Why keys are being replaced
A mechanical key carries its own authorisation. If someone loses it or leaves without returning it, the only certainty is replacing the lock cylinder and issuing new keys to everyone who uses the premises. The more doors and people involved, the more painful this becomes, so in practice it is often postponed. The result is a building where no one knows how many keys are in circulation.
In the access control system, authorisation is held in the database. The card is merely an identity carrier, so it can be blocked within a minute without requiring changes to the rest of the system. An employee's departure is a single step, not a logistical operation.
What the system consists of
- Door readers. They control access without a display or attendance logic.
- Locks. Electric door opener for the frame, motorised lock for the door leaf, or an electromagnet. The choice depends on the type of door and fire safety requirements.
- PBX and software. Holds authorisations, schedules and passage records.
- Power sources and backup. To ensure the system operates during power outages and doors behave predictably.
- Turnstiles, barriers and gates. Where vehicle entry and pedestrian access to the site are also monitored.
Permissions are set by role, not by individual
The most common reason why the system diverges from reality after a year is the assignment of rights to individuals. With every new hire and transfer, someone has to manually reconfigure sets of doors by clicking, and sooner or later makes a mistake. The sustainable approach is to set up roles, i.e., groups of doors and time periods according to position, and assign these roles to people. Onboarding then becomes a single assignment, offboarding a single removal.
| Mechanical keys | Přístupový systém | |
|---|---|---|
| Change of authorisation | Replacement of lock cylinders, key issuance. | Software change, effective immediately. |
| Loss of carrier | The risk persists until the cartridge is replaced. | Lockout within a minute. |
| Overview of access records | None. | Record of who passed through where and when. |
| Time restriction | Not possible. | Role valid until a specified date with night-time restrictions. |
| Power outage | It always works. | Settled by deposit and lock selection; mandatory for escape routes. |
Access control and attendance systems usually operate as a single unit using one card. When purchased separately, infrastructure costs are incurred twice and the employee must carry two carriers.
Turnstiles and vehicle access points
For sites and buildings with reception, the same access rights are extended to turnstiles, barriers and gates. The logic remains unchanged; only the mechanics and equipment cost differ. Considerations include peak-time throughput, trolley access, barrier-free passage and operation in the event of a fire alarm.