A Guide to Setting Up A Building Access Control System

10 January 2025

In an era where security is paramount, setting up a building access control system is an essential step for businesses, high security and public sector building managers, and other facilities which need to control and manage points of entry and exit. An effective access control system ensures that only authorised personnel can enter specific areas, providing peace of mind and safeguarding assets. Here’s a comprehensive guide to help you understand and set up a robust access control system.

What is an Access Control System?

An access control system is a security measure designed to regulate who can enter or exit a building or specific areas within it. These systems can range from simple mechanical locks to advanced biometric and cloud-based solutions. Modern access control systems often include features like keycards, PIN codes, mobile credentials, and facial recognition technology.

Benefits of an Access Control System

Before diving into the setup, it’s essential to understand the benefits of an access control system:

1. Enhanced Security: Restrict access to sensitive areas.
2. Convenience: Replace traditional keys with digital credentials.
3. Audit Trails: Track and log entry and exit events.
4. Remote Access: Manage permissions from anywhere with cloud-based systems.
5. Scalability: Easily add or remove users as your organization grows.

Steps to Set Up a Building Access Control System

Step 1 : Assess Your Needs

Every building has unique security requirements. Start by evaluating:

• The building layout: Identify high-traffic and sensitive areas.
• The type of users: Employees, tenants, contractors, or visitors.
• Security risks: Theft, unauthorised access, or data breaches.

Create a list of objectives for your access control system, such as restricting unauthorized entry, enhancing convenience, or complying with regulations.

Step 2: Choose the Right Type of System

There are various types of access control systems, each suited to different needs:

• Standalone Systems: Ideal for small buildings; controls access at individual doors.
• Networked Systems: Centralised management for larger facilities.
• Cloud-Based Systems: Offers remote control and scalability.

Consider the following technologies:

• Keycard/FOB Systems: Users swipe or tap a card or fob for entry.
• Biometric Systems: Use fingerprints, facial recognition, or iris scans for high-security areas.
• Mobile-Based Systems: Use smartphones for access credentials with appropriate readers.
• PIN Codes: A keypad entry for quick and easy access.

Step 3 : Select Hardware Components

Your access control system will require various hardware elements:

• Control Panels: The brain of the system, managing access points and credentials.
• Readers: Devices that scan keycards, biometrics, or mobile credentials.
• Electric Locks: Magnetic or strike locks that secure doors.
• Door Sensors: Detect whether a door is open or closed.
• Request to Exit Buttons: Allow users to leave secured areas.
• IT: If you run an on-premises access control system you will need a computer to run the software on and network connectivity.

Choose hardware compatible with your desired technology and ensure it meets your building’s security standards.

Step 4: Plan the Installation

Proper planning is critical for a seamless installation. Follow these steps:

1. Survey the Building: Identify doors, entry points, and wiring requirements for the access control panels, card readers and maglocks.
2. Map the System: Create a blueprint showing hardware placement and wiring routes.
3. Coordinate with Professionals: Work with security experts and contractors for wiring and hardware setup.

Ensure minimal disruption to daily operations by scheduling installation during non-peak hours.

Step 5: Configure the System

Once the hardware is installed, configure the access control software:

• Set User Permissions: Assign access levels based on roles and responsibilities
• Create Schedules: Restrict access to certain times or days as required.
• Credentials: Assign credentials to individual users and issue the credentials (e.g. badges, key fobs and mobile passes).
• Enable Notifications: Set up alerts for unauthorised access or system issues.

If you’ve opted for a cloud-based system, ensure the software is accessible via a secure internet connection.

Step 6: Train Users

Educate all users on how to operate the system. Provide instructions for:

• Using keycards, PIN codes, or mobile credentials.
• Reporting lost credentials or access control entry/exit issues.
• Following security protocols.

Consider offering a short training session or distributing a user guide.

Step 7: Test the System

Before fully deploying the system, test it thoroughly:

• Verify that all hardware and software components function correctly.
• Ensure access permissions work as intended.
• Simulate unauthorised access to test the system’s response.

Document any issues and resolve them before going live.

Step 8: Maintain and Upgrade

An access control system is not a one-time setup; it requires regular maintenance:

• Routine Inspections: Check hardware for wear and tear including back batteries.
• Software Updates: Keep the system secure with the latest patches and software updates, both hardware and software components.
• Audit Logs: Review access logs for suspicious activity and archive them when the data is old.
• Credential Management: Deactivate lost or expired credentials promptly to maintain system security.

Setting up a building access control system is a crucial step toward enhancing security and operational efficiency. By carefully assessing your needs, choosing the right system, and following best practices during installation, you can create a secure environment tailored to your building’s requirements. Whether you’re managing a small office or a large commercial facility, investing in a reliable access control system will pay off in safety, convenience, and peace of mind. Take the first step today and contact Remsdaq, a leading UK manufacturer of access control systems. We can help you to design the right system for your building and work with one of our trained installers to deliver an outstanding access control system for your building.