Access control systems: how to choose one for your business or building

Access control decides who can open which door, and when. Instead of keys, people use a card, a fob, a PIN, their phone or their face, and every entry is logged.

It fixes the problems keys create: a lost key means changing locks, there's no record of who came in, and there's no way to let the cleaners in on Tuesdays only.

Here's how a system works, how to choose between cards, PINs and face recognition, when you need a networked system, what Quebec's rules mean for face terminals, and which products fit which site.

How an access control system works

Every system, from one door to a whole building, has the same five parts:

1. The credential. What the person presents: a card, a fob, a PIN, a phone or their face.
2. The reader or terminal. Mounted at the door, it reads the credential. A terminal can add a keypad, a screen or a face camera.
3. The controller. It checks the rules (who, which doors, what hours), says yes or no, and logs the event. On small sites it's built into the terminal.
4. The lock hardware. An electric strike or a magnetic lock that releases on a yes, plus an exit button or sensor on the inside and a door contact that knows whether the door is actually closed.
5. The software. Where you add and remove people, set schedules and read the logs, on the device itself, a PC or a central platform.

When someone leaves the company, you delete their credential in the software. No locks to change, no keys to chase.

Cards, fobs, PINs or faces?

The credential is the biggest choice you make, because it decides how secure the door is and how easy it is to use every day.

Credential	Security	Day-to-day use	Watch out for	Best for
Cards and fobs	Good with encrypted cards	Fast; a lost one is cancelled in seconds	Older 125 kHz proximity cards are easy to copy; cards get lent out	Most offices, warehouses and residential buildings
PIN code	Low on its own	Nothing to carry	Codes get shared and watched over shoulders	Low-risk doors, or as a second check
Phone	Good	People always have it with them	Needs a compatible system and app	Offices with a tech-comfortable team
Face recognition	Hard to share, can't be lost	Hands-free and quick	Biometric rules apply in Quebec (see below)	Staff entrances, server rooms, high-security doors
Two together (card plus PIN, face plus card)	Highest	Slower	More steps for everyone	Sensitive rooms

If you go with cards, skip older 125 kHz proximity cards. 13.56 MHz MIFARE cards and fobs are a clear step up, and encrypted DESFire cards are the choice for high-security doors.

Standalone or networked?

One or two doors: standalone

A standalone terminal has the controller built in and manages its door on its own. You set it up on the device or with a phone app. It's affordable and quick to install, which suits a single office door, a stockroom or a server closet. Past two or three doors it gets messy, because every door is managed separately.

Three doors and up: networked

Readers and terminals connect to controllers on your network, and you manage everything from one place. Add a person once, give them the right doors and hours, and see every door's log together. For several buildings or sites, a central platform such as HikCentral Professional runs it all from one screen.

Sizing and wiring

• Count the doors, then leave room. Controllers come in 1-, 2- and 4-door sizes; plan for the door you'll add next year.
• Count the people. Check that the terminal or controller holds enough users, cards and faces for your headcount.
• Plan the power. Many terminals run on PoE, one cable for power and data. Electric locks usually need their own 12 V power supply sized for the lock.

Tie it to your cameras and intercom

Access control is stronger alongside video. A camera on each controlled door lets you pull the clip behind any denied or forced-door alarm. A video intercom at the main entrance lets visitors call in and staff open the door remotely. Systems from the same manufacturer tie together most easily.

Quebec rules and safe exits

Face and fingerprint readers in Quebec: read this first

Face and fingerprint terminals are convenient, but in Quebec they collect biometric data, which the law treats as highly sensitive. Before you use one to identify people, you need to:

• Get express consent from each person, and offer a non-biometric option, such as a card or code, to anyone who says no.
• Declare the system to the Commission d'accès à l'information (CAI) before using it, and declare the biometric database at least 60 days before it goes live. The CAI publishes a declaration form.
• Do a privacy impact assessment when you buy or set up the system.
• Be able to show it's necessary. Consent alone isn't enough. In a 2024 decision, the CAI ordered a printing company to stop using face recognition for employee access and destroy the data, even though it had employee consent and had filed its declaration.

