Guide to key card access control systems and door locks for businesses

What is a key card system for access control? 

A key card system for access control is a combination of card credentials, door card readers and locks that limit access to a private facility. The system operates by verifying credential information stored on the key card through the security card reader. Access will be granted or denied by the key card door lock system based on unique privileges assigned to the cardholder.

Core components

Card access security systems consist of several different components:

• Door key cards: These are security cards for doors with embedded chips that store information about the user’s identity.
• Key card scanner: A card reader security device installed on doors and gates that reads the information stored on electronic card keys.
• Controller: The main unit of the key card access system, the controller sends commands to open or close doors as needed by communicating with the user database.
• Electronic key card door lock: Card key locks are mechanisms that lock or unlock the door when a valid key card is swiped. They can be triggered manually or automatically, depending on the type of system in use.
• Multi-factor authentication (MFA) devices: Some key card entry systems require users to enter a PIN code in addition to swiping their electronic card for added security.
• Access card systems software: Special software is required to store user data, manage access rights and monitor system activity for most key card door access systems.

How does it work?

Key card access systems use RFID access or magnetic stripe technology to authenticate users when they present a verifiable credential to an access control reader.

When a user holds a door access card near a reader, the system checks the credentials against sets stored in a centralized database. If a match is found, access will be granted.

A typical key card access system workflow will involve:

• Transmission: Unique credentials stored on the key card are wirelessly transmitted to the reader as soon as the card enters a predefined proximity range.
• Verification: The reader sends the credentials to the main key card system database, where permissions are assessed and access will be granted or denied.
• Multi-factor authentication: Some key card locks require additional authentication, such as a PIN or biometric scan, for increased security.
• Event logging: All requests sent through the key card reader will be automatically recorded and logged in a centralized management system for auditing purposes.

Types of key card entry systems for different businesses’ needs

Organizations that need to observe personnel movement and secure sensitive areas may consider implementing a key card door lock. Having a reliable, customized physical security solution is critical to protecting company assets. Still, it can be challenging to determine which type of key card system best meets your organization’s needs.

Here are some types of key card door lock solutions along with their best applications:

Magnetic stripe (swipe cards)

Magnetic stripe card access systems use magnetic stripes on the back of each key card to store credential information. These systems are often called card swipe entry systems because users must physically swipe cards through an electronic reader to request access.

Swipe card entry systems are commonly used for university, school, office and apartment access control as they’re user-friendly and require minimal hardware beyond key cards and readers. However, physical contact can cause cards and readers to wear out over time.

Proximity (RFID) cards

Proximity door access cards transmit credentials to entry readers wirelessly with RFID technology. Users can simply hold a key card near a reader to request access. If their credentials are accepted, the card key door lock will open and access will be granted.

This type of card door access system is well-suited to high-traffic environments such as offices, hospitals and factories where users require swift, hygienic access to multiple areas every day. Proximity card key entry systems are also considered fairly secure, as card data is difficult to duplicate and varying levels of access can be assigned to specific access cards.

NFC card systems

Near-field communication (NFC) key card access systems use a subset of RFID technology to transmit credentials to readers wirelessly. The main difference between the two is that NFC systems can perform two-way communication, but at a shorter operational range.

NFC key cards must be held within around 4cm of a reader to communicate credential data. Two-way communication allows for increased security as both key cards and readers can authenticate each other and readers can update card permissions frequently and wirelessly.

ID badge systems

Badge entry systems use tags installed in ID badges and key cards to store credential data and communicate wirelessly with access readers. Credentials often contain information about the user’s role within the business, which the system uses to determine permissions.

A major advantage of badge lock door systems is that ID information can reliably track who has accessed secure areas at specific times. In addition, users wearing ID badges on the premises can help improve security awareness by visually communicating a person’s validity to others.

Smart access cards

Smart card systems use plastic key cards with embedded microchips to transmit credential data to access readers. These systems offer a higher level of security than RFID and NFC card access systems, as microchips can store more data and use encryption to prevent cloning.

