Access control used to be all about security. That’s no longer the case.
The modern workplace has changed and while security is still a focus area, other factors like efficiency and user experience are now equally important.
That’s what access control systems are for. They don’t just keep unauthorized people out, they are tools that can help businesses manage their spaces in a better way, even beyond the security aspect.
You can monitor capacity, gain insights into how your office is used, look at peak access hours, manage access to meeting rooms, automate access sharing with visitors, and a lot more.
About this post: We created this guide with the help of an external consultant which has worked in the access control industry for some years. We want to help you understand the access control market, which are the leading solutions out there, and how you can make an informed decision.
Before we dive into it, it’s worth mentioning that access control is no longer a cost center. By automating a lot of tedious tasks (like issuing key cards, registering visitors or manually sharing access) access systems can save companies a lot of money (while strengthening security at the same time), so there are ROI considerations as well.
Before looking at vendors, here are some important things you need to understand when it comes to access control systems.
Cloud-Based vs On-Premises
For years access control has been the only part of companies IT stack that still had not moved to the cloud. Today that has finally changed. Although a lot of companies still rely on legacy on-prem systems, when it comes to buying new solutions cloud is the most common option.
The shift towards cloud-based solutions has been slower than it should have been, but today moving access to the cloud represents not just a change in technology but also a broader shift in mindset and strategy regarding security management.
Cloud-based access control systems offer a range of advantages over traditional on-premises setups. One of the key benefits is scalability. Cloud solutions can easily scale up or down according to the needs of the business, allowing for flexibility in managing access as the organization grows or changes. Additionally, they provide remote management capabilities, enabling administrators to control access permissions from anywhere, at any time, as long as they have internet access.Lastly, they integrate with all of the other cloud-based tools like identity providers, CRMs or security systems.
In this post we will focus on companies that offer cloud-based solutions (although some of the vendors listed offer both options).
Third-party vs Proprietary Hardware
Access control systems come in two main types. The first type is software-based systems that do not need proprietary hardware to work. An example of this is Genea, where you can buy their software and run it on Mercury and HID hardware. These systems are cheaper and more flexible, especially if you already have such legacy hardware in place.
The second type requires proprietary hardware to run, and an example of that is Kisi. This approach is similar to how Apple makes its products, they work so well together because the software and hardware are made to match perfectly. Sure, it would be nice to run iOS on a cheaper phone, but the experience would just not be the same because the software would have not been designed around how that device works.
Choosing between these types depends on what your business needs and prefers.
Generally, relying on third-party hardware is a cheaper option, while relying on integrated software and hardware provides the best experience for both admins and users. If hardware and installation costs were not a factor, the second option would be a no brainer. So we go back to the ROI topic, while the upfront costs might be higher, the long term savings might actually make it the most cost effective option after all.
What do you have to buy and install exactly?
Aside from the software license, there are several pieces of hardware that go into an access control system. At its essence you need a controller (the brain behind the entire system), a reader (where you tap a keycard, fob or phone) and the wiring to an electrified lock. And of course access credentials (like key cards and fobs) if you don’t rely exclusively on mobile access.
- Door reader
- Door controller
- Wiring
- Physical credentials
In addition to that, there might be other pieces of hardware, like:
- Door sensors (to track when a door is open and closed)
- Wiegand boards (to retrofit old readers)
And more depending on the system and setup.
Keep in mind that depending on the configuration, you may not need all of the hardware. What you always need is a controller and the wiring, you can’t skip that. But readers at the door are only needed if you want users to unlock the doors by tapping a credential (like a card or mobile phone). If you are okay with users unlocking doors with an app (on their phone, smart watch, or via web app) then you don’t actually need a reader, nor any physical credential. The common setup for most doors is to allow different unlock methods, but for low traffic entry points, reader-less options might work too!
Also, while we often talk about doors, these access systems can usually connect to any kind of access point, including gates, elevators or turnstiles. Just something to keep in mind.
