Controlling who can enter your premises is an essential part of protecting employees, visitors, equipment and business information. Traditional locks and keys can provide basic security, but they often become difficult to manage as a business grows, takes on more staff or operates across several locations. An access control system offers a more flexible way to manage entry and decide who can access particular areas of a building.
However, choosing and installing an access control system involves more than deciding between key cards, fobs or PIN codes. Businesses need to consider their security requirements, building layout, number of users, future expansion plans and how the system will work alongside existing security equipment.
A poorly planned installation can create unnecessary costs, inconvenience employees and leave important areas inadequately protected. Taking time to assess the requirements before installation helps ensure the finished system is practical, reliable and suitable for the premises.
This guide covers 10 important things to consider before installing an access control system, including costs, security features, installation requirements and ongoing maintenance. It also explains how professional security specialists such as William Hale Fire & Security can help businesses make informed decisions about their building security.
1. Understand Your Business’s Security Requirements
Before choosing any access control equipment, establish exactly what you need the system to protect. Different businesses have different security priorities, and the right solution should reflect the risks associated with the premises.
A small office may only need to restrict access to its main entrance, while a warehouse, healthcare facility or industrial site may require several levels of security across multiple departments.
Identify vulnerable areas
Start by reviewing the building and identifying areas where access should be restricted.
These might include:
- Main entrances and staff-only entrances.
- Server rooms and IT equipment cupboards.
- Offices containing confidential information.
- Stockrooms and storage facilities.
- Cash handling areas.
- Plant rooms and electrical cupboards.
- Pharmaceutical or specialist storage areas.
Not every door requires the same level of protection. A reception entrance may need to accommodate visitors throughout the day, whereas a server room should only be accessible to a small number of authorised employees.
Consider the risks associated with each area
Think about what could happen if an unauthorised person entered a particular space.
For example, access to a general office may create a confidentiality concern, while access to a warehouse containing valuable stock could introduce a risk of theft.
Businesses should also consider internal security. Not every security issue involves someone entering from outside. Restricting access to sensitive departments can help prevent employees from entering areas unrelated to their responsibilities.
Match the system to your requirements
A professional security assessment can help establish which doors need controlled access, what type of credentials are appropriate and whether additional monitoring features would be useful.
The aim is to achieve a sensible balance between security and convenience. A system that creates unnecessary restrictions can frustrate staff, while one that is too permissive may fail to address the risks it was installed to manage.
2. Choose the Right Type of Access Control System
Access control systems are available in several different formats. Each has advantages and limitations, so the best choice depends on the building, the number of users and the level of security required.
Understanding the main options makes it easier to compare installations.
Key card and fob systems
Card and fob systems are widely used in commercial buildings.
Employees are issued with an individual card or electronic fob that communicates with a reader installed beside an access-controlled door.
When the credential is recognised, the system allows entry according to the permissions assigned to that user.
One major advantage is convenience. If an employee loses a card or leaves the company, their access credentials can usually be disabled without changing the physical lock.
These systems are particularly useful for offices, warehouses, schools and buildings with regular staff movement.
PIN code systems
PIN-based systems require users to enter a numerical code before gaining access.
They can be useful where businesses want to avoid issuing physical credentials to every user.
However, codes can be shared, forgotten or observed by unauthorised individuals. Regular code changes and sensible permission arrangements help reduce these risks.
For higher-security areas, a PIN may be combined with another authentication method.
Biometric access control
Biometric systems use physical characteristics, such as fingerprints or facial recognition, to verify a person’s identity.
They can offer a convenient way to control access without relying on cards or memorised codes.
However, biometric information requires careful handling because it is particularly sensitive personal data. Businesses must consider data protection obligations, security arrangements and whether a less intrusive option would achieve the same purpose.
Mobile access control
Some modern systems allow authorised users to unlock doors using smartphones.
Credentials may be delivered through an application or other supported mobile technology.
This can reduce the need for physical cards and make it easier to manage access remotely, depending on the system’s capabilities.
Before choosing mobile access, businesses should consider device compatibility, lost or stolen phones and what happens when an employee changes their device.
| Access control type | Main advantage | Main consideration |
|---|---|---|
| Key cards and fobs | Easy to issue and cancel | Cards can be lost |
| PIN codes | No physical credential required | Codes can be shared |
| Biometrics | Identity-based verification | Sensitive data protection |
| Mobile access | Convenient smartphone entry | Device compatibility |
| Multi-factor access | Additional security | Greater complexity |
3. Consider How Many Users Need Access
The number of people using the system has a direct impact on the equipment, configuration and administration required.
