As widely adopted security facilities, access control systems simplify daily management and enhance security. They have been extensively applied in various areas such as smart communities, office buildings, campuses, apartments, and hotels. While access control systems can provide high levels of security, they encounter some issues in their daily use. Here, we will analyze common problems with access control systems and provide corresponding solutions. Aiming to enhance access control system understanding and offer accurate guidance for daily security management.

Access control is a professional system designed to enforce strict control and security management of entrances and exits. By combining traditional door lock technology with modern electronic technology, it provides an efficient, secure, and convenient solution.

Traditional access control systems are designed to “one lock, one key”. To some extent, traditional access control systems ensure security within a building, but they still have numerous problems. In the event of a lost or broken key, the administrator must replace the entire lock and key, incurring significant maintenance costs and disrupting normal day-to-day operations. And administrative work is also prone to human error.

Current access control systems use electronic key card locks, managed centrally through a backend system. Access cards can be easily created, canceled, and rewritten, making management more convenient and efficient. Additionally, electronic key cards offer higher security as they incorporate encryption technology and anti-counterfeiting measures.

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With an access control system, business owners can monitor access in real time, upload unlocked records, and set specific permissions. Ensure only authorized personnel enter specific areas. This provides greater security for buildings, preventing unauthorized trespassing or theft.

Access control systems are not only used for security management but also provide convenient features. Integrating them with other devices, such as video surveillance, alarms, and personnel attendance systems, can provide multiple layers of security and comprehensive management.

How Does It Work? Five Stages of Access Control Ways

An access control system is established for security purposes to ensure that only authorized personnel can enter. The main work of access control systems can be divided into five stages.

Authorization Stage: The authorization stage is the process of granting access to individuals. First, confirm user identity, and then assign access permission. Specifically, enter access info into the system, such as user identity, allowed access areas, and valid period. And then put a blank card on the card encoder to finish the card programming process. The authorization stage is finished.

Authentication Stage: The authentication stage verifies the cardholder’s identity. The access control card reader reads the card data and transfers it to the system, to validate the legitimacy of the cardholder. If the card is invalid, the door-opening procedure cannot be activated, and unauthorized individuals cannot enter the passage.

Card Reading Stage: Authorized users gain access by swiping their cards for verification. As long as the card is valid, it undergoes validation by the door lock controller, allowing access to the interior area. During this stage, the system automatically saves and uploads the unlocking data and user information to the database.

Management Stage: In larger areas such as hotels or apartments, administrators need to manage the access control system, key cards, and personnel. Access control system management includes issuing cards, deleting cards, monitoring access control locks electronic locks status, and recording user entry and exit information.

The access control system provides administrators with a versatile and comprehensive management platform, facilitating increased work efficiency.

Data Export Stage: The access control system can automatically store various types of data reports, enhancing management efficiency. Particularly in hotel areas, the system backend can easily export various types of data reports, such as access behavior and history. This helps hotels effectively and swiftly resolve disputes and exceptional situations.

Commonly Seen Problems with Access Control Systems

In practice, access control systems often encounter various issues, just like most electronic devices. These problems can arise from multiple factors, including equipment aging, rapid technological advancements, and product updates.

These issues not only impact the normal operation of the access control system but can also pose a threat to building security. In this regard, we will examine and summarize common access control problems and provide corresponding security solutions.

Hardware Malfunction Issues

Access control systems consist of various hardware components, such as access card readers, smart cards, facial recognition systems, and smart locks. These devices work together to ensure the functioning of the access system.

If any of these components experience a malfunction, it can cause problems in the access system. Common issues such as access failures, false alarms/missed alarms, or system downtime.

Analyzing the causes is the first step towards preventing physical equipment failures from causing functional issues in the system. The reasons for hardware malfunction can be categorized into two types: natural damage and non-natural damage.

Natural damage, such as malfunction due to long-term usage, hardware aging, and harsh environmental conditions, impacts the system’s performance and lifespan. Non-natural damage, such as intentional damage or incorrect usage.

  • Regularly backup system data and configuration files to ensure quick recovery in case of hardware failures.
  • When purchasing hardware, ensure that the environmental temperature and humidity conditions of the hardware devices comply with the manufacturer’s specifications.
  • Regularly inspect hardware components, including cleaning dust, dirt, and other impurities.
  • Ensure that the load and usage of hardware devices are within acceptable ranges.
  • Provide comprehensive training and operating guidelines to system operators to ensure they use hardware devices correctly.

