Want to know what cloud access control can do for you, or how best to use it? In this blog, we cover everything you need to know. Learn more now!
Date
January 15, 2020
Author
Luke Lewis-Rippington
Read Time
10 Minutes
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Access control has come a long way from simple keypads and card readers. There are very few businesses today that don’t benefit from access control in some form. In fact, the global door access control market reached a valuation of around $9.8 billion in 2024, and is expected to reach $24.9 billion over the next decade.
The greatest development in this market, though, is Cloud Access Control systems.
We’re The Chris Lewis Group, a Fire and Security system installer based in the South of England. For over three decades, we’ve created state-of-the-art security systems for world-famous universities, cutting-edge research sites, and global business HQs. Our engineers use advanced security technologies to create setups that are simple to use, and incredibly effective at the same time.
In this blog, we explain what Cloud Access Control (or Cloud Door Access Control) is, its benefits, and the uses it could have for your organisation.
What Is Cloud Access Control?
Cloud access control systems – like traditional access control systems – let you manage who can and cannot enter your site, and areas within it. But, unlike traditional door access control systems, which use on-site servers to manage entry points and store user permissions, cloud setups store data on remote servers – also known as “The Cloud”.
That means you can manage your access control system in real time, through a user-friendly interface, on any internet-enabled device, from anywhere in the world – as long as you have the right login credentials! No need to be in the office to manage the system, no fiddly VPNs for remote access, no expensive on-site server that can be tampered with or accidentally damaged, and fewer costly technician callouts if the system experiences a fault.
This is a huge benefit to business owners. It allows them to be constantly connected to their security, from anywhere in the world. Whether on-site or away, during business hours or not, you’ll never be out of the loop.
How Does Cloud Access Control Work?
Traditional access control uses on-site servers to manage the system. These servers both occupy a lot of space physically and have limited data storage. They need frequent updates, are expensive to repair, and act as a single point of failure for your whole system.
With a cloud system, the server is moved from the premises to a data centre, which hosts the system software and data entirely off-site. Everything from employee credentials to relevant access information is encrypted and stored in the cloud.
What Are the Benefits of Cloud-Based Access Control?
Remote management in real time
Want to change permissions at the click of a button? Need to block someone’s access ASAP? Want to control access for multiple sites, even if they’re in different countries?
With cloud-based access control, you can log in to your systems at any time, from anywhere with an internet connection. At this point, every credential, piece of user information or access activity is available right at your fingertips – even if you have thousands of employees, each with unique entry permissions.
Cloud door access control makes managing these permissions easy. With remote access, users can be instantly added or removed from the system, and have their permissions edited all with a click of a button, whether you’re on site, or on the go. No more trudging door to door, adding and removing users manually, as you would with a Standalone access control system. Visitors or contractors can also be issued temporary credentials by text or email so they can open specific doors on your site within limited time frames.
If your organisation has multiple sites, like universities or large businesses, cloud-based systems let you control access across the organisation from one central portal, streamlining operations and aligning security standards with ease. This removes the need for on-site visits to update access levels at each site.
Benefits Rundown
Manage your system from anywhere in the world
Centralise control over multiple sites
Issue temporary credentials with ease
User-friendly platforms
Tired of complex interfaces that need extensive training to use? Frustrated by cluttered dashboards that hide critical information? Want to find the data you need without wading through irrelevant details?
Cloud-based technology is extremely convenient for both admins and end-users. Most platforms are very quick to set up and easy to learn without extensive training or knowledge, being based on the webpages and web-based software we all use in our day-to-day jobs.
Customisable dashboards, and advanced, AI-powered search capabilities make system management easy for organisations of all sizes. These systems give quick access to important data and tools, so admins can edit user permissions quickly and efficiently, whether the system uses key cards, biometrics or mobile phone credentials.
With cloud-based systems, you can instantly create, edit, or remove access permissions for individuals or groups, or set specific time limits and area restrictions with just a few clicks. No more worrying about lost guest passes or people accessing areas they aren’t allowed – you have complete control over who goes where.
