When it pays to move off keys
Access control makes sense when staff turn over often, when you have more than a couple of doors, when different people need different doors at different hours, or when you have had to rekey after a lost key. A single door with a handful of trusted people can do fine with a good standalone keypad lock.
The parts of a system
- Readers at each door: keypad, card or fob, phone, or a combination.
- Controllers that decide whether to unlock, usually one board serving one to four doors, often powered over PoE.
- Locking hardware: electric strikes, electrified locksets or magnetic locks.
- Door position switches and request-to-exit devices, so the system knows a door is open and does not raise a false alarm when someone walks out.
- Software, in the cloud or on a local server, for users, schedules and logs.
Credentials
- PIN keypads. Cheap and simple, but codes are shared and never forgotten by former staff. Change them when people leave.
- 125 kHz proximity cards and fobs. Still common, and easy to copy with inexpensive tools. Avoid them for new systems.
- 13.56 MHz encrypted smart cards (such as MIFARE DESFire or HID Seos). Far harder to clone, and the usual choice for new installs.
- Mobile credentials. The phone becomes the key over Bluetooth or NFC. No cards to print or lose, and easy to revoke. Keep a card option for staff without a suitable phone.
- Biometrics. Fingerprint and face readers remove sharing entirely, but collecting biometric data triggers state laws. In Illinois, BIPA requires written notice and a written release first, and lets individuals sue. Get legal advice before choosing biometrics, including for biometric time clocks.
Cloud or on-site
Cloud-managed systems are now the norm for small and mid-size businesses: no server, remote unlocks and user changes from a phone, and easy management of several sites. They carry a per-door or per-user subscription. On-site systems avoid the fee but need a server, updates and someone to run them. Either way, controllers should keep working with their stored credentials if the internet goes down; ask to see it demonstrated.
Locks: fail-safe and fail-secure
A fail-secure lock stays locked when power is lost; a fail-safe lock unlocks. Which one a door needs depends on the door and the code, not on preference. Exterior doors are often fail-secure from outside while always opening freely from inside. Electric strikes and electrified locksets let the mechanical handle work from the inside no matter what the power does. Magnetic locks hold the door with a magnet and release only when power is cut, so they are fail-safe by nature.
Fire code and egress, in general terms
The building code adopted where you are (usually a version of the International Building Code or NFPA 101 Life Safety Code, with local changes) sets the rules, and the local fire marshal or building department, the authority having jurisdiction, enforces them. In general:
- Exit doors must open from the egress side with ordinary hardware, without a key or card.
- Magnetic locks on egress doors are allowed only under specific conditions. These typically include a motion sensor that releases the lock as someone approaches, a manual release button near the door, release when the fire alarm sounds, and release on loss of power.
- Delayed-egress and controlled-egress locks are permitted only in some occupancies, with conditions and signs.
- Doors in stairwells and fire-rated doors have their own rules on locking and re-entry.
- Door hardware and reader heights must also meet ADA accessibility rules.
Access control work often needs a permit, and in many states a licensed low-voltage or security contractor. A good installer will know the local rules. Ask how each door will be handled and get it in writing.
The costs people miss
- Door hardware and a locksmith, especially on older or non-standard doors.
- Cabling to each door and a power supply with battery backup.
- Fire alarm integration, done by a fire alarm contractor.
- Monthly per-door or per-user software fees, and card printing if you use badges.
- Permit and inspection fees.
Access control pairs well with security cameras so every door event links to video. Controllers and readers on PoE draw from the switch budget; see the network switch guide. Badge printing is covered in ID card printers.
Before you buy
- List every door, who needs it and when, and which doors are exits.
- Choose encrypted cards or mobile credentials, not 125 kHz prox.
- Confirm the lock type for each door and how it behaves on power loss and fire alarm.
- Ask the installer about permits, licensing and the local fire marshal's requirements.
- Check the controllers work offline.
- Get legal advice before using biometrics.
- Price the subscription over five years, not the first year.
Keypad door locks
Affiliate linksStandalone keypad levers for a single door with a few trusted users. Multi-door sites need a networked system from an installer.
SCHLAGE
Schlage Electronic Keypad Lock, Lever Handle, Camelot Trim, Satin Chrome
SCHLAGE
SCHLAGE Brushed Chrome FE595CS V PLY 626 ELA Plymouth Light Commercial Electronic Keypad Lock with Elan Lever(Satin Chrome)
Hicarer
Hicarer 1 Pack Commercial Keyless Door Lock with Keypad Lever, Silver
JOUNJIP
JOUNJIP Single-Sided Keyless Entry Door Lock, Lever Handle Satin Chrome
Prices retrieved from Amazon on 2026-09-29 and may since have changed; the price on Amazon at the time of purchase is the one that applies. As an Amazon Associate we earn from qualifying purchases, at no extra cost to you. No manufacturer pays for a place in this list.