Access control solutions for modern offices

NGÀY ĐĂNG 18/09/2025

Võ Hồng Tiên

Why do modern offices need a professional access control system today? How are digital transformation and automation trends quietly changing the way we manage our workspaces? Let's explore each aspect of this system from concept, structure, types, to selection criteria, deployment models and development trends to find the most suitable solution for your business.

What is an access control system?

An access control system is a security solution that allows management and control of human access to certain areas in an office or building. This solution replaces traditional methods such as mechanical locks and keys, providing flexible management, monitoring and higher security.

System structure

A standard access control system consists of 5 main components:

• Reader: Authenticates user identity (magnetic card, fingerprint, face, PIN code, QR, smartphone...).
• Central controller: Processes data from the reader and decides to grant or deny access.
• Door locking device: Includes electric lock, magnetic lock, latch lock... to control door opening/closing.
• Supporting accessories: Exit button, door sensor, anti-jamming sensor to ensure safe operation.
• Management software: Sets authorization, monitors status, saves history and integrates other systems.

Classification of access control systems

Classification by authentication method

Based on user identification technology, each system can use one or more combined methods:

• Magnetic card (RFID card)
• PIN code / password
• Fingerprint
• Face recognition
• QR code / Bluetooth / NFC via smartphone
• Multi-factor authentication

Classification by deployment model

Based on how to connect and manage devices, the system is divided into:

Standalone system

• Each device operates individually, data is stored on the device.
• Suitable for small offices with few control points.
• Low cost, quick deployment but difficult to centrally manage.

Network system

• Devices are connected to the central controller and management software.
• Centralized management, flexible authorization, real-time monitoring.
• Suitable for medium - large offices, many floors or many branches.

Benefits of deploying in modern offices

• Increased security: Prevent unauthorized access, protect assets and business data.
• Effective human resource management: Track entry and exit times, integrate automatic timekeeping and payroll.
• Optimize operations: Reduce manual monitoring, flexible authorization, real-time monitoring.
• Increase professionalism: Build a modern, high-tech office image.
• Easy integration and expansion: Connect to CCTV systems, fire alarms, elevators, parking lots, etc.

Typical models and solutions for offices

Zone-based Access

• Divide the office into many independent areas (lobby, work area, server room, storage, etc.)
• Each area has different levels of access authorization depending on the position or department.

Individual Access

• Grant a unique identification code for each employee (card, fingerprint, face, etc.)
• Manage detailed entry and exit history for each person.
• Often combined with automatic timekeeping and payroll systems.

Centralized access control solution on Cloud platform

• Reader devices, controllers connected to cloud management software.
• Monitoring - authorization - remote control via computer or smartphone.

Smart office ecosystem integration solution

• Integrating access control with: CCTV, fire alarm, elevator, parking lot, air conditioning, lighting...
• Overall operation management, optimizing costs and resources.

Criteria for choosing the right system

Choosing the right access control system plays an important role in the effectiveness of office management and security. Some important criteria to consider include:

• Security level: Meets security requirements, minimizing the risk of unauthorized access.
• Scalability: Can be upgraded and expanded according to the development of the business.
• Flexibility: Easy to integrate with other management systems (timekeeping, building management, etc.).
• User experience: Intuitive interface, easy to operate for both administrators and employees.
• Investment & operating costs: Balance between initial costs, maintenance costs and long-term efficiency.
• Support services: Provided by a reputable unit, with good after-sales service and warranty.

Access control system implementation process

For the access control system to operate effectively and stably, businesses need to implement it according to a methodical process, including the following main steps:

• Survey & analyze needs: Determine the area to be controlled, the number of entry and exit points, security level, number of users and integration requirements.
• System planning & design: Propose suitable solutions (equipment, software, installation diagram), estimate costs and make a detailed implementation plan.
• Equipment installation & configuration: Construct wiring system, install reader, electric lock, controller and configure management software.
• Test & trial run: Test the entire system, check for stable operation, accuracy and security.
• Training & handover: Instruct management team and staff on how to use the system, hand over technical documents and implementation records.
• Maintenance & technical support: Monitor operations, troubleshoot, upgrade systems when expansion or change is needed.

Classification by deployment model

In practice, access control systems can be deployed in many different models, depending on the size of the office, the existing network infrastructure and the enterprise's centralized management needs.

Access Control System Development Trends

• Biometric and Multi-Factor Authentication (MFA)
• Centralized Management on Cloud Platform
• Application of Artificial Intelligence (AI) & Data Analysis
• Multi-System Integration in Smart Buildings
• Contactless Trend

Contact for Consulting

KPS is currently a distributor and implementer of comprehensive access control solutions, providing full hardware, software, network infrastructure and synchronous technical services.

Contact KPS for advice on suitable solutions for your business.