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Best Access Control System for Small Businesses in 2025

Struggling with keys, shared PINs, or unreliable access systems? Discover why small businesses are prime targets for theft—and how modern access control stops it. This guide breaks down key features, access methods, and why Coram is the smart upgrade for 2025.

Stu Waters

Apr 17, 2025

What’s the real cost of not having access control in place? For many small businesses, it’s more than a few stolen items. It’s lost trust, downtime, and liabilities that could’ve been avoided. In fact, 64% of small businesses have experienced employee theft, yet only 16% report it to the police.

This guide breaks down the way to make security efficient for small businesses and what makes an access control system effective in 2025, and which solution is built specifically to grow with you.

Why small businesses are prime targets and how to protect yours
What to look for when evaluating modern access control solutions
A sneak peek at Coram’s cloud access control system for today’s workplace

Why Are Small Businesses More Vulnerable to Crime?

Big companies have big security budgets. Small businesses? Not so much. And that’s exactly why they’re often the first target.

Here’s the uncomfortable truth:

Employee theft is a significant concern for small businesses, with asset misappropriation accounting for approximately 89% of such cases, according to the Association of Certified Fraud Examiners. Most of it? Inside jobs. Employees, contractors, even cleaners.

What makes smaller setups easier to hit?

Fewer (or no) security protocols in place
Shared keys or PINs still used across teams
Lack of visibility into who’s coming and going

And once you’ve been hit, the damage doesn’t stop at stolen hardware or cash. You’re looking at lost productivity, compliance risks, and broken trust sometimes with customers, sometimes with your own team.

Here’s the thing: this risk isn’t going away. But managing it doesn’t have to be expensive or complicated.

What is Business Access Control?

Access control is exactly what it sounds like: controlling who can get in, where, and when.

Instead of old-school keys or “hope no one copies the PIN” systems, a business access control system lets you:

Grant or revoke access for specific people
Track every entry and exit digitally
Lock and unlock doors remotely (from your phone or laptop)

Most systems rely on electronic locks and credentials things like keycards, mobile apps, biometrics, or PINs to decide who gets in. Some include hardware like door readers, while others are cloud-only and mobile-first.

But here's the part that's often misunderstood.

Access control isn’t just about keeping intruders out. It’s about knowing who’s inside, too.

And for small businesses juggling staff, deliveries, vendors, or hybrid work? That matters. A lot.

Importance of Access Control in any Business

You don’t need a 24/7 guard or a wall of monitors. What you do need is visibility and control.

Without it, you’re relying on trust and that’s not a security plan.

A proper access control system helps you:

Reduce internal theft by limiting and tracking access
Protect sensitive assets like equipment, files, or customer data
Manage access remotely great if you’re not always on-site
Stay compliant with industry standards (especially if you deal with HIPAA, PCI-DSS, or SOC 2)
Scale without headaches in a new location? Just plug in new readers

And it's not just about doors. Think: server rooms, storage closets, shared coworking spaces, or even desks.

If you're still using keys or a single shared PIN code? It’s time for an upgrade.

Key Factors to Consider When Choosing an Access Control System

You don’t need a fancy system; you need the right one. Here’s what you actually want to think through before choosing:

How your office is set up
Is it a single entrance? Multiple doors? Shared building with other tenants? A system that works for a storefront might not fit a coworking space with private rooms.
How many people need access
Is it just you and a handful of employees? Or do vendors, delivery folks, cleaners, or part-timers come and go? If you’re constantly changing who has access, you’ll want something that makes that easy.
How people unlock doors
Keycards are common. But if you’re worried about cards being shared or lost, mobile-based or biometric access might be a smarter call. If budget’s tight, PIN pads work but they don’t track who entered, only that someone did.
Whether it connects with tools you already use
Got security cameras? Alarm systems? A front desk sign-in app? Look for a system that plays well with what you already have instead of forcing a full rebuild.
Where the system “lives”
Cloud-based setups let you manage everything remotely – grant access, revoke it, see logs. On-prem systems give you more control, but you’ll be the one maintaining it (or paying someone who can).
If it’ll still work when you grow
Even if you’re in one location today, you don’t want to replace everything if you expand to two floors or three stores. Some systems let you just add more doors, more users, and call it a day.

Best Access Control System for Small Businesses

If you're still managing access with a basic keypad—or worse, handing out spare keys—this is your sign to stop.

Coram's access control system is built for modern small businesses that want enterprise-level security without the IT overhead. It’s cloud-connected, mobile-friendly, and doesn’t fall apart when the Wi-Fi does.

Here’s what makes it different (and better):

A Quick Look Inside Coram’s System

At its core, Coram’s setup includes:

A smart access control board that talks to door locks and card readers
Support for standard maglocks and strike locks—no need to replace your existing doors
Compatibility with both Wiegand and OSDP card readers, so you can keep the hardware you already have
And yes, battery backup, so the whole thing keeps running even during power outages

What Makes Coram Stand Out

1. Cloud-first, not cloud-only

You get full control from anywhere via the cloud, but the board keeps a local copy of access permissions. So even if the internet goes out, your doors keep working – no lockouts, no downtime.

2. No server headaches

Traditional systems store everything on a local server. That means maintenance, security patches, and a full-time IT person. With Coram, there’s nothing to manage. Updates and user permissions sync automatically from the cloud.

3. Built-in power failover

Each board supports internal battery backup like a mini UPS so if the power’s out, it stays live. When power returns, the battery recharges automatically. No fuss.

4. Fire alarm integration

In case of emergencies, Coram’s board can be wired to your fire alarm system. The moment the alarm goes off, the system automatically unlocks all doors for a safe and fast exit.

5. Mobile and card access support

Coram lets you choose the method that fits your team. Use mobile apps for convenience, or stick with keycards if that’s what your staff is used to. Either way, access logs are tracked and synced to the cloud.

6. Future-ready and scalable

One board supports up to four doors. Need more later? Just add another. Whether you’re managing a single office or multiple buildings, Coram keeps it simple.

Still Using Shared PINs and Key Fobs?

You just learned how modern access control can cut risks, save time, and scale with your team—without blowing your budget. Here's the playbook to make it work:

Choose a system that works during outages – power, internet, or both
Avoid keypads that can’t track who entered – go mobile or biometric instead
Look for cloud-based tools that don’t require servers or constant IT support
Don’t forget fire alarms, backups, and real-world install limits – details matter

If your current setup feels like a patch job, Coram might be the upgrade you’ve been putting off. Simple, secure, and ready for whatever’s next.