As smart cards have rewritable memory, they can support multiple applications simultaneously. A single key card can be used to manage property access, cashless vending, asset control and broader use cases, with two-way communication allowing mutual authentication.

Avigilon’s top key card entry reader solutions

Benefits of a key card door entry and lock system

There’s a reason access card systems are so prevalent in commercial property security. While not necessarily the most advanced tech on the market, key card locksdo offer a wide range of benefits.

• Increased security: Key card access door locks provide a secure way to control who can enter buildings, parking lots and sensitive areas. Compared to traditional keys or shared PIN codes, card-based commercial access control systems offer greater security because each individual must present a unique, traceable credential to request access.
• Improved tracking: A door access card system can provide data on who enters and exits a building, allowing businesses to identify security breaches and monitor activity in real time. The data can also be used for employee time tracking or visitor management, and provides crucial information for auditing or forensic investigations.
• Increased convenience: Key card access systems eliminate the need to carry cumbersome traditional keys, providing touchless access to workplaces and vulnerable areas for employees, clients, and guests.
• Flexibility: Card key systems can be easily updated and modified to reflect changes in personnel or access privileges, enabling flexible, scalable operations. In addition, access cards can be pre-programmed to deactivate after a set time period to provide secure, temporary access to contractors and guests.
• Easy management: Card access systems can be managed on a centralized digital platform, helping security teams assess events 24/7. Operators can adjust credentials, revoke permissions and investigate access events remotely at any time to help ensure suspicious events are promptly addressed.
• Cost-efficiency: Key card systems can be cost-effective to install and operate, as they require minimal hardware and ongoing maintenance to function properly. Many types of card access systems can be connected to existing wiring infrastructure, with the touchless nature of access cards removing the need to replace locks and recut keys if a credential is lost.

Disadvantages of a key card door lock system

While well-implemented card key locks can provide security, convenience, and flexibility, they also have unique drawbacks. Before investing in an access card system for your business, consider the following common disadvantages.

Security risks

While well-managed systems can be highly secure, key card entry systems pose inherent security risks that facility owners and managers should consider.

Key cards can be:

• Damage-prone: Door access cards can become damaged over time from normal wear and tear. In high-traffic environments, replacements may be required regularly, potentially causing disruptions and raising operational costs.
• Easy to misplace or lose: Alongside damage, the small size of access cards can make them easy to misplace or lose. If security teams are not informed of lost cards promptly, sites can become vulnerable to undetected intrusions and unauthorized access.
• Vulnerable to cloning: Some types of key card credentials, particularly those on magnetic stripe and proximity cards, can be copied by malicious actors using easily-sourced cloning devices, potentially exposing difficult-to-identify vulnerabilities in access systems.

Operational challenges

While card access systems can help teams balance convenience and security, they often require continuous management, which can introduce operational challenges.

Challenges to consider include:

• Access bottlenecks: Lost and damaged credentials can cause bottlenecks throughout a facility if security teams are not on hand to address issues 24/7. Card swipe door entry systems can be especially prone to misreads that necessitate multiple unlock attempts.
• Time-consuming administration: Registering and revoking credentials can be time-consuming if key cards need to be physically reprogrammed. The best door access control systems enable teams to issue and revoke credentials remotely, helping mitigate this issue.
• Credential issuance: Key cards must be physically handed to employees or mailed out securely, which can add an extra step to onboarding processes.

Scaling limitations

Scaling key card entry systems in line with business growth can make systems increasingly difficult to manage.

Common scaling challenges concern:

• Lack of centralized management: Legacy key card systems may not offer centralized management, making it challenging for businesses with multiple sites to manage the system effectively. Some modern keyless entry systems provide remote management features to help address this issue.
• Onboarding delays: Delays in issuing key cards can result in longer onboarding processes and lost revenue.
• Changes requiring re-issuance: Changes to the system may require re-issuing everyone’s key cards, adding a layer of complexity and cost.
• Multiple cards required: Personnel with access to more than one location might have to carry around multiple key cards, which can be inconvenient and potentially increase the administrative burden on the business.

