10 Common Access Control System Mistakes (and How to Fix Them)
Access control systems are vital to the security and functionality of modern buildings — whether commercial, industrial, educational or residential. An effective system can protect people, assets and data. But when implemented poorly, access control can become a weak link in your security strategy. The following guide explores ten common mistakes organisations make with access control systems and, importantly, how to fix them.
Throughout this article, practical examples, tables and checklists will help you understand the issues clearly and take control of your security strategy. Where appropriate, suggestions will reference the expertise available at https://williamhale.co.uk/ — a site offering professional support in physical and electronic security solutions.
🧩 1. Starting Without a Clear Plan
The Mistake
Many organisations rush to install access control systems without first defining their objectives. They might choose hardware based on price or “cool features” rather than organisational needs.
Why It Matters
Without a plan:
- You can overspend on unnecessary features.
- Critical vulnerabilities may go unaddressed.
- The system may fail to integrate with your broader security strategy.
How to Fix It
Start with a Security Assessment:
- Identify the areas requiring controlled access.
- Define security goals for each area (e.g. restricted on weekends).
- Document who needs access and when.
- Set a budget based on your priorities, not assumptions.
| Step | Action | Tool/Resource |
|---|---|---|
| 1 | Identify sensitive areas | Site audit |
| 2 | List user roles | Staff input |
| 3 | Define access rules | Written policy |
| 4 | Budgeting | Quotes and planning |
🧠 2. Choosing Technology Without Considering Future Needs
The Mistake
Selecting an access control system that meets today’s needs but doesn’t scale can cause long-term headaches.
Why It Matters
Things like business growth, new regulations or facility expansion can quickly make a system obsolete.
How to Fix It
Ask future-focused questions:
- Will we add more doors or sites?
- Do we need remote management?
- Will we integrate with CCTV or HR systems?
👉 Always choose a scalable solution with expansion options. Many providers, such as those featured on https://williamhale.co.uk/, can advise on future-proof configurations.
🚫 3. Ignoring Integration with Other Systems
The Mistake
Installing access control in isolation, without linking it to other security or business systems.
Why It Matters
A disconnected system misses opportunities for:
- Centralised security management
- Automated responses (e.g. lockdown on alarm trigger)
- Better audit trails
How to Fix It
Evaluate compatibility with:
- CCTV / Video Management Systems (VMS)
- Alarm / Intruder systems
- HR and payroll software
- Fire safety systems
Integration Checklist
| System | Integration Benefit |
|---|---|
| CCTV | Correlates access events with video |
| Alarms | Triggers alerts on unauthorised attempts |
| Fire Systems | Overrides access during escapes |
| HR Software | Auto-updates user permissions |
🔑 4. Poor User Management
The Mistake
Failing to manage user permissions effectively leads to someone having access they shouldn’t — or not having access they need.
Why It Matters
Incorrectly assigned access can:
- Create security breaches
- Cause operational delays
- Lead to frustration and policy workarounds
How to Fix It
Adopt role-based access control (RBAC):
- Assign roles (e.g. admin, cleaner, visitor)
- Define access for each role
- Review permissions monthly
🛠 Tools to include:
- Automated provisioning and de-provisioning
- Temporary access capabilities
- Alerts for unusual access patterns
User Management Schedule
| Frequency | Task |
|---|---|
| Daily | Activate/deactivate access |
| Weekly | Review temporary permissions |
| Monthly | Audit all access roles |
🔐 5. Weak Authentication Methods
The Mistake
Using outdated or insecure authentication methods — like basic PIN codes that are easily shared or guessed.
Why It Matters
Weak authentication undermines the entire system’s security.
How to Fix It
Move to stronger authentication:
- Proximity cards with unique IDs
- Biometrics (fingerprint / facial recognition)
- Mobile credentials with encryption
📊 Authentication Strength Comparison
| Method | Security Level | Usability |
|---|---|---|
| PIN only | ⚠️ Low | 👍 Easy |
| Proximity card | ⭐ Medium | ⭐ Medium |
| Mobile credential | ⭐⭐ High | ⭐⭐ High |
| Biometrics | ⭐⭐⭐ Very High | ⭐ Medium |
💡 Combine methods (e.g. card + PIN) for multi-factor authentication (MFA) where needed.
🧪 6. Skipping Regular Testing and Maintenance
The Mistake
Treating installation as a “set and forget” task.
Why It Matters
Access control systems, like any other technology, require ongoing maintenance. Without it:
- Cards fail
- Readers become misaligned
- Firmware becomes outdated
How to Fix It
Implement a maintenance schedule:
- Monthly visual inspections
- Quarterly functionality tests
- Annual firmware updates
| Maintenance Task | Frequency | Responsible |
|---|---|---|
| Check door sensors | Monthly | Facilities |
| Update firmware | Quarterly | IT/security |
| Test emergency override | Annually | Installer / technician |
👉 A professional security partner can help with scheduled checks and prevent failures before they occur.