Benefits Rundown
Easy to use with little training
Customisable dashboards make managing the system work for you
Add, remove and edit permissions efficiently
Occupancy & movement monitoring
Do some areas on your site get too crowded at certain times of day? Are you worried about security when other spaces are vacant? Do you want to catch someone who’s been repeatedly trying to access unauthorised areas?
With cloud-based access control, you can accurately track and identify where people are on your site at any given time. Controlled doors, gates, lifts and other entrances can log access events, so you stay on top of all the comings and goings in your business.
If you want to avoid areas getting too crowded, your system can stop anyone entering a space until a few people have left it, or occupancy drops below a set threshold. This is great for areas that need capacity control, like staff gyms or canteens.
Occupancy and movement monitoring can also help you spot trends and identify unreported absences. If someone visits a restricted area at the same time every day (e.g. during lunchtime, when the area is vacant), or an employee constantly tries to access an area they’re not authorised to, your system can send you an alert. The opposite is also effective. If an employee is always late, or has regular unauthorised “days off”, your access control system can provide you with evidence to confront them.
Benefits Rundown
Track movement through the site and locate people quickly
Prevent crowding and manage capacity
Identify trends and unreported absences
Integrate your system with HR software for automatic roll call
Scalability
Is your organisation expanding? Worried about having to spend big on a new system to meet your needs? Or are you frustrated by a door access control system that you’ve outgrown?
As your organisation grows and you expand to new sites, a cloud access control system can easily scale to cover these additional locations. This gives you centralised management of your access control over multiple sites – even if they’re in different countries!
With traditional access control systems, alongside all the additional hardware components, expanding your setup would require you to buy multiple expensive servers to cover all your locations. But with a cloud-based access control solution, all you need to do is increase your monthly subscription fee – a much more cash-flow-friendly option.
Plus, with no storage limitations, your workforce will never outgrow your access control system. Businesses with 50 access credentials can upgrade to cloud and expand indefinitely, with no need to replace onsite hardware.
Benefits Rundown
Centralised management of multiple sites
No need to buy new servers to expand your system
Cash-flow friendly – just increase your subscription payment to expand
Can manage thousands of access points and tens of thousands of users
Automatic updates
Worried about emerging malware and cybersecurity loopholes compromising your access control system? Frustrated by expensive technician callouts for every system update? Want to ensure you’re always using the latest security features?
Any security system needs to be kept updated to protect against the latest malware and cybersecurity threats. With traditional access control systems, this usually involves an onsite technician visit to update all your devices to the latest software patch. Without updates, your system can’t keep up with emerging threats, and will be outdated as soon as it’s installed.
This isn’t a problem for cloud-based systems. Updates and security patches are installed automatically, in the background, as soon as they’re released by the manufacturer. This greatly reduces scheduled downtime and saves you on expensive technician visits. With automatic updates, your system is always improving, gaining new capabilities and greater protections throughout its lifespan.
To put it another way – when you install a cloud access control system, it will only improve from that point onwards. You’ll always have access to cutting-edge features and robust security measures, allowing you to focus on your core business while your access control system takes care of itself.
Benefits Rundown
Keeps you on the front foot against malware and hackers
Constantly adding new features
No need for expensive technician call-outs to install updates
Remote maintenance/troubleshooting
With cloud-based security technologies, you can also give remote access to your system’s installer. This makes troubleshooting problems a much cheaper and easier process.
Most common faults with your access control system can be fixed remotely, without needing an expensive maintenance callout. For instance, if you have a faulty card reader that will no longer scan fobs, simply request remote support for a swift solution. You can even contact the manufacturer, who may be able to offer a remote fix themselves.
Benefits Rundown
Reduced downtime and disruption
Remote troubleshooting
Fewer expensive technician call-outs
More comprehensive security
Tired of replacing lost keycards? Worried about unauthorised access from shared or stolen credentials? Want a tamper-proof system that’s protected from physical damage?
Modern access systems can use both biometric and smartphone credentials, eliminating the hassle and cost of replacing lost or damaged keycards. Plus, with security features like passwords, fingerprints, or facial recognition built-in, phones add their own dual-factor authentication.