System Integration Issues

System integration is a critical issue in access control systems. When integrating with other security systems, compatibility issues or poor integration can result in communication problems, data discrepancies, or system failures.

For example, in a hotel, access control systems often need to integrate with PMS systems. If smart hotels, integration with IoT systems is also required. Incompatibility can lead to confusion in managing multiple platforms, decreased customer experience, and increased maintenance costs for the hotel.

  • Ensure system compatibility when selecting an access control system. It can be achieved by clearly communicating requirements to the access control providers and conducting thorough testing.
  • Develop a clear integration plan before starting the integration process. This includes defining integration goals, outlining tasks and schedules, and ensuring understanding and support from all stakeholders.
  • Conduct comprehensive testing. This includes testing communication between different systems, verifying data accuracy, and checking the proper functioning of the system.

Access Control Issues

Access control systems rely on accurate identification and authentication methods. Issues such as authentication failures, improper key management, poor system security, incorrect user credentials, or technical malfunctions can lead to false alarms or errors, resulting in inconvenience and interruptions while reducing system security.

  • Use access control systems with strong authentication protocols, such as multi-factor authentication and biometric verification.
  • Regular security assessments and audits to identify vulnerabilities in physical barriers and address them promptly.
  • Implement monitoring systems (e.g., CCTV cameras) to monitor access points and detect suspicious activities.
  • Educate employees and users on maintaining access control protocols and the importance of promptly reporting any security issues.
  • Regularly review and update access control policies and procedures to adapt to evolving security threats.

Poor User Management Issues

If the access control system is the first line of defense for protecting a building, system admins play a vital role. They are directly responsible for managing user access permissions and monitoring. It includes tasks such as adding and deleting users, assigning appropriate access levels, verifying user data within the system, and reviewing users regularly. These tasks are both tedious and critical, as poor management can lead to unauthorized access and security vulnerabilities.

  • Regularly review user access permissions to identify and correct any discrepancies or redundancies.
  • Utilize access audit tools to automate the assessment and verification of user access.
  • Implement standardized procedures for granting and revoking access permissions when employees join or leave the organization.
  • Assign access permissions based on job roles to ensure users only have necessary access.
  • Establish alert and notification mechanisms to promptly identify and respond to suspicious or abnormal activities.

Network Security Issues

When it comes to electronic access control systems, network security issues are of paramount importance. If the access control system is not properly protected, it can be vulnerable to hacking attacks, leading to issues such as key card cloning and data breaches.

There are various reasons why hackers may hack a system, including vulnerable networks, weak passwords, outdated firmware/software, or inadequate network security measures.

  • Regularly update and patch network devices and software to address known vulnerabilities.
  • Change your weak passwords to strong passwords to protect your system.
  • Utilize intrusion detection and prevention systems (IDS/IPS) to monitor network traffic and detect suspicious activities.
  • Regularly review and revoke access permissions for users who no longer require them.
  • Implement robust firewalls and appropriate network access controls.
  • Conduct regular network security assessments and penetration testing to identify and remediate vulnerabilities.

System Update and Upgrade Issues

With the emergence of new technologies, the upgrade and update of electronic products have become rapid. In access control systems, old system designs may not fully adopt new technologies, making them incapable of supporting new features and performance demands.

For example, old systems may be incompatible with new applications or fail to provide efficient data processing capabilities. They may also be susceptible to breaches and unable to provide sufficient protection against new types of network threats.

  • Continuously introduce new features, enhance performance and security to ensure that the system can adapt to and support new technological requirements.
  • Regularly maintain and update the system to ensure stability and security.
  • Introduce new features and security technologies gradually in a modular manner to minimize the impact on the existing system.
  • Provide training and support for individual users and internal staff during system updates and upgrades.

Access Control Systems in the Hotel Field

Here, we will provide a detailed overview of the extensive application of access control software systems in the hotel industry. As a service-oriented industry, hotels are committed to ensuring guest safety while providing convenient and comfortable accommodation experiences. Access control systems play a significant role in hotels and encompass various types of access control devices and advanced technologies. Here are some common access control systems used in hotels:

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Hotel Smart Door Lock System

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The hotel smart door lock system is one of the most widely used access control systems in hotels. It is primarily employed in hotel guest rooms, hotel offices, and hotel security rooms. RFID/magnetic technology is the most common method used for smart door locks in hotels. Users only need to swipe the authorized proximity card in front of the door lock to enter the room.