📡 7. Not Securing Network and Data
The Mistake
Modern access control systems are networked, yet many organisations use lax network security.
Why It Matters
A network breach can expose access control data, user credentials and control of the system itself.
How to Fix It
Secure the network:
- Use segmented VLANs for security gear
- Enable firewalls
- Use strong passwords and encryption
- Keep firmware up to date
🔍 Network Security Highlights
| Security Measure | Benefit |
|---|---|
| VLAN segmentation | Limits access control exposure |
| Firewall rules | Blocks unauthorised traffic |
| Encrypted communications | Protects credentials |
| Regular audits | Identifies vulnerabilities |
📋 8. Neglecting Policies and Training
The Mistake
Focusing only on technology and ignoring the human and procedural elements.
Why It Matters
Well-defined policies ensure consistent use and response protocols. Without training, staff may misuse or bypass the system.
How to Fix It
Develop access control policies:
- Who gets access and why
- How to request access changes
- Incident reporting procedures
- Disciplinary protocols for misuse
Train users on:
- Proper use of cards or credentials
- Security responsibilities
- Reporting lost credentials
📝 Policy Components
| Section | Purpose |
|---|---|
| Access criteria | Defines eligibility |
| Temporary access | Rules for visitors/contractors |
| Incident response | Steps to take when breached |
| Credentials handling | Lost / stolen card procedures |
📉 9. Forgetting Audit Trails and Monitoring
The Mistake
Failing to monitor or analyse access data.
Why It Matters
Audit trails are essential for:
- Detecting suspicious behaviour
- Investigating incidents
- Regulatory compliance
How to Fix It
Enable logging and review:
- Failed access attempts
- After-hours access events
- Changes to user roles
Use analytics and alerts:
- Unusual time patterns
- Repeated attempts at restricted doors
- Credentials used in multiple locations simultaneously
👉 Ensure logs are stored securely and backed up regularly.
💰 10. Overlooking Budgeting for Full Lifecycle Cost
The Mistake
Purchasing based solely on upfront costs without considering long-term expenses.
Why It Matters
Total cost of ownership includes:
- Hardware and installation
- Support and maintenance
- Licensing and software fees
- Training and ongoing management
How to Fix It
Create a Lifecycle Budget:
| Cost Type | Description | Estimated Annual Cost |
|---|---|---|
| Initial hardware | Readers, controllers | £X,XXX |
| Installation | Cabling and labour | £X,XXX |
| Software licences | Annual fees | £XXX |
| Maintenance | Scheduled servicing | £XXX |
| Support | Helpdesk / technician | £XXX |
| Training | Staff refreshers | £XX |
✔ Compare multiple scenarios (basic vs advanced) and plan for three to five years.
🧠 Best Practice Implementation Checklist
To cap off, here’s a practical checklist you can use when installing or reviewing an access control system:
Planning
- Conducted a full security assessment
- Defined objectives by area and user role
- Set realistic budget and future scalability requirements
Technology
- Chosen scalable hardware and software
- Verified integration with CCTV and alarms
- Established secure network architecture
Policies & Training
- Written access control policy
- Training delivered to staff and administrators
- Procedures for onboarding/offboarding
Maintenance & Monitoring
- Scheduled maintenance plan
- Logging and audit trails enabled
- Alerts configured for anomalies
Review & Update
- Quarterly permission review
- Annual policy review
- Annual system performance evaluation
📌 Real-World Example: Improving Access Control in a Growing Business
Imagine a medium-sized business with:
- 50 staff
- 3 buildings
- Regular visitors and contractors
Initial Situation
- PIN-only doors
- No auditing
- Independent systems per building
- No remote management
Problems Encountered
- Staff shared PINs
- Contractors entered restricted areas
- No way to review who accessed what when
Fixing It With Best Practices
The business:
- Conducted a security audit
- Installed card readers with mobile credential options
- Linked all buildings to a central system
- Integrated with CCTV
- Established policies and trained staff
💡 Results included:
- Improved accountability
- Enhanced security response
- Fewer breaches due to shared PINs
- Better compliance reporting
Tip: Solutions like these are often tailored to your business by specialist security providers listed on https://williamhale.co.uk/.
📎 Quick Reference: Do’s & Don’ts
| Don’t | Do |
|---|---|
| Install without planning | Conduct a full needs assessment |
| Use weak authentication | Implement multi-factor authentication |
| Ignore integration | Connect access control with other systems |
| Skip user audits | Review and update permissions regularly |
| Treat it as “set and forget” | Plan maintenance and upgrades |
🔁 11. Failing to Review Access Rights After Role Changes
The Mistake
Staff move roles, departments or responsibilities — but their access permissions stay exactly the same. This “permission creep” is extremely common and often goes unnoticed.
Why It Matters
Over time, individuals accumulate access they no longer need. This increases risk and reduces accountability, especially if sensitive areas are involved.
How to Fix It
Tie access control changes directly to role changes, not just employment status.
