account, and you can use your smartphone to access your building – unlock your doors with a simple button. It’s the same NFC antenna technology as your phone’s tap-and-pay feature, and it’s just as secure.

Secure Encryption

Brivo has the same encryption standards as server-based access control, but because your account is on the cloud, you can manage the software from any web browser without compromising that security. Your server knows exactly how to talk to the Brivo cloud, but the signal never goes from the cloud to your server, so the connection can’t be hacked. This encryption is also standard for online banking and shopping, so your access control system is protected by the same protocols you already trust.

Manage Multiple Properties

Brivo’s cloud-based access control management system is a single point of contact for any number of secured facilities. It can manage a suite of warehouses or apartment floors just as easily as a single unit, all from the same web interface. No matter the scale you’re dealing with, Brivo simplifies your process, and the habits you form with the interface translate smoothly between multiple access control systems, even if they use different authenticators.

Customized Security Reporting

With your security cameras integrated into Brivo, you can tether real-time video feed to your activity log so you can literally see who’s accessing your building. With additional customization options for security reports – frequency, content, sources, and delivery – Brivo is the most versatile tool in your security systems arsenal.

Safe and Sound has protected 20,000+ commercial and government locations over 19+ years. We’re approved on CMAS, PEPPM, and 15+ procurement vehicles nationwide, and our installers are certified on the leading cloud-based access control platforms. Get a free quote or use our Access Control Installation Cost Calculator to start your budget estimate today.

References

IBM Cost of a Data Breach Report 2024 (2024) – https://www.ibm.com/reports/data-breach

MarketsandMarkets – Access Control Market Forecast to 2030 (October 2025) – https://www.marketsandmarkets.com/Market-Reports/access-control-market-164562182.html

BTI Group – Access Control System Costs (January 2026) – https://www.btigroup.com/post/access-control-system-costs/

Global Growth Insights – Access Control as a Service Market 2026–2035 (2025) – https://www.globalgrowthinsights.com/market-reports/access-control-as-a-service-market-124291

Saritasa – Legacy Software Modernization Survey: 500+ U.S. IT Professionals (2025) – https://www.saritasa.com/insights/legacy-software-modernization-in-2025-survey-of-500-u-s-it-pros

Avigilon – NDAA Compliance Guide (July 2025) – https://www.avigilon.com/blog/ndaa-compliance-guide