A system designed for a small office may not be suitable for a large organisation with hundreds of employees, contractors and regular visitors.
Think beyond your current workforce
When planning an installation, consider how many people are likely to need access over the next few years.
A business may currently employ 20 people but expect to expand its workforce, move into additional office space or introduce shift-based working.
Choosing a system with suitable capacity from the beginning can help avoid expensive upgrades later.
Decide how access permissions will work
Not every employee should automatically have access to every area.
A well-configured system allows permissions to be assigned according to job roles, departments and operational responsibilities.
For example:
- Reception staff may need access to the main entrance and reception area.
- Warehouse employees may require access to storage and loading areas.
- IT personnel may need access to server rooms.
- Senior management may require access to additional restricted offices.
- Contractors may need temporary access to designated areas.
This approach makes security easier to manage and reduces unnecessary access privileges.
Account for temporary users
Businesses should also consider visitors, maintenance contractors, cleaners and delivery personnel.
Temporary credentials can be useful because they allow access for a defined period without providing permanent entry rights.
For example, a contractor carrying out work on a particular day could receive access to the relevant area for the duration of the appointment.
Once the work is complete, those permissions can be removed or allowed to expire.
4. Assess Your Building Layout and Door Requirements
The physical characteristics of your premises can influence which access control system is suitable.
Before installation, assess every proposed access point rather than assuming that the same equipment can be fitted to every door.
Examine the existing doors
Access control equipment must be compatible with the doors, frames and locking mechanisms already installed.
Some doors may require electric strikes, electromagnetic locks or other specialist locking arrangements.
The correct solution depends on the door construction, its purpose and the level of security required.
For example, a lightweight internal office door has different requirements from a heavy external entrance exposed to weather and frequent use.
Consider the number of entry points
A building with one controlled entrance is generally easier to configure than a site with several external doors, internal departments and separate buildings.
Businesses should identify every entrance that needs to be controlled, including less obvious access points such as rear doors, staff entrances and delivery areas.
Leaving an unsecured secondary entrance can undermine the benefits of controlling the main entrance.
Consider accessibility and emergency exits
Access control must not prevent people from leaving a building safely during an emergency.
Fire safety requirements should be considered before selecting locking arrangements, particularly for doors forming part of escape routes.
Depending on the door and system, suitable emergency release arrangements, interfaces with fire alarm equipment and fail-safe or fail-secure operation may be required.
These decisions should be made with reference to the building’s fire risk assessment and applicable safety requirements.
A qualified installer should ensure that the access control arrangement does not compromise emergency escape.
5. Check Integration with Your Existing Security Systems
Access control is often most effective when it forms part of a wider building security arrangement.
If your premises already have CCTV, intruder alarms or other security equipment, consider whether the new system can work alongside them.
Integration with CCTV
Connecting access control with CCTV can help security teams understand what is happening around controlled entrances.
For example, access records may show that a particular credential was used at a certain time. Relevant CCTV footage can then help establish what happened at the door.
This can be useful when investigating suspected unauthorised entry, lost credentials or unusual access activity.
The level of integration available depends on the equipment and software involved.
Integration with intruder alarms
Some access control systems can be configured to work alongside intruder alarm arrangements.
For example, authorised entry may be coordinated with alarm procedures, helping reduce unnecessary alerts when staff arrive at the premises.
The configuration must be planned carefully so that security functions continue to operate as intended.
Centralised security management
For businesses operating across multiple buildings or sites, centralised management may provide additional convenience.
Depending on the system, authorised administrators may be able to manage users, review access activity and adjust permissions from a central location.
This can reduce administrative work and make it easier to maintain consistent security policies across several premises.
Before purchasing equipment, ask the installer which integrations are supported and whether additional hardware, software or licences will be required.
6. Understand the Total Cost of Installing an Access Control System
Cost is an important consideration for any security installation, but the cheapest system is not always the best long-term investment.
The total cost depends on the number of controlled doors, equipment specifications, installation complexity and the features required.
Businesses should consider both the initial installation price and the ongoing cost of operating the system.
Typical UK access control installation costs
The following figures are indicative UK market guides rather than fixed quotations.
| Access control installation | Typical guide price |
|---|---|
| Single-door keypad system | £400 to £800 |
| Single-door card or fob system | £500 to £1,000 |
| Two-door commercial system | £900 to £1,800 |
| Four-door access control system | £1,800 to £3,500 |
| Larger multi-door installation | £3,500 to £8,000+ |
| Complex multi-site installation | Site-specific quotation |
Prices depend on the equipment selected, existing door hardware, wiring requirements and the amount of configuration involved.