All the information stored in the cloud is encrypted, as is any data sent from your Access Control system. A user will need to have the right authentication to view or edit this data, and the cloud system also keeps a record of all changes. This is called an “audit trail”, and it allows security or facilities managers to track every change in the system’s log, ensuring no internal tampering.
Finally, with no on-site server, your system can’t be physically tampered with, and isn’t at risk of accidental or intentional damage. Having all the data hosted and backed up in the cloud ensures up-time, keeps the data secure and provides backup with plenty of redundancy built-in.
Benefits Rundown
Tamper-proof, with encrypted data
Audit trails provide a record of who has accessed the server and the changes they’ve made
No way to physically damage the server
Integration with other systems
Would you like to check if the people accessing your sites are who they claim to be? Catch tailgaters? Maybe you want to stop people from being able to access the building once the alarms have been set? Or, how about automatically logging people as present when they first access the building for the day?
Cloud access control can integrate with your other security and smart office systems. For example, by integrating with G Suite, Okta and Office 365, you can add and remove access control credentials as people come and go from your team. Permissions can be automatically assigned according to job role, and people can be marked as present when they arrive, speeding up roll call in the event of a fire drill or emergency.
It’s also easy to integrate your system with other security technologies, like CCTV and intruder alarms. Cloud door access control can link to security cameras with open APIs (application programming interfaces), and use their AI video analytics to detect suspicious behaviour or tailgating. Plus, you can link cloud access control to intruder alarms to activate in the event that forced entry is attempted.
With the right setup, you can arm your access control with facial recognition to visually verify every user passing through the entrance, for added security.
Benefits Rundown
Enhanced security with CCTV integration
AI Video analytics
Tailgate detection
Video verification of access events
Integrate with your intruder alarms to arm when the last person leaves
Automatically add and remove users as they join or leave your company by integrating with HR software
Cloud-Based Access Control: Use Cases
Businesses
Cloud access control systems are ideal for companies wanting to protect assets like confidential records or intellectual property. With the ability to change access permissions in real time, new employees can be added, leavers can be removed from the system, and visitors can be quickly issued temporary credentials that will expire once their visit is over.
Permissions can also be automated to match job roles (Role-Based Access Control, or RBAC). This saves you the effort of needing to create or edit permissions with each new hire or promotion.
For schools or universities with multiple locations, cloud systems give centralised control, removing the need for separate systems at each site. These systems can integrate with student management databases, and automatically update access permissions based on course or year of study.
Schools/Colleges
Access for pupils can be limited to certain times of day, and changed automatically for students enrolled in after-school programmes on site.
Teachers can be given access to areas where students aren’t allowed, and with specific permissions for teachers in certain departments. There’s no need for an English teacher to have access to the science department’s chemical cupboard, after all.
The log of access events is also useful for locating students quickly, in the event of an emergency, or if there has been a report of bullying.
Universities
Students’ access permissions can be limited to their on-site halls of residence, common areas (libraries, refectories, universal lecture halls and sports facilities) and their own departments – and even these last areas can be off-limits to students on weekends.
With capacity monitoring, areas like libraries, gyms and cafeterias can be set to deny access if they get too crowded. Administrators can also keep an eye on how busy certain locations get at particular times of day.
Healthcare facilities
In hospitals and clinics, cloud-based systems can manage access to more sensitive areas such as operating theatres or intensive care units. They can also be used to manage access to medication storage areas, and simplify compliance with privacy and personal data handling.
Final Thoughts
Cloud-based access control systems offer a range of benefits that put them head and shoulders above traditional, on-site setups. The improved responsiveness, greater flexibility, enhanced security and cost-effectiveness make them a powerful tool.
Being able to control access remotely, integrate with other security systems, and adapt quickly to changing needs makes cloud-based solutions invaluable.
At Chris Lewis Fire & Security, we understand the importance, reassurance and convenience a reliable access control system can have for your business. Our installation experts are highly experienced in the specification, design, installation and aftercare of cloud-based access control technology, helping you to find protection that fits your needs.
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