Top Mistakes Businesses Make with Access Control Systems

An access control system is one of the most critical security investments any business can make. Whether you are responsible for commercial premises, a block of apartments or a home of multiple occupancy, controlling who can access your premises is vital for your peace of mind and the safety of the people who live and work in your premises. 

Yet despite the importance of business access control systems, too many organisations still fall into costly and avoidable traps. From choosing the wrong technology to ignoring maintenance, access control mistakes can lead to unauthorised entry, theft, and even invalidated insurance claims. For small business owners, landlords and facilities managers alike, avoiding these common access control problems is critical to keeping staff, customers, and assets safe. In this blog, we’ll break down the risks, explain why they happen, and show how Security Masters helps businesses overcome them.

Choosing the Wrong Access Control System

One of the most frequent access control mistakes is selecting a system that doesn’t match the size, operations, or risks associated with your property. A small office may get away with a simple fob-based system. Still, retail stores and warehouses often need more advanced solutions that can provide audit trails, time-based access, or biometric authentication.

The problem arises when decision-makers don’t understand the access needs of their premises. Who is visiting? Why? What needs protecting? Where? What hours are access required? What routes are people likely to take through your building? Are there any weak spots or vulnerabilities? By assessing access requirements in detail, it becomes possible to list the requirements of any business access system before looking to the marketplace to see what solutions are available. 

Business access control systems are often viewed as an unwelcome overhead, but the pressure to reduce costs upfront should be balanced against the cost of weak security. Do cheap systems offer all the required features? There is little point in saving money if you’re leaving yourself open to the risk of theft, vandalism or anti-social behaviour. It is also worth assessing systems for flexibility and scalability as requirements are likely to change or grow over time.

Poor Installation and Setup

Once you’ve selected the most appropriate access system and tools, they need to be installed professionally in line with the manufacturer’s guidelines. A solution fails if mistakes are made with installation. Cutting corners with DIY setups or using inappropriate, unqualified contractors can lead to serious access control installation errors, such as:

• Incorrect wiring causing system malfunctions.

• Doors that aren’t fully secure when shut.

• Weaknesses that expose systems to hacking.

Working with a professional access control installer ensures your system is set up securely and complies with best practice. Security Masters often encounters cases where poor installation has left offices or apartments wide open to risk. As you would expect, Security Masters provide installation as part of our Access Control and Intercom Service. 

Failure to Invest In Regular Maintenance

Another common oversight is failing to maintain systems once they’re in place. Neglected firmware, broken fobs, and faulty readers are among the common access control problems we see regularly. For example, a damaged fob or biometric reader may leave your property vulnerable to unauthorised access. 

Ongoing maintenance is critical to prevent security gaps and vulnerabilities. If you’re not sure how well your access system is operating right now, Security Masters offers tailored inspections and security survey services.  We can let you know if any maintenance is required. 

Overlooking Integration with CCTV and Alarms

Access control security for businesses works best when combined with a comprehensive suite of security tools, including CCTV systems and alarms. Without integration, managers may know someone entered without permission, but not have the tools available to alert security staff or monitor unauthorised activities easily. 

The good news is that linking CCTV and access control systems is relatively straightforward and, thanks to automation, raising the alarm and providing evidence in the form of footage becomes incredibly straightforward. Integration is always a sensible consideration, whether you need to alert the authorities about unauthorised entry, for example, or contribute to evidence of a crime through CCTV footage. Ignoring business security integration is a frustrating oversight from property owners. However, it is easy to avoid with professional support.

Weak User Management Policies & Poor Training

Technology won’t protect you if staff misuse the access system you install. Secure business premises need organisational weight behind them. Weak or poorly enforced user policies among employees or residents are among the top commercial security mistakes made across the UK today.  Common issues include:

• Ex-employees keeping fobs or cards.

• Shared passwords or access codes

• Lack of data collection & distribution.

Creating and enforcing strong user policies to utilise your access control system setup is always advisable. If an access system is not used as designed, or passwords and logins aren’t protected, you immediately become more vulnerable to the risks unauthorised access brings, including theft and vandalism. Too often, we see security policies gathering dust. It’s never the right time to revisit them, it seems. Certainly, specific training is rare and irregular in most of our clients.  However, Security Masters can provide a wide range of independent access control advice, including ensuring that any policies are balanced and appropriate. 

Legal & Insurance NonCompliance

Overlooking compliance with the law, industry standards, and insurance best practices is a significant error that can result in a high cost. Many commercial insurers demand specific standards for business access control systems, for example, and using a non-compliant system can invalidate claims and leave companies and individuals unprotected.

In addition, an access system that involves keeping personal data and user characteristics on file can create data responsibilities under UK GDPR and the Data Protection Act of 2018, with rules that state how data ought to be used fairly, lawfully, and transparently, with clear limits on its collection, storage, and use. 

Failing to Train Staff Properly

Even the most advanced security systems can become ineffective if the people expected to use them are not adequately trained. A lack of staff knowledge often leads to common yet serious issues with smart entry systems, including employees leaving doors propped open, sharing access codes or credentials, ignoring alerts, or failing to report faults promptly. Each of these behaviours undermines the investment made in security technology and leaves properties exposed to unnecessary risks.

Comprehensive staff training does far more than teach people how to press the right buttons. It helps to build a culture of security awareness that is alive throughout the workplace, where team members understand their role in protecting everything and everyone. By ensuring your staff use your access control systems effectively, regular training helps prevent mistakes and reinforces long-term protection. 

How Security Masters Helps Businesses Avoid These Mistakes

At Security Masters, we support business owners, property managers, homeowners and landlords with expert solutions that prevent common access control problems. Our services include:

• Professional installation, avoiding access control installation errors.

• Maintenance and upgrades tailored to your site.

• Business security integration with CCTV and alarms.

• Staff training to prevent smart entry system issues.

Contact us today to see how we can help you with access control. At Security Masters, we tailor access control, CCTV, and property protection solutions to your exact needs. Don’t leave your site, business or tenants exposed; speak to our experts now and discover how professional security keeps your property safe, compliant, and secure.