Additional costs to consider
The initial quotation may not cover every expense associated with operating the system.
Businesses should ask about:
- Additional cards, fobs or mobile credentials.
- Software licences and subscription charges.
- Cloud-based management fees.
- Electrical and network infrastructure.
- Replacement batteries or components.
- Routine maintenance and servicing.
- Future expansion and additional doors.
- Training for system administrators.
These costs can influence the overall value of an installation over several years.
Why professional systems cost more
Higher-quality access control installations may cost more because they involve better equipment, appropriate security features, experienced installation, suitable integration and ongoing technical support.
A professional contractor should also consider the building’s existing infrastructure and ensure that the equipment is configured correctly.
The cheapest quotation may exclude important features or leave the business with limited support if something goes wrong.
It is better to compare the equipment, installation work, warranties where offered and ongoing support included in each quotation.
7. Consider Ease of Use for Employees and Visitors
A security system must be practical for the people who use it every day.
Even a technically advanced installation can create problems if employees struggle to operate it or visitors cannot enter the building without unnecessary delays.
Make everyday entry straightforward
Consider how employees will access the building during normal working hours.
Card readers and mobile credentials may be convenient for staff who enter and leave frequently, while PIN codes may suit smaller areas with fewer users.
The chosen system should provide a straightforward process without creating unnecessary obstacles.
Plan for visitors and contractors
Visitors should be able to enter the premises through a controlled process.
Depending on the building, this may involve reception staff issuing temporary credentials, remotely releasing an entrance or using an intercom alongside the access control system.
Contractors may also need temporary permissions for specific areas.
A clearly defined visitor procedure helps maintain security without making legitimate access unnecessarily difficult.
Provide staff training
Employees should understand how to use the system and what to do if they experience problems.
Training should cover practical matters such as:
- Using cards, fobs or mobile credentials.
- Reporting lost or stolen credentials.
- Following entry and exit procedures.
- Avoiding credential sharing.
- Reporting damaged readers or faulty doors.
- Understanding temporary access arrangements.
A short induction for new employees can help prevent avoidable security issues.
8. Review Data Protection and Access Monitoring Requirements
Modern access control systems can collect information about when people enter and leave a building.
This information can be useful for security management, but businesses must consider their responsibilities under UK data protection legislation.
Understand what information is collected
Depending on the system, access records may include an individual’s name, credential number, location of entry and the date and time of an access event.
Biometric systems may collect particularly sensitive personal information, requiring additional legal considerations.
Before choosing a system, establish exactly what information will be collected and how it will be used.
Establish suitable data retention policies
Access records should not be kept indefinitely without a justified reason.
Businesses should decide how long records need to be retained for legitimate security and operational purposes.
The retention period should be proportionate to the purpose for which the information is collected.
Control who can view access records
Access logs should only be available to authorised individuals who need the information to carry out their responsibilities.
This may include security managers, facilities managers or designated administrators.
Businesses should also consider how administrator accounts are protected and how changes to permissions are recorded.
Be transparent with employees
Employees should understand how access control information is collected and used.
Clear privacy information should explain the purpose of monitoring, the information involved, who can access it and how long it is retained.
Where CCTV or biometric technology is involved, further data protection considerations may apply.
Taking these matters seriously helps businesses introduce security technology responsibly while maintaining employee confidence.
9. Plan for Maintenance, Technical Support and Future Expansion
An access control system is not a one-off installation that can be forgotten about once the equipment is working.
Readers, locks, controllers, power supplies and software all need to remain in suitable working condition.
A maintenance plan helps identify developing problems before they disrupt normal business operations.
Arrange regular system checks
Maintenance should include checks of the equipment and its operation.
Depending on the installation, this may involve inspecting:
- Card readers and keypads.
- Electric locks and door mechanisms.
- Door position sensors.
- Power supplies and backup arrangements.
- Network connections.
- Software and system configurations.
- Emergency release arrangements.
Any faults affecting doors used for emergency escape should be treated as a priority.
Understand technical support arrangements
Ask the installer what support is available if a reader stops working, a door fails to unlock or an administrator cannot access the management software.
For businesses that operate outside standard office hours, response arrangements may be particularly important.
It is also worth checking whether software updates and configuration changes are included in an ongoing support agreement.
Allow room for future growth
Your business may expand, change departments or move into additional premises.
An access control system should ideally be capable of accommodating future requirements without needing a complete replacement.
Before installation, ask whether additional doors, users and locations can be added and whether the existing control equipment has sufficient capacity.
