Guide to Commercial Key Fob Door Lock Systems & Access Control Solutions

Finding the right key fob door entry systems for your commercial space can be overwhelming, yet it remains a critical decision for business security. With the surge in data breaches and unauthorized entry, business owners need a solution that guarantees safety without compromising convenience and efficiency.

A commercial key fob entry system for buildings provides keyless entry, improving security and access control while eliminating the hassle of traditional locks. According to a 2023 report by the U.S. Bureau of Labor Statistics, employers reported 2.6 million workplace injuries, reinforcing the need for more advanced security measures.

This guide covers everything you need to know about commercial key fob door lock systems and how they compare to other access control solutions.

What Are Key Fob Systems?

Key fob door entry systems are small, programmable hardware devices that provide secure access to locked commercial and residential buildings and keyless entry systems.

Traditional access control systems rely on mechanical locks to grant access. 

However, key fob systems communicate with an electronic access control system by conveying the credentials the system needs to determine whether to approve access. The fob may use proximity technology and RFID tags or could be a little handheld remote control, depending on the specific door entry fob system.

‍Pros and Cons of Commercial Key Fob Door Lock Systems

The key fob entry system for commercial buildings is changing how businesses operate, delivering security and convenience. But like any other technology, they have benefits and drawbacks. Let’s evaluate each of them to help you decide if they are suitable for your business.

Pros

From ease of use to elevator regulations, the key fob entry system for buildings has many perks. They promote remote access management and cover audit trails and logs. Here’s why many organizations are making the switch.

• Easy To Use

You don't need to undergo any training before operating a commercial key fob door entry system—it's easy for all users to understand it. Additionally, it is portable to move around with, as you can carry it on a keychain or in your pocket without needing to remember complex passwords.

• Remote Access Management 

Using the control panel, you can approve or revoke access remotely. This strengthens your building’s security and regulates who enters anywhere.

• Low Maintenance

Because key fob systems have few mechanical components, the readers experience minimal wear and tear. And this translates to low maintenance.

• Easy Adjustments

With most individual fobs, you can easily issue, adjust, and revoke credentials and permissions if a device is stolen or lost, or if the user leaves the organization and doesn't return their device.

• Audit Trails and Logs

Security personnel can monitor individual credentials and use the information to generate access logs and audit trails. Similarly, administrators can use this data to examine possible security breaches and develop better security networks.

• Personalized Credentials

You can give every worker their credentials stored in a physical device. Unlike traditional locks that can easily be duplicated, this method is more secure and enables administrators to monitor personalized system usage.

• Intuitive Design

You can easily use this device by tapping the fob or card against a reader. In addition, onboarding employees with commercial key fob door entry systems takes less time.

• Elevator Regulations

With a key fob system, you can prevent unauthorized people from entering the elevators in your building. Plus, you can prevent employees from accessing floors they are not supposed to.

Cons

Even though they are great, key fob door lock systems are not without drawbacks. Installation costs, management complications, and reliance on technology can be a headache for businesses. Let's have a closer look at the challenges you might face.

• Malfunctions

A key fob door entry system for buildings can approve or deny access to the wrong person if the device is experiencing technical faults or is wrongly programmed. Alleviating this can be difficult because only administrators can see which device has been used, not the individual behind the access incident.

• Easily Stolen or Lost

Like traditional keys, key fobs for a keyless entry system can be stolen or lost, which puts your business at risk. Although you can deactivate such fobs, if you operate a large business, the cost of replacing credentials can aggregate faster.

• Visitors Cannot Have Access

This keyless entry system for business doesn’t allow temporary credentials for visitors without giving them a personalized fob first. As a result, employees can share door access fobs, which puts your company’s security at risk.

• Scalability is Not Guaranteed

Some commercial key fob door entry systems are not scalable and only support limited credentials. This is very concerning especially if you’d like to expand your business or onboard new credential types.

• Power Outage Issues

Doors and other entry points can be permanently locked or completely accessible if there’s a power outage but this depends on the installed locking mechanisms. 

