Company entrance control: 8 steps to secure reception, offices and warehouse without unnecessary complications

The entrance to a company is one of the most common weak points of a security system. Unauthorized persons often do not get inside by force, but simply by passing through the reception or a door that has been “left open”. This article provides a practical overview of the steps to set up access control effectively, clearly and without unnecessary restrictions on traffic.

Entry protection as the basis of security

Access control is not just about technology, but above all about a combination of people, processes and clearly set rules. A properly set system ensures that only authorized persons – employees, visitors or suppliers – can enter individual parts of a building, and only to the extent that is necessary.

A modern approach to access control minimizes risks, increases visibility into the movement of people, and does not disrupt the normal operation of the company.

1. Dividing the building into security zones

The first step is to clearly divide the building into individual zones according to the level of risk. Typically, these are the public part (reception), internal spaces (offices), employee facilities and critical areas such as warehouses, IT rooms or archives.

Each zone should have a clearly defined definition of who has access to it and under what conditions.

2. Reception as a checkpoint

The reception desk is not just an information point, but a key security element. Reception staff should have clear instructions on how to proceed when visitors, suppliers or unannounced persons arrive.

The basis is the registration of visits, verification of the purpose of the visit and the possible issuance of an identification card or badge.

3. Clear rules for visits

Visitors should never move around the property unaccompanied. Each visit should be registered, accompanied by a responsible person, and properly signed out upon leaving the property.

Simple rules significantly reduce the risk of unauthorized movement in internal spaces.

4. Access cards and personal identification

Modern access systems allow you to control entry using cards, chips or biometrics. It is important that each employee has their own identity and access only to those parts of the building that they really need.

Upon termination of employment, access must be deactivated immediately.

5. Control the entry of suppliers and couriers

Suppliers and service technicians represent a specific group. It is appropriate to have dedicated entrances, time-limited access and clearly defined movement around the building for them.

Couriers should use pre-designated locations to hand over shipments without the need to enter internal premises.

6. Technological support for access control

Effective access control is often combined with camera systems, electronic locks or turnstiles. These technologies increase visibility of people's movements and enable rapid response in the event of a suspicious situation.

It is important that technology is complemented by clear procedures and responsibilities.

7. Preparing for crisis situations

Access control should also include pre-prepared scenarios for non-standard situations - loss of access card, unauthorized entry, aggressive visitor or technical system failure.

Regular staff training significantly increases the ability to handle these situations.

8. Regular evaluation and improvement

A security regime should not be static. Regular incident assessments, access control, and procedure reviews help keep the system functional and effective in the long term.

Conclusion

Access control is a key element of overall building security. A properly configured system protects employees, assets, and sensitive data without unnecessarily complicating daily operations.

The combination of clear rules, trained staff and appropriately selected technologies allows you to create a safe and clear environment that meets the current requirements of modern companies. People often do not get inside by force, but simply by passing through the reception or through doors that have been "left open". This article provides a practical overview of the steps on how to set up access control effectively, clearly and without unnecessary restrictions on traffic.