Office Smart Locks: Door Access by Card, PIN, Face and Phone
A mechanical key records nothing about who entered when, and a lost key means changing the cylinder. A smart lock answers both, if chosen and installed properly.
A smart lock or access control replaces the mechanical key with a digital credential: card, PIN, fingerprint, face or phone. The main benefits: access rights can be granted and revoked without changing keys, and every entry is logged.
What access methods exist?
- RFID card: cheap and fast, but cards can be lent or lost.
- PIN: no device needed, but easy to share or shoulder-surf.
- Fingerprint: hard to lend, but less reliable with wet, dirty or oily hands.
- Face: convenient and contactless, needs good lighting and a clear personal data policy.
- Phone app (Bluetooth or network): handy for guests and temporary access, dependent on the phone and app.
More sensitive doors, such as a server or archive room, can use two factors together, for example card plus PIN.
Why do access logs matter?
Logs show who opened which door and when. They help with audits, loss investigations and tuning work schedules. Make sure logs can be exported, the system clock is accurate, and there is a policy for how long logs are kept.
What about fire safety?
This is the most often forgotten point. Doors on an evacuation route must still open from inside without a credential in an emergency. Choose the lock type (fail-safe or fail-secure) to suit the door's function, and make sure the exit button or mechanical handle still works. Consult a building safety specialist or building management about the requirements that apply.
Power and backup
- Battery smart locks: check battery life, low-battery indicators, and the emergency opening method when the battery dies.
- Wired electric locks: provide a UPS or backup battery so doors keep working in a power cut.
- Keep a mechanical backup key stored securely for emergencies.
Can it connect to attendance and CCTV?
Many systems can pass access data to an attendance app or mark CCTV footage at the time a door opens. This reduces double recording, but ask about the integration format before choosing hardware. See also the attendance product.
Steps to choose
- List doors, their function, and who may enter at what hours.
- Set the security level per door: general, restricted, critical.
- Check door and frame type (wood, glass, metal) and cable path.
- Choose access method, power and backup.
- Decide who manages access rights and the procedure when staff leave.
Sentra installs smart locks and integrates them with other systems. See the smart lock product and corporate solutions.
Frequently asked questions
Can a smart lock be fitted to an existing door?
Often yes, depending on door and frame type. Glass doors or aluminium frames sometimes need special brackets. A site survey decides.
What if power or the battery runs out?
Choose models with low-battery warnings and an emergency opening method, and provide a UPS for wired locks.
Is face and fingerprint data safe?
It depends on the implementation. Ask where templates are stored (on the device or a server), whether they are encrypted, and who can access them. Set a privacy policy for staff.
Which is safer, PIN or card?
Both have weaknesses, and combining two factors is stronger for sensitive doors.
Tell us about the process. We'll help map out the most proportionate approach.
