How to Choose the Right Door Access Control System for Your Office

Door access control system for office is an inevitable trend. The first reason is that with the development of technology, people have replaced traditional manual management with intelligent management; the second reason is that with the emergence of AI automation technology, people will focus on work that requires more thinking and can produce more value;

If you want to know more about the benefits of using access control systems, click here;

How to choose an access control system suitable for modern office environments? This article will discuss it from six parts

一.Requirements

Before anything starts, we need our own purpose; what challenges do we face with the access control system? Is it the first time to use it or the existing functions no longer meet our usage environment? Do we only do attendance or attendance and access control together: Do we need to divide the area according to authority? What is the area of ​​our current office space? Do we need to update the subsequent personnel and venue? Does our company need to develop customized functions for our company based on basic functions?

The access control system solution is both a common function and a customized requirement; the common reason is that the conventional functions on the market can basically meet our usage environment, and the customization is because we must first understand our own situation and choose and use the access control system suitable for our own office environment according to our own situation.

二. Hardware

Solution

It can be divided into Android system and Linux system; the difference between the two is simply that the Android system is easy to develop secondary and can inherit and be compatible with other APKs I want; Linux system development requires professional programmers to do it, so if your company only uses the attendance access control function by itself and does not want to invest too much time in development, then the Android system access control system is the most suitable; on the contrary, if your team is doing software systems and all engineers have them, then you can choose Android and Linux systems;

System:

From Android 7 to Android 11, this interval is a usable interval. Although our mobile phone solution can reach Android 12 or Android 13, there is still a slight difference in technology between electronic consumer products and industrial products.

But Android 11 is enough for us to use.

Recognition mode:

Facial recognition:

Facial recognition is a technology based on biometric recognition that analyzes and matches the uniqueness of the face for identity authentication or authorization. Then its advantages and disadvantages are also obvious. There is no need to carry keys or access cards. Users only need to show their faces in front of the camera to pass quickly. Facial recognition is an identity authentication method based on biometrics, which has high security. The uniqueness of the face makes it difficult to forge and impersonate.

The contactless recognition method used by facial recognition improves health and safety and reduces physical contact.
Disadvantages: Facial recognition involves the collection and storage of personal biometrics. In low light or extreme angles, the accuracy of facial recognition may be affected.

Fingerprint recognition:

Fingerprint recognition is also a technology based on biometric recognition, which collects and matches personal fingerprints for identity authentication.

Advantages: Everyone’s fingerprint is unique, even twins will not have the same fingerprint, so fingerprint recognition has high accuracy;
Convenience: Users only need to place their fingers on the fingerprint scanner to pass quickly, without carrying anything. Due to the complexity and uniqueness of fingerprints, it is difficult to forge fingerprints, and the security is high

Convenient storage: The storage and management of fingerprint data is relatively simple, and the storage space required is small, which can be easily used in the background management of the access control system

Désavantages:

Fingerprint wear: The fingerprints of some users may be worn due to work and age factors, resulting in fingerprint recognition failure or reduced accuracy.

Hygiene issues: Fingerprint recognition requires direct contact with the sensor, which may cause health hazards.
Environmental impact: Fingerprint recognition has certain requirements for the environment. For example, when there is water, error or other contaminants on the user’s finger, it may cause recognition failure

Iris recognition:

Iris recognition in the access control system is a biometric-based identity authentication technology that confirms identity by analyzing and identifying the unique pattern of an individual’s iris. The iris is a ring-shaped structure in the colored part of the eye. Everyone’s iris pattern is unique, so iris recognition is considered to be a very safe and accurate way of identity authentication.

High security: The iris is a very unique and difficult-to-forge biometric feature, providing extremely high security
Non-contact: Iris recognition is usually performed in a non-contact manner, without direct contact with the device;
Disadvantages: The cost of the iris is still relatively expensive among many biometric features, and user acceptance is not yet widespread

Palmprint recognition:

Palmprint recognition is a biometric technology that scans and analyzes the leader’s pattern characteristics to authenticate identity. In addition to palmprint recognition, there is also palm vein recognition, which is more accurate than palmprint recognition
High accuracy: Palmprints contain a wealth of feature points, which are unique.
When using palmprint recognition, you also need

NFC recognition:

NFC recognition is not a type of biometric recognition, but it is increasingly used in access control systems.
Convenience: In addition to traditional NFC card recognition, many smartphones are now compatible with NFC. Users only need to bring the device close to the access control reader to complete identity verification, which is simple to operate.

