How Your Business Can Benefit From Cloud-Based Access Control: Explained

With the rise of remote work and the impact of events like the COVID-19 pandemic, the need for business owners to manage operations from anywhere has become more evident than ever.

One area seeing a lot of attention is access control—how companies manage who gets in and out of their buildings and sensitive areas. Many business owners already use conventional access control solutions, but are reluctant to try cloud-based access control.

But replacing traditional access control systems with cloud-based ones can improve business security and efficiency.  If you’ve been considering your options, here’s a breakdown to help you see the bigger picture.

1 – Remote Management: A Game-Changer for Flexibility

The ability to manage access remotely is one of the key reasons businesses are exploring cloud based systems. You can adjust who gets access to what areas without being physically present—whether you’re at a different office, working from home, or even on vacation. That’s a big plus for companies spread across multiple locations.

Take a business owner who needs to grant or revoke access to specific areas for employees. With cloud based access control, they can do this from a smartphone or laptop, anywhere in the world, without the need for costly trips or on-site visits.

2 – Data Security: The Elephant in the Room

When it comes to security, the conversation naturally turns to data protection. Cloud systems allow companies to store sensitive information off-site, which some argue reduces the risk of hardware failures, power outages, or even theft. Additionally, many cloud providers offer encryption and automatic backups, helping protect data from loss or breach.

But let’s be clear: no system, cloud or traditional, is completely foolproof. A breach is always a possibility, and responsibility is shared between the business and the provider. So, it’s crucial to keep other security measures in place—strong passwords, multi-factor authentication, and regular audits.

One of the appealing points is that cloud providers often handle the heavy lifting when it comes to updates and security patches. With 43% of cyberattacks targeting small businesses, the automation of security measures can serve as a vital safety net for businesses looking to protect their sensitive data​

3 – Costs: Weighing the Short-Term vs. Long-Term

The cost of switching to cloud-based access control can vary, but one thing’s for sure—it can eliminate many of the upfront expenses you’d face with traditional systems. No need to install bulky servers or maintain a dedicated IT team just to manage access control. Instead, you typically pay a subscription fee, which includes updates, support, and sometimes data storage.

Depending on the size of your business and how much data you’re handling, traditional systems could be more cost-effective, particularly if you’ve already made an initial investment in infrastructure (as long as it’s not outdated).

Still, the flexibility to scale up or down is a strong argument in favor of cloud-based access control. Need to add a new location or an access point? It’s as easy as a few clicks. Contrast that with the traditional model, where scaling can mean more hardware, more maintenance, and more cost.

4 – Scalability: Growing Without Growing Pains

Speaking of scalability, businesses with plans to expand—or those that already have multiple locations—often find cloud-based systems to be more convenient. Since everything is managed in the cloud, adding new access points, locations, or even users doesn’t require any new physical infrastructure.

You can integrate your access control with other cloud-based tools, such as HR software or building management systems, creating a streamlined operation.

On the flip side, if your operations are centralized and you don’t expect rapid expansion, a well-managed on-site system can work just fine.

Which Businesses May Benefit from Cloud-Based Access Control?

The cloud-based access control market is projected to grow from $698 million in 2020 to $1.9 billion by 2025, largely because of its remote management features.

Not every company will have the same needs when it comes to access control, and it’s important to recognize which types of businesses might gain the most from cloud-based systems.

Companies with multiple locations, a large number of remote employees, or high staff turnover are often ideal candidates. These businesses require the flexibility to grant and revoke access in real-time and manage security from anywhere.

For example, retail chains, tech firms with globally dispersed teams, and coworking spaces might find cloud-based systems invaluable for efficient and centralized access management.

On the other hand, small businesses with a single office, stable staff numbers, and no need for remote access may not need to switch to newer tech. A traditional, on-site system could offer the security and control they need without the ongoing subscription costs.

For instance, a small accounting firm or a local restaurant might find that their access control needs are easily met with a simpler, more localized solution that doesn’t require remote management or complex integrations.

Understanding the specific demands of your business will help you decide if a cloud-based system is the right fit.

Making the Choice: What’s Right for You?

Ultimately, whether you stick with a traditional access control system or switch to a cloud-based one depends on your business goals, your current setup, and your budget.

Before making the leap, weigh the potential costs and benefits. Do you need real-time updates from anywhere in the world? Are you ready to manage data security as part of a shared responsibility? Or is a traditional system better suited to your needs?

Whatever you choose, the key is making sure it aligns with how your business operates today—and where it’s headed tomorrow.