Best practices include:
- Reviewing access whenever a role changes
- Removing permissions before granting new ones
- Requiring manager approval for access amendments
| Trigger Event | Required Action |
|---|---|
| Promotion | Review and amend access |
| Department change | Remove legacy permissions |
| Temporary assignment ends | Revoke temporary access |
| Project completion | Reassess access needs |
🔄 Access reviews should be systematic, not reactive.
🚪 12. Poor Door Hardware Selection
The Mistake
Installing high-quality access control electronics on poor-quality doors, locks or frames.
Why It Matters
No matter how advanced the software is, weak physical components can be forced, bypassed or damaged easily.
How to Fix It
Ensure physical security matches electronic security:
- Use commercial-grade locks
- Reinforce frames where necessary
- Choose door hardware rated for high usage
- Match locking type to fire safety requirements
Hardware Compatibility Table
| Door Type | Recommended Locking Method |
|---|---|
| Fire door | Fail-safe magnetic lock |
| External door | Electric strike or motorised lock |
| High-traffic internal door | Heavy-duty electric latch |
| Glass door | Specialist glass door lock |
🛠 Always assess doors as part of the access control design — not as an afterthought.
🔥 13. Misunderstanding Fire Safety and Emergency Egress
The Mistake
Implementing access control without fully considering emergency exit requirements.
Why It Matters
In the UK, fire safety legislation requires occupants to exit buildings quickly and safely, regardless of access restrictions.
How to Fix It
Design systems that:
- Automatically release doors on fire alarm activation
- Include manual break-glass overrides
- Are tested regularly with fire systems
Fire Safety Compliance Checklist
- Doors unlock during fire alarms
- Emergency releases clearly marked
- Fail-safe locking used where required
- Fire officer sign-off completed
🔥 Access control should never delay evacuation.
🕒 14. Allowing Unrestricted Time-Based Access
The Mistake
Giving users 24/7 access when it isn’t necessary “just in case”.
Why It Matters
Most security incidents occur outside normal working hours. Unrestricted access increases exposure during nights, weekends and holidays.
How to Fix It
Use time-based access rules:
- Office staff: weekday business hours
- Cleaning teams: early mornings or evenings
- Contractors: defined date and time windows
| User Type | Access Window |
|---|---|
| Office staff | Mon–Fri, 08:00–18:00 |
| Facilities | Extended hours |
| Contractors | Project-specific times |
| Visitors | Escort-only access |
⏱ Limiting access times significantly reduces risk without affecting productivity.
🧾 15. Not Planning for Visitor and Contractor Access
The Mistake
Treating visitors and contractors the same as permanent staff — or worse, letting them tailgate.
Why It Matters
Visitors often:
- Are unfamiliar with site rules
- Move between restricted areas
- Pose compliance and liability risks
How to Fix It
Implement structured visitor access:
- Temporary credentials with expiry
- Area-specific permissions
- Mandatory sign-in and sign-out
Visitor Management Essentials
| Feature | Benefit |
|---|---|
| Time-limited credentials | Automatic revocation |
| Area restrictions | Reduced exposure |
| Escort requirements | Better oversight |
| Access logs | Accountability |
👷 Contractors should never retain access once work is complete.
🔌 16. Underestimating Power and Backup Requirements
The Mistake
Assuming access control will “just work” during power cuts.
Why It Matters
Power failures can:
- Unlock doors unintentionally
- Lock people in or out
- Disable logging and monitoring
How to Fix It
Plan for power resilience:
- Battery backups for controllers and locks
- UPS units for servers
- Defined behaviour during outages (fail-safe vs fail-secure)
| Component | Backup Solution |
|---|---|
| Door locks | Local battery backup |
| Controllers | Central battery system |
| Servers | UPS with shutdown protection |
| Network switches | UPS support |
⚡ Even short outages can create serious security gaps.
📊 17. Overcomplicating the System for Users
The Mistake
Designing an access control system that is technically impressive but difficult to use.
Why It Matters
If users find the system frustrating, they will:
- Prop doors open
- Share credentials
- Bypass security procedures
How to Fix It
Balance security with usability:
- Clear door signage
- Consistent reader placement
- Simple authentication methods where appropriate
- Minimal steps for routine access
User Experience Principles
- Keep everyday access quick
- Reserve stricter controls for sensitive areas
- Train users properly
- Gather feedback after implementation
😊 A usable system is a secure system.
🔄 18. Not Reviewing the System After Installation
The Mistake
Once installed, the system is forgotten — even as the organisation changes.
Why It Matters
Businesses evolve:
- Staff numbers grow
- Layouts change
- Threats increase
- Regulations shift
An unchanged system becomes outdated quickly.
How to Fix It
Schedule formal reviews:
- Annual system performance review
- Policy updates
- Hardware and software health checks
- Risk reassessment
Annual Review Agenda
| Area | Review Focus |
|---|---|
| Access rights | Still appropriate? |
| Hardware | Wear and reliability |
| Software | Updates and features |
| Policies | Still aligned with operations |
| Risks | New threats identified |
🔁 Continuous improvement keeps access control effective long-term.