QR code recognition:

QR code recognition is the same as NFC recognition. Although it is not a type of biometric recognition, it is often used in conjunction with biometric features;

Users only need to generate or receive a QR code through a smartphone, and then scan it on the scanning device of the access control system. The operation is still simple and fast;

However, when using QR code recognition, the validity period of the QR code must be set to prevent the QR code from being copied and abused, thereby improving security;

Temperature detection:

The temperature detection function is an optional function of the access control system. You can determine whether it is needed based on your needs. Temperature detection. Especially in places with rigid health requirements, it is necessary to ensure that every employee who enters the authorized range is in a healthy physical environment. Generally, an infrared temperature detection device is added to the access control system.

Alcohol identification:

Alcohol identification in access control systems is an emerging security measure that requires alcohol testing of people entering specific areas to improve security and management levels;

When excessive alcohol concentration is detected, the system can automatically trigger an alarm, prevent people from entering and notify management personnel to take further measures

三.Software

The conventional access control system should include attendance, access control, and working hours calculation. There will be many small points to be included in each part. Let’s briefly talk about the example. Attendance. Do we need to set single attendance or multiple attendance. Reject video attendance, etc.
Access control. Different time periods. Different people have different areas to enter, etc.
Then I will take a closer look at what the access control system software should include

Authentication

• Multi-factor authentication: supports multiple authentication methods, such as cards (RFID), passwords, fingerprints, face recognition, iris recognition, etc.
• Remote authentication: allows authentication through mobile devices or other remote methods

Permission management

• Graded permissions: assign different access rights according to different user roles (such as employees, visitors, administrators, etc.).
• Time period management: set access rights for different time periods, such as working hours, weekends, holidays, etc.
• Regional control: control the specific areas that users can enter according to the permission allocation.

Real-time monitoring and alarm

• Real-time monitoring: real-time monitoring of the status of each access control point and the flow of personnel.
• Abnormal alarm: When abnormal situations such as illegal intrusion, door not closed, equipment failure, etc. are detected, the alarm is automatically triggered.
• Alarm notification: Notify relevant personnel through SMS, email, APP push, etc.

Log recording and query

• Access record: Detailed record of personnel, time, location and other information of each entry and exit for subsequent query.
• Event log: Record various events of the system, such as alarm events, equipment failures, system updates, etc.
• Log query: Provides convenient query function, supports multi-condition filtering and export functions.

Data statistics and analysis

• Statistical report: Generate various statistical reports, such as personnel flow report, abnormal event report, etc.
• Data analysis: Analyze historical data to find potential safety hazards and trends.
• Visual chart: Display data analysis results in the form of charts, which is convenient for managers to understand intuitively.

Remote management

• Remote control: Remotely manage the access control system through the network, such as opening and closing doors, modifying permissions, etc.
• Remote monitoring: View the status and historical records of each access control point in real time.

User management

• User registration: Supports user registration, modification and deletion operations.
• User grouping: manage users in groups according to different roles or departments.
• Temporary visitors: manage the registration and access rights of temporary visitors.

Equipment management

• Equipment registration: support the registration, configuration and management of access control equipment.
• Equipment monitoring: monitor the equipment status in real time, and promptly discover and handle equipment failures.
• Equipment maintenance: record the maintenance history of the equipment, and regularly inspect and maintain the equipment.

System integration

• Integration with other systems: support integration with video surveillance systems, anti-theft alarm systems, fire protection systems, etc. to achieve linkage management.
• Third-party interface: provide API or SDK to facilitate integration with other business systems, such as attendance systems, human resources management systems, etc.

Security and privacy

• Data encryption: encrypt sensitive data in the system to ensure data security.
• Access control: strictly control access rights to the system to prevent unauthorized access.
• Privacy protection: follow relevant laws and regulations to ensure the protection of user privacy data.

Expérience utilisateur

• Friendly interface: provide a user-friendly operation interface for administrators and users.
• Multi-language support: support multiple languages ​​to meet the needs of users in different regions.
• Ease of use: Simplify the operation process and provide detailed operation guides and help documents.

Backup and redundancy

• Data backup: Regularly back up system data to prevent data loss.
• Redundancy design: Support the high availability design of the system to ensure that the system can continue to operate in the event of a failu

四.Budget

The budget for using an access control system for an office depends on several factors, including the size of the office, the complexity of the access control system, the type and brand of equipment, installation costs, etc. Here are some key factors and approximate cost ranges for your reference:

Equipment cost

1. Card reader: Each card reader usually costs between $50 and $200, depending on the brand and features (such as whether it supports multiple card types, biometrics, etc.).
2. Controller: The price of a controller is usually between $200 and $1,000, depending on the number of doors and functions it supports.
3. Electromagnetic lock/electric bolt lock: Each electromagnetic lock or electric bolt lock usually costs between $100 and $300.
4. Card or key fob: Each card or key fob usually costs between $1 and $5.
5. Biometric devices: Such as fingerprint recognition or face recognition devices, the price is usually between $200 and $1,000, depending on the technology and brand.