How to Choose the Right Access Control Solution
- Unlock Methods: Different systems offer different unlock methods, including mobile and web apps, key cards, fobs, phones, smart watches and other contactless methods.
- Access Management: Administrators need a strong system to create access groups and manage access automatically. Features like lockdown modes, visitor access, and scheduled unlocks are vital for flexible and secure access management.
- Analytics: Compliance and security investigations often require detailed analytics. Modern systems provide insights into specific user activities, door accesses, log exports and patterns for efficient management.
- Integrations: The best systems offer compatibility with various tools and applications, including visitor management, video surveillance, CRMs, calendar apps, HR and communication tools and more.
- Open API: Being able to develop custom integrations can be a huge plus for companies with more advanced needs, so that’s something to look for.
- Physical Hardware: The choice of physical hardware is crucial. It determines the speed of access, type of credentials supported, resilience to weather and tampering and although less important, also how the design fits into your workspace.
- Installation Costs: Installation costs vary based on existing infrastructure and hardware choice. Systems compatible with existing hardware or where retrofit options are available can significantly reduce costs.
The Best Access Control Systems in 2024
Kisi
Kisi stands out for its advanced user experience and high-grade security. It’s designed for modern workplaces seeking a user-friendly and secure access control solution.
Features:
- Credentials: Unlock doors with smartphones or smartwatches, including hands-free mode, where your phone stays in your purse or pocket, and you simply wave your hand in front of the reader.
- Design: The Kisi Reader Pro is one of the most compact readers out there and boasts a really sleek design, which also won several awards.
- Integrations: more than 30 integrations available, from directory and SSO to office management tools.
- Real-Time Monitoring: Offers live capacity monitoring and check-in / check-out tracking.
- Customizable Access Levels: Access permissions for different user groups.
Archie natively integrates with Kisi. Among other benefits, this allows you to automatically grant the right access permissions to employees, members or visitors directly when they are added in Archie. For example if you add a new user, they’ll automatically be granted access to the right doors and the right time frames based on the group type you added them to.
Brivo
Brivo is renowned for its versatility and complete security solutions, suitable for both businesses and residential use cases. They offer a variety of security products, access control is one of the main ones but they also offer visitor management, video security, smart home solutions and more.
Features:
- Remote Management: Control access from anywhere through a cloud-based platform.
- Scalability: Easily scalable to accommodate growth or multiple locations.
- Integration with other systems: integrates not only with other Brivo portfolio solutions, but also with selected other vendors, both on the hardware side and on the software side.
- Automated Reports: Provides detailed reports for compliance and auditing.
- Installers network: as one of the biggest access control companies, Brivo’s network of resellers and installers reaches most regions in the world.
Archie integrates with Brivo. Whether your use case is visitor management, hybrid workplace management or coworking, you can grant access to Brivo-powered doors directly through Archie.
Salto
Provides flexible solutions for a wide variety of use cases, from offices to airports, shopping malls, high-security facilities and pretty much anything else you can think of.
Features:
- Wireless Locking Systems: on top supporting electrified locks, they also offer battery-powered locks that require no wiring.
- Advanced Encryption: Ensures high security for access data.
- Multi-credential Support: Supports RFID, mobile, and other access credentials.
- Multiple use cases: Aside from cloud-based access, you can choose a variety of simpler, lower security options, which make it a good choice for very large commercial facilities with different security needs compared to office buildings or residential setups.
With the Archie x Salto integration you can manage access to Salto-secured entry points automatically and keep users in Archie and Salto always in sync.
Genea
Notable for its compatibility with a range of hardware, offering cost-effectiveness and flexibility.
Features:
- Non-Proprietary Hardware Compatibility: Works with Mercury and HID hardware.
- Cloud-Based: Accessible from anywhere, enhancing administrative efficiency.
- User-Friendly Interface: Simplifies management and user onboarding.
- Customization: Offers customizable access schedules and permissions.