Alternatives to key card entry systems

While access card systems can be a viable solution for many businesses, there are other keyless options available that may better suit your unique security and operational needs.

Keypad access control

Although not touchless, access control keypads are a viable alternative to key card entry systems. It requires the credentialed user to input a unique PIN code on a keypad to gain access. Businesses can change the PIN code to manage the security of their premises and more advanced systems enable organizations to provide a unique PIN code to each user.

Mobile access control

App-based mobile access control systems allow credentialed users and visitors to gain entry by presenting their smartphone, smartwatch or tablet to a proximity reader. These solutions can help businesses avoid issues with lost or stolen credentials, as users are less likely to misplace smart devices and credentials can be secured with in-device biometric protections.

QR code access control

With this solution, the user’s credentials are stored in the form of a unique QR code. This code is scanned by the reader to grant access. Ideal for visitor management, this keyless access control option allows organizations to share QR codes with visitors through an app or via email and can be programmed to activate and expire at specific dates and times.

Biometric access control

Biometric access control technology grants access using the user’s unique physical features, such as fingerprints or iris scans. As biometrics are unique to each user, this type of solution provides the highest level of security. Therefore, it is often used in high-security environments, such as bank vaults or government building security.
 

Factors influencing the cost of installing a key card access system

At first, investing in a card-based system might not seem all that expensive due to comparatively low installation and component costs. However, key card access control costs can be influenced by several factors, ranging from building size to potential future scalability needs.

1. Building size and layout

The size and layout of a facility can significantly influence the cost of a key card entry system, as it determines the number of components required to ensure effective operations. For example, a multi-tenant complex with public and private offices or a site that must control access for people and vehicles will require a larger number of readers than a small facility with one main entrance.

2. Type of door access card reader

The type of card readers used can also affect the cost of card-based access systems. Some readers have more features and security capabilities than others, such as support for multiple credential types or built-in IP security cameras, which can significantly raise installation costs.

3. Number of key cards required

Another important factor to consider concerns the number of key cards needed for employees, contractors and guests who require regular access. The cost of purchasing, programming and issuing cards can be great if large numbers of users regularly require new, bespoke credentials.

4. Software requirements of a key card entry solution

When installing a key card entry system, software requirements should be considered. Newer systems require different software than legacy systems, typically necessitating costly upgrades.

Even when installing a completely new solution, the cost of sourcing and setting up software can be high. Intuitive software with remote or cloud-based access control management can increase operational flexibility for key card door lock systems, allowing teams to sync users, adjust permissions and change door schedules without needing to be on-site.

5. Additional security features

For higher levels of security, additional features such as integrated video surveillance or motion sensors may be necessary. These features can add to the overall cost of the system but also measurably improve security outcomes.

For example, investing in a key card access control system with built-in video can give your teams visual verification of users swiping in. Similarly, key card gate access systems might be more effective if they incorporate license plate recognition technology. 

6. Installation fees

Installation costs will depend on the complexity of the job and the type of system being installed. Professional installation is usually recommended for larger key card access control systems, adding to the overall cost but improving the reliability and durability of the wider security system.

7. Maintenance fees

Finally, ongoing maintenance is necessary to keep up with operational demands; additional expenses will need to be factored into procurement plans. Maintenance costs will depend on the type of card access system desired, its main features and any software or hardware required.

Integrating key card entry solutions with existing security systems

Pursuing integrations between key card access and wider security systems can bring significant benefits in terms of improved safety, convenience and return on investment. By combining multiple layers of security technology, leaders can help ensure their sites remain well-protected.

Many key card access solutions support integrations with a wide range of security technologies to provide companies the flexibility to develop customized, forward-thinking security strategies.