Software Cost

Access Control Software: Some basic versions of software may be free or have a one-time fee, while advanced versions may require an annual license fee, which is usually between $100 and $1,000.

Cloud Service Fees: If you use a cloud-based access control system, you may need to pay a monthly or annual fee, which is usually between $10 and $100 per month, depending on the number of users and features.

Installation and Maintenance Costs

Installation Costs: Professional installation costs usually range from $200 to $500 per door, depending on the complexity of the installation and regional market prices.

Wiring Costs: If a large amount of wiring is required, the cost of wiring may increase significantly, and the cost per meter of wiring is usually between $1 and $5.

Maintenance Costs: The cost of regular maintenance and technical support may require annual payments of between $100 and $500.

Other Costs

Power Supply: The cost of power supply equipment is usually between $50 and $200.

Backup Battery: Used as a backup power source in the event of a power outage, the cost is usually between $50 and $150.

Budget example

Assuming a small to medium-sized office needs to install an access control system to cover 4 doors, the budget example is as follows:
Equipment cost
4 card readers ($150 each): $600
1 controller (supports 4 doors, $500): $500
4 electromagnetic locks ($200 each): $800
50 cards ($2 each): $100
Software cost
Access control management software (one-time fee of $500): $500
Installation and maintenance costs
Installation cost ($300 per door): $1,200
Wiring cost (estimated $300): $300
Annual maintenance cost: $300
Other costs
Power supply equipment: $100
Backup battery: $100
Total:
600 (card reader) + 500 (controller) + 800 (electromagnetic lock) + 100 (card) + 500 (software) + 1,200 (installation) + 300 (wiring) + 300 (maintenance) + 100 (power supply) + 100 (backup battery) = $4500

This example budget is a rough estimate and actual costs may vary depending on brand, technology and regional market prices. It is recommended to consult and compare with multiple suppliers to obtain accurate quotes.

五. Installation

Installing an access control system in an office requires certain steps to ensure smooth deployment and normal operation of the system. Here is a detailed step-by-step guide:

1. Demand Analysis and Planning

• Determine the requirements: clarify the areas and number of doors that need to be covered, as well as the required functions (such as card verification, fingerprint recognition, face recognition, etc.).
• Budget Preparation: Prepare a budget based on the requirements, covering equipment, software, installation and maintenance costs.
• Supplier Selection: Investigate and select a suitable access control system supplier, compare different brands and models of equipment and their quotations.

2. System Design

• Layout Design: Prepare a detailed system layout diagram, including the installation locations of card readers, controllers, electromagnetic locks, wiring, etc.
• Equipment Selection: Select the appropriate equipment model and brand based on the requirements and budget.
• Power Requirements: Determine the power requirements of the access control system and ensure that the power supply is sufficient, considering the configuration of the backup power supply.

3. Equipment Procurement

• Procurement List: Prepare an equipment procurement list based on the requirements of the system design.
• Contact Supplier: Contact the supplier to confirm the equipment model, quantity, price and delivery time.
• Signing a contract: Sign a purchase contract with the supplier to ensure that the terms of delivery and after-sales service are clear and unambiguous.

4. Installation preparation

• Installation plan: Develop a detailed installation plan, including the installation sequence and steps.
• Tool and material preparation: Prepare the tools and materials required for installation, such as drilling tools, wires, junction boxes, etc.
• Personnel arrangement: Arrange professional installers to ensure that they have relevant skills and experience.

5. Equipment installation

• Controller installation: First install the access control controller, which is generally placed in a safe place, such as a power distribution room or a machine room.
• Card reader installation: Install the card reader at the entrance and exit of each door, ensuring that the height and position of the card reader are ergonomic.
• Electromagnetic lock installation: Install electromagnetic locks or electric bolt locks on door frames and doors to ensure that the locks are firmly installed.
• Wiring: Wiring the power cord and data cable to ensure that the wiring is neat and safe and avoid exposing the line.
• Wiring: Wiring the wires and data cables according to the equipment manual to ensure correct connection.

6. System configuration

• Software installation: Install the access control management software on the server or management computer, and configure the software parameters as needed.
• Device configuration: Configure the controller and card reader through the management software or the interface of the device to ensure that they communicate normally.
• User registration: Register user information in the system, assign corresponding permissions and verification methods such as cards and fingerprints.