Genea also offers products like overtime HVAC and submeter billing. From a product perspective these are fully separate from access control, but they fit into the same vision of multi-tenant building management more efficient, easier and cloud-based.
Butterflymx
Specialized in residential and commercial properties, it offers convenient and secure access control.
Features:
- Video Intercom: Allows visual verification before granting access.
- Mobile Integration: Users can unlock doors directly from their smartphones.
- Visitor Management: Simplifies managing guest access and deliveries.
- Additional hardware: They also sell keypad readers, which are less scalable and less secure but can be a cheap and valid option for non-commercial use cases.
Alta by Avigilon
In 2021 Motorola Solutions acquired cloud-based access control company OpenPath, which is now part of the Avigilon product lineup and known under the brand Alta. Today the Avigilon Alta offering includes different security and space management systems that integrate one another.
What stands out:
- Video intercom reader: one of their readers includes a built-in camera, a unique feature for most access control companies.
- Integration with other portfolio products: from license plate recognition systems to capacity management, you can integrate access control with some of the other Avigilon products.
- On-prem options: while it’s not exactly something to be excited about, Avigilon offers on-premises systems, so if companies have reasons to go that route, that’s an option.
Verkada
In our opinion Verkada’s access control offering is limited, but we chose to include it here as it can be a valid option for companies that already use Verkada’s video security system.
Along with Rhombus and a few others, Verkada offers one of the best video management systems out there, composed of both cloud-based software and a portfolio of security cameras.
While the access control offering may not be the most impressive, Verkada offers a unified approach to physical security, which can be a plus for companies wanting to avoid integrations across different vendors.
Genetec
Specializes in providing complete security solutions, blending access control with other security systems.
Features:
- Unified Security Platform: Combines access control, video surveillance, and ALPR.
- Customizable Operation: Tailor-made to fit specific security needs.
- Extensive Integration: Supports a wide range of third-party systems.
Isonas
Known for its simplicity and cost-effective solutions, suitable for small to medium-sized businesses.
Features:
- Pure IP Technology: Simplifies installation and scalability.
- Cloud-Based Management: Offers easy access and control.
Compact Hardware: Minimalistic and easy-to-install hardware components.
ADT
Global leader in alarm systems, ADT provides reliable and trusted security solutions including access control.
Features:
- Security Solutions: Includes access control, video surveillance, and alarm systems.
- Customizable Security Plans: Tailored solutions to fit various business needs.
- Professional Installation and Support: Ensures optimal setup and ongoing assistance.
Pricing and Installation Costs
Investing in an access control system is a critical decision for any organization, and the budget involved is influenced by multiple factors. The overall cost can vary significantly depending on the complexity of the system, the size of the installation (measured in terms or entry points and users) and how much wiring and installation work needs to be done.
- Installation: this is not performed by the access control vendor, but rather by a partner that they work with, or a different company of your choice.
- Hardware: this obviously depends on the number of entry points you need to secure and the type of hardware you choose.
- Software license: this usually includes support, updates (often released automatically over-the-air), and new products and features.
- Volumes: Large-scale purchases may attract discounts on both hardware and software pricing.
- User experience: systems that are more user-friendly and require less training may reduce long-term costs associated with staff training and system management.
- Urgency of Implementation: The speed with which the system needs to be operational can incur additional costs, especially if it necessitates overtime or expedited service.
When considering these factors, it’s also prudent to look at industry trends and future-proof your investment. Integrations with other building management systems can add value and utility to your access control system.
Final thoughts
Access control systems in 2024 are defined by technological advancements and the shift towards cloud-based solutions, offering unprecedented flexibility and integration capabilities. Selecting the right system requires balancing between enhanced security features, operational efficiency, and budget constraints.
We think the right solution can absolutely transform the way offices and workplace are managed, with a degree of automation that can truly save hours of work every week.
So instead of seeing access systems as an expense you have to go through, we hope you’ll look at them as tools that can truly have an impact on your business and generate a positive ROI.
