Why access control is important in the workplace

A workplace is more than just a building. Sure, it has four walls and a ceiling. But at the heart of it lies all the people and ideas that define a company. Protecting these invaluable assets requires more than physical security.

Companies need to keep intellectual property out of the wrong hands, and prevent unauthorized people from wandering into the wrong areas of the workplace. At the same time, they need to make it easy for the people to get where they need to go. That’s why many organizations invest in electronic access control systems.

What is access control?

In its simplest form, access control is a physical security method that limits or controls who can enter a space. It ensures that everyone who walks through a door is supposed to be there.

Think of a basic example: a house key. You might share your key with a few trusted people—family, friends, neighbors. If someone doesn’t have a key, they’re not welcome inside. The same principle applies in the workplace. Companies use access control to decide who’s allowed in the building, and in some cases, who can access certain rooms or floors. These precautions help prevent exposure to sensitive materials or dangerous equipment.

But unlike a house, the workplace sees a high volume and variety of foot traffic: employees, contractors, vendors, and other visitors. At scale, traditional methods like physical keys or manual sign-in sheets fall frustratingly short. That’s where electronic workplace access control comes in. Here are some common examples:

• Pin pad passwords
• Mobile QR codes
• Name badges
• Security apps
• Facial or fingerprint recognition

The benefits of an electronic access control system

An electronic access control system helps your workplace, employees, and bottom line thrive in many ways. Here are some of the top benefits of electronic access control in the workplace.

• The benefits of an electronic access control system

An electronic workplace access control system supports safety, compliance, and efficiency across the organization. Below are some of the top benefits of electronic access control in the workplace.

• Protect your people, property, and network

Electronic systems reduce the risk of theft, safety incidents, and compliance violations by limiting access to only approved individuals. Some platforms require visitors to complete safety training or sign documents before they’re granted entry. You can also restrict access during certain hours or to specific areas.

• Always know who’s onsite

With an access control system, you gain real-time visibility into who’s in the building and when. A good solution automatically tracks expected visitors and logs check-ins. In the event of an emergency, this up-to-date data is critical for ensuring everyone’s accounted for without adding work for front desk staff.

• Lower operational costs

By going digital, companies eliminate the need to distribute keys, rekey locks, or station additional security personnel. It’s all managed automatically. Large organizations and property owners can also integrate access control with other building systems—like HVAC or lighting—to reduce energy use by powering only the areas in use. This can lead to significant cost savings, especially in multi-floor or multi-tenant buildings.

• Enhance employee experience and productivity

Access control can also streamline workplace experience for employees. Perhaps employees have slightly different entry criteria from visitors, but they can still automatically be granted or denied access to specific buildings, floors, or rooms. Not only will employees feel safer onsite, they will also appreciate having easy access to relevant areas of the workplace. They can get where they need to go without security personnel, and remain confident that everyone around them has approval to be there.

• Streamline identity verification

Electronic access control systems have the uniquely convenient ability to connect to other workplace systems. The more tools you have integrated, the more routine tasks you can automate. Integrate with directory services like Azure or Active Directory to track and verify people faster. Or plug your access control solution into other tools you use to run your building, like HVAC, lighting, or parking systems. 

One efficient way to do this is by integrating with a visitor management system (VMS). The VMS sends the appropriate credentials to guests once an admin verifies them to come onsite. These systems can communicate and work together for comprehensive, seamless security.

It’s never too late to upgrade your workplace’s security standards. Start a free trial of Envoy Visitors and see how you can keep your company’s people and ideas safe.