Common types of integrations to consider include:

• Intercom systems: Business intercom systems can be integrated with key card access systems to help staff communicate with visitors at secure entry points. Some solutions combine intercoms and readers within a single device to perform this function natively.
• Video surveillance: Integrating video security cameras and motion sensors into access systems enables operators to visually verify identities during access events and investigate suspicious activities remotely, improving security outcomes.
• Alarm systems: Integrations between key card entry systems and alarms can support workflows where intruders are immediately warned that they’ve been identified. This can help to deter unauthorized entry events and ensure security staff are informed of threats.
• Visitor management: Your access card system can integrate with visitor tools to automatically create visitor permissions for meetings, and issue custom key cards when guests check in at your building.
• Biometrics: Integrating biometric credential readers, such as fingerprint or facial recognition scanners, into access systems can provide an extra layer of security for high-risk areas.
• Lockdown solutions: Many key card access systems are also compatible with lockdown solutions, allowing staff or first responders to easily activate a door lock with key card credentials in the event of an emergency. This can facilitate a rapid evacuation of the premises and minimize losses.

Questions to consider when planning a key card access system

Business owners and commercial property managers must consider various factors when evaluating card or badge-based entry systems. Security, efficiency, scalability, user experience, integration, support and cost will play a role in the decision-making process. Use the following key card access system checklist to help plan a successful implementation for your business:

Security

• How secure is the key card door lock system? Does it have encryption and other security features in place?
• What happens if a key card is lost or stolen? Can access be easily revoked?
• Is there any monitoring in place to alert of potential vulnerabilities or failures?

Efficiency

• How easy is it to issue and revoke access to secure entry points?
• Is high traffic from visitors and contractors likely to introduce bottlenecks?
• How long does setup take, and what are the ongoing maintenance requirements?

Scalability

• How easy is it to add new users or change access levels?
• Can new readers be easily added to the card access system as the business grows?
• Does the system support multiple credential types?

User experience

• How intuitive and user-friendly is the access card system?
• Does the system provide quick, reliable, touchless access to employees and guests?
• Are there any features that help facilitate employees’ use of the system, such as helpful tips or prompts?

Integration

• Does the system support wider integrations with existing and planned security systems?
• Does the vendor offer support for integrating with existing IT architecture?
• Is the key card system compatible with popular operating systems, browsers and mobile devices?

Cost

• How much will it cost to purchase and install key card access door locks?
• Are there any ongoing costs for maintenance and upgrades?
• How does the cost compare with other similar products on the market?

Support

• Are technical support services available 24/7 if needed?
• Does the vendor help troubleshoot or train users to use the access card system correctly?
• Does the access control brand have a good track record regarding customer service and satisfaction?

Who uses key card lock systems?

Organizations across all industries use key card entry systems to help secure entry points and prevent unauthorized access to restricted areas, particularly:

• Commercial and corporate offices: The system provides seamless access to employees while preventing intruders from gaining entry.
• Schools and college campuses: Students, faculty and authorized visitors can access the school and campus. The key card system will stop unauthorized individuals from accessing the site.
• Retail stores: Using a key card system, employees can access restricted spaces, such as stock rooms, which are secured from intruders and thieves.
• Hospitals and healthcare facilities: The key card system enables authorized clinical staff to enter staff-only areas and prevent patients and visitors from entering private spaces.
• Multifamily residential buildings: Residents and visitors can enter the building, rooms and amenities, using the key card system.
• Hotels and casinos: The system allows staff to enter staff-only facilities and prevent intrusion events.
• Gyms and fitness centers: Members can access the facility. The key card system will stop non-members from entering the center.

Is a key card access system the right investment for your business?

Key card access systems provide businesses with a practical, versatile, and cost-efficient way to monitor and control access to a building or area. With the right planning, businesses can ensure they make the right choice when selecting a solution to meet current and future requirements.

By considering the security, efficiency, scalability, user experience, integration, support and cost questions outlined above, businesses can decide which key card door lock system best suits their needs. With an advanced, future-proof card door access security solution in place, organizations can enjoy peace of mind knowing that their premises are safe and secure.