What is an access control system and how to implement it

2 of June, 2025

Managing external client and supplier visits can often be challenging for a company. That’s why access control systems are an effective solution to know who is in the company at that moment.

If you want to know more about what an access control system is and how to choose the most suitable one for time control in your entity, this article tells you everything you need to know. Keep reading to find out more!

What is an access control system

Access control systems for companies are an electronic system designed to allow or restrict entry of people or vehicles into companies, paying special attention to certain areas requiring greater protection.

It is a security solution to identify and control staff and visitor movement within a specific building. Users’ access can be limited based on a set of security permissions that must have been previously defined in a management platform or application.

These access control systems electronically record and control basic visitor information, among other data. Similarly, they provide guest tracking tools.

In addition, they allow for clear work hour control of staff, notifying interested parties about visit dates and times.

How to implement an access control system

You now know what an access control system is, but how to correctly implement it? Just follow the following steps:

Evaluate the entity’s needs

Before choosing the access control system for your company, you must determine the company’s security needs and what you want to achieve with it. To do this, the following questions should be answered:

Which areas or resources need to be protected and access should be restricted?
What is the flow of people inside the company and which points are the most vulnerable?
Are there security risks both internally and externally?
How do you want to control the employee access system?
What regulations or guidelines must be complied with?

Select the appropriate access control solution

Once the needs and risks have been evaluated, the objectives and purpose of the appropriate access control system are set. Nowadays there are various types of software for this that can complement with Human Resources management like the one from Sesame HR.

Currently, there are two types of employee access control systems such as:

Company local access control system: consists of a digital repository of the information collected from people. They facilitate visitor management and follow a plan for implementing the appropriate software. By using a local network, these offer greater security by reducing data leakage.
Cloud access control systems: in this case, the collected data is securely hosted in the cloud. People on the other side of the screen can access them from anywhere. It involves less maintenance and facilitates the integration of other programs.

Most employee access control systems require identification cards or different mobile applications for hour control and presence. The choice of one or the other will depend on the needs of each organization.

Design and installation

To design an employee access control system, the first thing to do is to draw up an access map, with a scheme of authorizations in which the days, hours, functions, and operations to be carried out by each of the collaborators are found.

In this way, restricted areas and authorization levels can be selected for each employee or visitor. This design must be efficient and fit the needs of companies.

Integrate with HR management software

To stay up-to-date with new hires or layoffs, the employee access control system must be up-to-date with other HR management softwares, like Sesame HR. In this way, the assignment of access levels can be automated.

Furthermore, you can have instant information about the people working and each employee’s responsibilities.

Train the staff

Once the staff access control system has been installed and implemented, the staff that will work with these softwares must be trained. However, all workers must understand how these programs work, as well as knowing which areas they have access to and the consequences of misuse.

Maintain and update the program

Like all online tools, employee access control systems must be updated and regular maintenance must be performed to remain efficient. Therefore, having a maintenance plan is essential, thus setting the inspections and periodic functioning tests.

Benefits of having an access control system

Access control systems have multiple benefits for companies. The main ones are:

Improves security and data protection: helps to prevent unauthorized access to the facilities and sensitive areas of the company. This can increase the protection of the staff, assets, and information of the entity.
Affects human resources management: keeping a record of the entrances and exits of workers, which can be useful for schedule and attendance management purposes.
Increases efficiency: by streamlining the entry and exit process from facilities.
Reduces management costs: by preventing possible crimes and accidents.
Facilitates registrations and records of each person accessing the center.
Records instant access notifications and informs the recipient of any additional information.

Now that you know what an access control system is and how it works, all that’s left is to implement it in your company simply. If you have any questions about HR software, don’t hesitate to visit the Sesame HR blog. We’re waiting for you!

Professional with over 20 years of extensive experience in various areas of Human Resources (Recruitment, Training, Occupational Risk Prevention, and Personnel Management). Experience in the Management Department: Broad understanding of the company and HR.

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cristinamartin

HR Content Specialist