Planning ahead can reduce disruption and avoid unnecessary expenditure when the business grows.
10. Choose an Experienced Access Control Installation Company
The quality of the installation is just as important as the equipment itself.
An access control system needs to be correctly specified, installed, configured and tested to provide the intended level of protection.
Choosing an experienced security contractor helps reduce the risk of unsuitable equipment, poor installation practices and avoidable operational problems.
Look for relevant installation experience
Different premises have different security requirements.
A contractor experienced in commercial access control should understand the practical considerations involved in offices, industrial buildings, warehouses and multi-occupancy properties.
Ask about experience with installations of a similar size and complexity to your own.
This can help establish whether the contractor understands the challenges associated with your building.
Check insurance and relevant qualifications
Before appointing an installer, check that appropriate insurance is in place and ask about relevant technical training and qualifications.
Where the installation involves fire alarm interfaces or doors on escape routes, ensure the contractor understands the associated fire safety requirements.
Businesses should also consider whether the proposed equipment and installation arrangements meet any applicable industry and building requirements.
Request a detailed site assessment
A reliable installer should assess the premises before recommending a solution.
This should include reviewing doors, access points, wiring requirements, existing security equipment and the number of users.
A site assessment helps prevent problems that might otherwise become apparent only after installation has started.
Compare quotations carefully
When reviewing proposals, look beyond the overall price.
Check whether each quotation includes the same number of doors, type of readers, locking hardware, software features, installation work and commissioning.
Ask what happens if the system develops a fault and whether ongoing maintenance or technical support is available.
A well-planned installation should provide a practical security solution that suits the building and can adapt as the business changes.
Frequently Asked Questions
How much does it cost to install an access control system in the UK?
A basic single-door access control installation may cost around £400 to £1,000, while larger commercial systems can cost several thousand pounds. The final price depends on the number of doors, equipment specifications, wiring requirements and installation complexity. Additional software subscriptions, maintenance and support may also affect the overall budget.
How long does it take to install an access control system?
A straightforward installation covering one or two doors may take a day, although more complicated projects can take several days or longer. The timescale depends on the building layout, existing electrical infrastructure, number of controlled entrances and any integration requirements. A site assessment should provide a more accurate installation schedule.
Can an access control system work with existing CCTV?
Yes, many access control systems can integrate with compatible CCTV equipment. This can help businesses compare access records with relevant camera footage when investigating security incidents. However, integration capabilities vary between manufacturers and systems, so compatibility should be checked before purchasing or installing new equipment.
What happens if an employee loses their access card?
Lost access cards or fobs can generally be disabled through the system’s administration software. The employee can then be issued with a replacement credential without necessarily changing the physical door locks. Businesses should have a clear reporting procedure so that lost credentials can be cancelled promptly.
Are access control systems suitable for small businesses?
Yes, access control systems can be suitable for businesses of almost any size. A small office may only need a keypad or card reader on its main entrance, while larger organisations may require multiple controlled doors and different permission levels. The system should be selected according to actual security requirements and available budget.
Do access control systems work during a power cut?
This depends on the equipment and its power arrangements. Some systems have backup batteries or alternative power supplies that allow them to continue operating during a power interruption. The locking arrangements must also be designed so that emergency escape requirements are maintained. Businesses should ask their installer exactly how the system behaves during a power failure.
Can access control systems restrict entry to specific rooms?
Yes, access control systems can assign different permissions to individual users or groups. For example, employees may be allowed into general office areas but restricted from server rooms, stockrooms or other sensitive locations. This provides greater control over internal building security and helps ensure that people only access areas relevant to their responsibilities.
Do access control systems need regular maintenance?
Yes, regular maintenance helps ensure that readers, locks, controllers and software continue to operate reliably. Checks may include inspecting physical components, testing door operation, reviewing system settings and identifying faults. The recommended maintenance schedule depends on the equipment, number of users and frequency of daily use.
Are biometric access control systems GDPR compliant?
Biometric access control can be used in appropriate circumstances, but it requires careful consideration of UK GDPR and Data Protection Act 2018 requirements. Biometric information used to uniquely identify individuals is special category personal data. Businesses must establish a lawful basis and an appropriate condition for processing, assess necessity and proportionality, and implement suitable safeguards.
Can an access control system be expanded after installation?
Many modern systems are designed to accommodate additional users and doors as a business grows. However, expansion depends on the capacity of the existing controllers, software and supporting infrastructure. Discussing future requirements before installation can help ensure that the chosen system has sufficient flexibility without requiring a complete replacement.