7. Testing and debugging

• Functional testing: Test the functions of each card reader and electromagnetic lock one by one to ensure that the verification method is correct and the door is opened and closed normally.
• Abnormal testing: Simulate abnormal situations such as power failure and illegal intrusion to check the alarm function of the system.
• System debugging: Adjust and optimize according to the test results to ensure stable operation of the system.

8. Training and delivery

• Training: Train system administrators and users to explain the operation methods and precautions of the system.
• User manual: Provide detailed user manuals and operation guides for user reference.
• Acceptance: Conduct final acceptance with the user to ensure that the system meets the requirements and sign the acceptance report.

9. Maintenance and support

• Regular inspection: Regularly check the system equipment and lines to ensure the normal operation of the system.
• Troubleshooting: Timely handle system failures and problems to ensure the reliability of the system.
• Software update: Regularly update the management software to obtain the latest functions and security patches.
• Through the above steps, you can ensure the smooth installation and normal operation of the access control system in the office. It is recommended to maintain communication with professional suppliers and technical support teams throughout the process to solve possible problems.

六.Secondary Development

Secondary development of access control systems usually involves customizing or expanding existing systems to meet specific needs. The following are the steps and considerations for secondary development

Requirements Analysis

Clarify requirements: Determine the functions that need to be added or modified, such as integrating new authentication methods, integrating with other systems (such as HR systems, attendance systems), data analysis, etc.

Feasibility Assessment: Evaluate the feasibility of the requirements and determine whether hardware changes are required or only software adjustments are required.

Understand the existing system

System architecture: Understand the architecture of the existing access control system, including hardware composition, communication protocols, data storage methods, etc.

API documentation: Obtain the API documentation of the existing system and understand the interfaces and functions provided by the system.

Development tools: Determine the required development tools and environment, such as programming languages, SDKs, databases, etc.

Design plan

System design: Develop a detailed system design plan, including data flow diagrams, module divisions, interface design, etc.

Functional modules: Identify the functional modules that need to be developed, such as user management, permission management, data synchronization, etc.

Security considerations: Ensure that the security of the system is taken into account during the development process to prevent data leakage and unauthorized access.

Development environment construction

Development environment: Build a development environment, including installing the required software and tools, such as IDE, database management system, etc.

Test environment: Build a test environment to simulate real scenarios for testing.

Coding and implementation

Interface call: According to the API document, call the interface provided by the existing system to implement the required functions.

Module development: Develop each functional module according to the design plan to ensure that the interface and data flow between modules are consistent.

Data processing: Implement data reading, writing and processing logic to ensure data accuracy and consistency.

Testing and debugging

Unit testing: Perform unit testing on each functional module to ensure that the function of each module is correct.

Integration testing: Integrate each module together for testing to ensure that the interface and data flow between modules are smooth.

Performance testing: Perform performance testing to ensure that the system can still operate normally under high load.

Security testing: Perform security testing to ensure that there are no vulnerabilities in the system.

Secondary development example

Suppose you need to integrate the access control system with the HR system to realize automatic employee registration and permission allocation. The following are brief implementation steps:

Requirements analysis

• Determine the employee information and permission information that need to be synchronized.
• Determine the frequency and trigger conditions of synchronization.

Understand the existing system

• Obtain the API documentation of the access control system and HR system.
• Understand the data structure and communication protocol of both.

Design plan

• Design the data synchronization plan and interface.
• Determine the synchronization process and error handling mechanism.

Development environment construction

• Build a development and test environment, including databases, servers, etc.

Coding and implementation

• Implement data synchronization interface calls.
• Implement data processing and conversion logic.

Testing and debugging

• Perform unit testing and integration testing.
• Simulate various abnormal situations for testing.

Deployment and launch

• Deploy the data synchronization module to the production environment.
• Perform final verification and adjustment.

Training and support

• Train system administrators to ensure they can use new features correctly.
• Provide technical support to solve problems encountered during use.

Through the above steps, the access control system can be effectively redeveloped to meet specific business needs.

Summarize

Choosing the right door access control system for your office involves several key considerations. First, assess your security needs, including the number of access points and the level of security required. Next, evaluate different types of systems such as key cards, biometric scanners, or mobile-based solutions.

Consider integration capabilities with existing systems like HR and security software. Ensure the system is user-friendly and scalable to accommodate future growth. Lastly, compare costs and choose a reliable vendor with good customer support. Making a well-informed decision ensures enhanced security and operational efficiency for your office.