• Installation Costs

The cost of installing and setting up commercial key fob door entry systems is higher compared to traditional locks. It’s even costlier when you’re incorporating advanced access management software or smart locks. 

A 2024 report showed that 94% of small businesses faced cyber attacks. But despite installation expenses, investing in solid security measures is essential considering the high risk of attacks on small businesses.

• Management Complications

Administrators may struggle to control larger systems that regulate many entry points and users. It’s more complex when updating access rights or handling stolen or lost fobs.

• Reliance on Technology

They depend heavily on connectivity and electricity, which can cause restrictions during technical and power failures.

Types of Commercial Key Fob Entry Systems

All commercial key fob door entry systems do not work the same way. Some use smart technology while others use proximity and biometric technology. Below is a breakdown of the different types available.

Smart Key Fobs 

Smart key fobs depend on Near Field Communication (NFC) and Bluetooth Low Energy (BLE) technology for protecting entry points. They are convenient and users can use their smartphones to open doors. This system is operated with an app and is very secure.

The app can request other verification details such as two-factor authentications, biometric scans, or a PIN code for an additional degree of security.

Proximity Key Fobs 

Proximity key fobs use RFID (Radio Frequency Identification) to communicate with access control readers. When the fob is near the reader, the system verifies credentials and unlocks the door.. The card stores the user’s information (which can be changed or updated), enabling flexible user access.

While this key fob door entry system for buildings is affordable, it’s not the most secure. As cards get older, their security fades, putting your business at risk. So, consider using encrypted cards/fobs for optimal security.

Biometric Key Fobs 

Beyond the keyless door entry system that the biometric key fob provides, it uses your unique traits—iris scans and fingerprint scanning technology—to grant or deny access. This type of keyless entry system gives your business the highest level of security since each individual has unique biometric data. 

Furthermore, this system is often used alongside other access control systems (like card readers), which makes it hard for unauthorized people to enter your facility.

How Do Commercial Key Fob Door Lock Systems Work?

A key fob door lock system is the core of a keyless entry system for any business. Here’s how it works: every key fob has a distinct identifier that interacts with the electronic door lock through NFC (Near Field Communication) or RFID (Radio Frequency Identification).

When you take the key fob near the door’s access reader, it compares your credentials to the list of permitted users. If the system identifies and verifies your fob, the door will open for you to enter. Its remote management allows for real-time monitoring.

Plus, it can record when a staff member or guest enters your business premises. Fortunately, some systems integrate video surveillance cameras and alarm systems for more robust security.

Key Features To Consider

Choosing the right key fob entry system for buildings is not just about picking the most advanced option. Factors like integration capabilities, customizable access levels, and intuitive user interface matter too. Here are the must-have features to consider.

Integration Capabilities

Good commercial key fob door entry systems should be capable of integrating easily with your existing access control systems. For example, you should be able to incorporate it with your video surveillance cameras, alarm systems, and other access control systems for centralized operation.

Advanced systems let you track live events and regulate security components, which guarantee a unified security network suitable for your business.

Customizable Access Levels 

You should be able to customize varying levels of security clearances for your business within the same building. With a key fob system, you should also be able to designate and adjust access rights for specific individuals or groups. 

This gives you full control over who can enter certain places. It protects equipment rooms and sensitive information and helps with visitor access management. Ultimately, it guarantees that only the right people will enter where they’re supposed to.

Durability 

Opt for commercial key fob door entry systems that are tough enough to endure different environmental conditions and handle regular use in high-traffic places. Be sure to purchase a durable one to lower maintenance costs and want something long-lasting.

At the same time, select the one with a sturdy build, tamper-proof components to prevent vandalism or unauthorized entry, and weather-resistant materials for external use.

User-Friendly Interface

IT administrators and users should be able to navigate the interface with ease. So, look for systems with which you can modify security protocols in real-time, control entry and exit, and easily regulate access credentials.

If it doesn’t need any specialized expertise or training to use it, go for it—its interface is user-friendly and suitable for businesses of all sizes.

3 Essential Components

Commercial key fob door entry systems require three major components to function. Let's see how these three components work together for the systems to function smoothly. 