In practice: for most offices and warehouses in Quebec, cards, fobs or PINs are the simpler choice. Keep face recognition for doors where you can document a real, serious need, and talk to your privacy advisor first. Penalties under Quebec's privacy law can reach $10 million or 2% of worldwide turnover.

Safe exits come first

Any door on an exit path must let people out at all times, including during a fire alarm or a power cut. Magnetic locks release when power is cut (fail-safe) and are normally tied to the fire alarm. Electric strikes can stay locked without power (fail-secure), which suits secure rooms that still open freely from the inside. Building and fire codes set the rules, so have a qualified installer wire every door to code.

This section is general information, not legal advice.

Access control products we ship

Every model below is available to order now and ships across Canada from Laval.

Terminals: reader and controller in one

• Card and PIN: the DS-K1T502DBWX-C, a wall-mounted terminal with a built-in 2 MP camera, and the DS-K1T805MBFWX, with a keypad, card reader and fingerprint reader. More in card terminals.
• Face recognition: the DS-K1T344MBWX-E1 and DS-K1T342DWX-E1 for everyday doors, the DS-K1T342MFWX-E1, the DS-K1T671M Pro terminal, and the DS-K1T690MF-X Ultra terminal. In Quebec, read the biometric rules above first. More in face recognition terminals.

Networked systems: controllers and readers

• Controllers: the DS-K2702-KIT (2 doors) and DS-K2704-KIT (4 doors) network kits, and the DS-K2708X for up to 8 doors. More in controllers.
• Readers: the DS-K1107AM/AMK MIFARE card reader (the AMK adds a keypad), the DS-K1104M/MK metal vandal-proof reader, and the DS-K1102AEM and DS-K1105EDB/EDKB Pro readers. More in readers.
• Fobs: DS-K7M102-M-25 MIFARE fobs, in packs of 25.

See everything in access control.

Quick picks by site

Your site	Start with	Why
One office door or stockroom	DS-K1T502DBWX-C	Card or PIN in one unit, no separate controller
Staff entrance that needs two checks	DS-K1T805MBFWX	Card, PIN and fingerprint in one terminal
Two to four doors	DS-K2702-KIT or DS-K2704-KIT, plus DS-K1107AM readers	One controller, every door managed together
A bigger building	DS-K2708X, plus readers	Up to 8 doors per controller
High-security door with a documented need	DS-K1T671M	Face recognition alongside cards

Buying in Canada

Not sure what you need? Email sales@noctoptics.com with your number of doors, people and sites, and we'll suggest a setup. Installers can open a dealer account for dealer pricing.

The models in this guide are Hikvision. Private businesses, installers and homeowners can buy them; federal departments, agencies and Crown corporations can't. See Is Hikvision banned in Canada?

Frequently asked questions

What is an access control system?

It's an electronic way to decide who can open which door, and when. People use a card, fob, PIN, phone or their face instead of a key, and every entry is logged.

What's the difference between a card and a fob?

Only the shape. Both carry the same chip and work with the same readers; fobs fit on a keychain, cards fit in a wallet or badge holder.

Do I need a networked system?

For one or two doors, a standalone terminal is usually enough. From three doors up, a networked system saves time, because you manage every door and person from one place.

Is face recognition legal in Quebec?

Yes, with conditions. You need express consent, a non-biometric option for anyone who declines, a declaration to the Commission d'accès à l'information before use, and a documented reason that the system is necessary. The same applies to fingerprint readers.

What happens in a power outage?

It depends on the lock. Magnetic locks release without power, so the door opens freely; fail-secure strikes stay locked but still open from the inside. A backup power supply keeps controllers and readers running through short outages.

Can access control work with my security cameras?

Yes. With a camera on each controlled door, you can pull the video behind any denied entry or forced-door alarm, and systems from the same manufacturer link the two most easily.

How much does an access control system cost?

It depends on the number of doors, the credential type and the installation. A single-door terminal is the lowest-cost start. Email sales@noctoptics.com with your door count for a quote.