The Best Access Control Systems of 2021

We evaluated more than three dozen access control companies, checking if each provider's system offered the features we believe are the most important for a small business's security. We gathered this data by browsing these companies' websites and contacting them anonymously to gather information and gauge the level of customer service we received. 

Security: Keep Your Employees and Your Business Safe

Security should be the most important factor in your choice of an access control system. Services that offer outdated technology, cut corners or are missing key safety features, such as lockdown modes and alarms, did not score well in our evaluation.

Door readers and physical credentials come in many varieties, but the best services offer readers with their own memory and processors, as well as credentials that incorporate encryption. Proprietary technology, rather than open source, is more secure and less likely to be taken advantage of.

The door access readers themselves should be physically secured with specialty screws, and the wiring tucked away and protected. Some readers have tamper alarms that go off if they are physically altered or removed. Door-hold alarms can alert you when select doors are open for too long. Options for different types of credentials, as well as for multiple-credential authentication, are a must.

Not all systems offer emergency alarms, so you must decide if these are necessary for your business. Important safety protocols include fire, carbon monoxide and break-in alarms. In case of emergencies, you should be able to customize lockdown scenarios, programming the system to automatically open and lock selected doors on such occasions.

Reporting and Administration: Manage Your System the Way You Want

A detailed reporting interface allows you to observe employees' movements throughout the building, keeping tabs on who enters when and at which door. The best access control software integrates with surveillance cameras, recording anytime an employee uses a credential to open a door.

The best systems can store these records indefinitely, so you can go back to any date and examine the history. This is extremely useful if you must perform a security audit or are investigating an event at your business.

If you're away from your business a lot, opt for a service that allows you to manage the system from mobile devices. If your company regularly receives visitors, your system should have options for allowing temporary access to such guests.

Consider whether you want your access control system to tie into your time and attendance system, as some services do. Also, if you're concerned about spending too much time monitoring your system, some companies manage the monitoring and security so you can focus on running your business.

Installation

Nearly all the companies we evaluated provide professional installation, either by their own professionals or through third-party installers or dealers. The number of doors that an access control system can cover varies by company. Some companies cover as many doors as you need, but are limited with the number of door readers each control panel supports. You may have to install multiple control panels if you need to cover more than just a few doors, and that can be costly and take up space. Other services can host unlimited doors.

In most cases, systems can accommodate an unlimited number of employees.

There are four main forms of authentication: a physical credential like a card or key fob, a password or PIN, a mobile app, and biometric ID, like your fingerprint. Biometric credentials are becoming more popular, and many of the companies we reviewed offer biometric devices.

For optimal security, you should use at least two of the above authentication methods. This practice is known as layered security, which requires employees to go through multiple safeguards before entering your business.

If an employee leaves the company, whether they resign or are terminated, their credentials should be voided immediately. Most control systems can instantly revoke an employee's access, and some can automatically suspend credentials if the system detects suspicious behavior.

There are four main types of access control systems to choose from:

1. Locally hosted (on-site): Hosted access control is software that is loaded onto a local server, which is managed by your business's IT team. With hosted access control, your service provider sends a security integration vendor on-site (or they connect remotely to the server) to perform regular maintenance and software updates.
   
   
2. Cloud-based: A cloud-based access control system has centralized management, visibility, and control, all hosted in the cloud, which means there are no hardware, server, or physical maintenance costs.
   
   
3. Mobile or smartphone-based: Mobile access control enables mobile devices – smartphones, wearables, etc. – to be used as credentials to grant access.
   
   
4. IoT-based: An internet of things access control system includes intelligent machines connected via a wireless network that open and secure doors.

Each type of access control system has its benefits and drawbacks, and should be considered based on the unique needs of your business. For example, cloud-based systems are flexible and can be easily scaled as your business grows, and mobile systems are easy to use and require little physical hardware.

How Does Access Control Work?

An access control system works by providing flexible security options to enter your business premises. You can use key cards, biometrics, mobile apps and other forms of credentials to open or lock doors.

Why Use an Access Control System Instead of Keys?

An access control system can provide additional, more stringent security than a traditional set of keys. These systems require multiple credentials.

If you are only using keys and those keys get lost, you'll need to get another set of keys made. Additionally, you'll need to have the locks changed on all of your main doors to prevent someone from using them to enter your business.

With an access control system in place, however, if an unauthorized individual uses a key to enter your business, by having another type of credential in place, they are limited as to where they can go and what they can do inside your building.

What Is an Access Card?

An access card is a plastic card with a microchip or magnetic strip that makes it recognizable by a card reader, which then opens a door for the user.

Should Different Employees Have Access Privileges Based on Certain Days and Times?

Many access control systems restrict access for employees depending on their shifts or which doors they need to access and when. For example, you can give a manager access to every door on your premises throughout the day, while a shift employee may only have access during their shift.

Can Access Control Systems Help Your Business Save Money?

Yes, because you don't have to pay for expensive locks and security personnel. Additionally, lost keys or physical credentials can be costly to replace. Implementing an access control system with mobile app access or keycodes can help you avoid those unnecessary costs.

What Is Physical Access Control?

Physical access control is any mechanism that a user interacts with to gain access to a building, such as a door lock, keypad or card reader. Physical access control can also include biometric readers, RFID scanners or fob controls. Your physical access control systems should be secure and adaptable to your business's changing needs.

We tested each company's customer support thoroughly, contacting their customer support department and asking them questions about the systems they offered and their company. We also considered the timeliness of each company's response, as well as whether it has 24/7 support available or offers live chat on its website.

Access Control: Traditional vs. IP Systems

There are two main types of access control systems. The first is the traditional method in which control panels act as hubs for door readers, door locks, cameras and the system's interface, usually a PC. The door readers and control panels connect with proprietary power and communication wiring.

The second type of access control is an IP system. It's a cloud-based system in which the door readers connect directly to a network, usually through Ethernet or wireless signals. Instead of control panels, these systems operate using a less bulky and easier-to-install network hub.

IP systems have become more popular as cloud storage becomes more commonplace in both business and personal realms. Many businesses choose IP systems for their ease of use, accessibility and reliability, though there is still contention in the security market over which method is better.

IP systems are easier to set up, usually just needing Ethernet connections to your company's network rather than serial connections to multiple control panels. There is no limit to how many door readers can connect to an IP system, while with a traditional system, control panels can only be connected to a handful of doors, so you'd need several panels to secure a building with many access points.

Critics say IP systems are less secure than traditional proprietary access control setups because network outages can affect performance, and they are more susceptible to hackers. Some access control services offer both options, and representatives will work with you to determine which type would work best.

Security professionals recommend that businesses do a yearly review of their security and access control. Consider your security needs and how your current system has served you. If there have been security incidents over the past year, is your current system at fault, and could it be more secure?

As part of your annual security inspection, examine the hardware involved with the access control system and check door readers, along with the wiring that connects them to the system, for signs of tampering. If the system is connected to a control panel, be sure it is installed in a secure location that remains locked at all times.

You can enhance your security by setting up an anti-passback system. This means setting up a reader on both sides of a door, requiring employees to use their credentials to exit the building as well as to enter. An anti-passback system prevents credentials from being used to enter a door twice, because it detects that the user is already in the building and knows they haven't left until they've used the exit reader. This can protect against cases of copied cards, employees or guests passing cards to others after opening the door, or passcodes falling into the wrong hands.