Access Credentials 

Access credentials tell access control systems which user is authorized and which is unauthorized. These credentials contain distinct information associated with individual users, responsible for allowing or denying entry.

Plus, they are embedded in cards, key fobs, and digital formats that can be accessed with a smartphone. Access credentials are the core for maintaining a secure system in commercial facilities.

Access Reader

This is the bridge between the user’s door lock system and access credentials—it’s the spot where they present their card, key fob, or smartphone to get in. These readers use NFC and RFID technologies to pull information from the access credential.

A more advanced reader adds an extra layer of security to your system and can better withstand hacking and tampering.

RFID Door Lock

It is a keyless entry system for protecting the entry points in your business premises. They work based on the instructions gotten from the access control system after a user presents a valid access credential to the connected reader.

Popular for their reliability, they don’t depend on physical keys that can be stolen or duplicated. Rather they use encrypted digital credentials to provide top-level security.

How Do Commercial Door Locks Differ?

As the name implies, commercial door locks differ because they are designed for industrial applications. Essentially, they are used in organizations, hospitals, warehouses, office buildings, residential properties, and other commercial establishments.

The most superior lock on the market is a commercial-grade lock. It is designed to be stronger than other inferior locks and is intended to provide better safety.

How is Coram's Access Control System Better? (Coming Soon)

With the numerous access control systems available on the market, what distinguishes Coram’s system? While we’re still rolling out this system, Coram is expected to release smarter, more flexible access management for businesses. Let’s see what sets it apart.

Customizable

The software can be customized to specify which doors each staff member and guest can access and at what times. With this data, IT administrators can either give staff members a card or they can enter these doors through the authorized Bluetooth or mobile app on their smartphone.

Coram’s commercial access control system determines whether the user can go through the door once they approach it with their smartphone. But whether the door unlocks or not this data is transferred to the cloud. In the cloud, the user can see this information on their dashboard.

Flexible and Supports Offline Access

Coram's access control board always keeps a local copy of the access permissions in case of a network interruption. In addition, the board has a backup battery that you can use to access all of your data if there’s a power outage.

Information is Stored in The Cloud

Coram’s commercial access control system stores all data in the cloud compared to conventional systems that save data on a local server. This lowers the expense associated with maintaining hardware and local servers.

Integrates with Video Security and Video Management Systems

While Coram offers its own video surveillance cameras, it can also integrate with your existing security system. If you’d like to get prompt alerts when there’s unauthorized access or theft, connect your video management system with Coram's commercial access control system.

Interestingly, you can monitor suspects and check for audit trails by watching the recorded footage. Additionally, the system records everything and alerts you if it detects tailgating.

Customized Schedules

The ability to set multiple custom schedules is another way that Coram's access control solution strengthens security. For instance, you can lock a particular door for a set period, say from 5 pm today to 8 am the next day. 

Then configure the system so that the door remains locked throughout that period while you’ll be notified if someone tries to enter.

Alternative Commercial Key Fob Door Lock Systems

Key fobs are not the only way to protect commercial spaces. If you're looking for other options, keypad access control devices, smart locks, and commercial keypad door locks might be worth considering. Here are some solid alternatives. 

Keypad Access Control Devices

You can install these devices close to the door you want to regulate entry. They are independent and are not connected to your door lock. Depending on the keypad, you can integrate it with a mobile app for smartphone-based access.

Smart Locks

Smart locks work with electricity but you can activate it remotely using a smartphone. You can use these alternative commercial key fob door lock systems along with a mobile app.

Commercial Keypad Door Locks

Here, a touchscreen-based or numerical keypad is used to protect the commercial lock.

Conclusion

Commercial key fob door entry systems are changing the way businesses control access, delivering convenience, efficiency, and safety. These systems safeguard your building much better than traditional key locks. 

While they come with noteworthy advantages, their potential challenges must be considered. A key fob door lock system is a wise investment for businesses serious about their safety. But ultimately, see it as an investment in your productivity and peace.

Ready to upgrade your security with a commercial key fob door entry system? Contact us for a free consultation—our experts will help you find the perfect solution for your business.