With the development of smart technology, hotel access control systems can also integrate with advanced technologies such as Bluetooth, NFC, and biometrics (fingerprint, facial recognition, palm print, etc.) to provide higher security access in private areas. These electric locks eliminate traditional physical keys and offer keyless entry, remote access control, and integration with hotel management systems.

Hotel Elevator Control System

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The hotel elevator control system prevents unauthorized individuals from using hotel elevators and accessing hotel floors. The elevator control system is typically integrated with the overall hotel access control system to ensure seamless management. In this way, hotel guests can use their hotel access cards or key fobs to authorize access to specific floors or areas within the hotel. By restricting access to certain floors, enhancing hotel access control security, preventing unauthorized access, and providing personalized services.

For more information about hotel elevator control systems, please visit:

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Essential Hotel Elevator Information and FAQs

YGS locks, a leading hotel lock manufacturer in China, offers a diverse range of hotel access control systems, including hotel key card entry systems, hotel elevator access control systems, etc. These systems are designed to work in harmony to provide a seamless and secure experience for hotel guests.

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Elevator access control system for hotel business

In the face of the increasingly fierce competition in the hotel industry, if a hotel wants to stand out from many competitors and be recognized by customers, it must improve its popularity and reputation, and continuously upgrade in safety, service, hygiene, environment, and other aspects. …

Hotel Access Control System

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Hotel access control is indispensable for hotel security. It can be installed at critical locations such as hotel entrances, main access points, and internal area entrances. As a key security device, the market offers various options for hotel access control, including password unlocking, fingerprint unlocking, and card swiping.

In the hotel industry, most access control systems can work with other access control systems by authorizing access cards. Limits access to unauthorized individuals. Proper layout and correct installation of access control systems ensure overall hotel security and provide a safe and comfortable environment for guests.

Energy-saving Switch System

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Energy-saving switch systems are commonly used in hotel rooms to optimize energy consumption. These systems typically consist of occupancy sensors or key card switches that automatically control the power supply to lighting, heating, and air conditioning equipment. This is based on the presence of guests. When guests enter the room and insert the key card into the slot or when the occupancy sensor detects movement, the system activates the electrical devices. When guests leave or there is no activity, the system automatically turns off the lights and adjusts temperature settings to save energy.

Hotel Safe Box System

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Hotel safe boxes are usually made of sturdy metal and equipped with multiple security measures such as combination locks and password locks. This is to ensure the safety of guests’ belongings. Guests can store valuable items such as jewelry, cash, passports, and important documents in the safe box, avoiding the security risk of loss or theft within the room.

The hotel safe box system is typically controlled by the hotel management system. Front desk personnel provide guests with access to safe boxes. Guests can receive instructions and passwords for using the safe box during check-in or request them from the front desk when needed. Once guests use the safe box, they can set their own password to lock it, and only the correct password can open it.

Hotel Parking Access Control System

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The hotel parking access control system is advanced technology designed specifically for precise control and effective management of vehicle entry and exit processes in hotel parking lots. These systems ensure that only authorized personnel or vehicles can access the parking lot, providing users with a safe, reliable, convenient, and efficient parking environment.

Hotel parking access control systems use security turnstiles and barrier gates to control entry and exit. These devices are typically available in electric and manual types to accommodate different needs. The hotel parking access control system can also be used with other access control systems. This enables a unified access card system for the entire building.

Secure Your Building Today

In summary, access control systems are crucial for efficient security management in various environments, such as campuses, apartments, and hotels. While these systems offer many benefits, they may also encounter common issues that need to be addressed. From hardware failures to software problems, access control issues can compromise building security. However, most of these problems stem from outdated access control system technology.

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Don’t let outdated access control systems threaten your privacy. Update your access control system promptly! By staying proactive and keeping your access control system up to date, you can provide a secure environment for your buildings.

Access control systems can be updated from your current provider or purchased from your current supplier to achieve this goal. Of course, the choice depends on security access requirements in your area. Here, YGS can provide you with the latest access control solutions for your system. Please contact us for more information!

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