Key Fob Entry Systems for Commercial Buildings - Buyer's Guide 2024

Both convenient and contemporary, key fob door entry systems are today’s standard for commercial buildings. They replace clunky, old-fashioned keys that can be stolen and copied at any hardware store. They use wireless, contactless technology where tenants can “tap” a credential like an ID card or coin-sized key fob near a proximity reader to unlock the door. Numerous manufacturers provide an array of systems suited to different commercial building use cases, some of which scale to tens of thousands of users. They can be ideal for offices, retail, industrial facilities, municipal buildings, educational and medical campuses, and more.

If you are considering installing a key fob entry system for commercial buildings, we have you covered! We provide need-to-know information about how the systems work and offer a high-level profile of a dozen key fob entry system providers.

Who this guide is for:

Commercial real estate management companies looking for whole-building solutions
Tenants in commercial buildings who want to secure their floor, store, or office space
Small and medium-sized companies looking for a new access control solution
Facility managers of large campuses need enterprise-scale access control options that integrate key fob systems into holistic security systems.

Those involved in residential real estate can learn a lot here, though we also encourage you to read our guide to apartment key fob systems.

Introduction to Key Fob Door Entry Systems

A key fob door entry system is an electronic access control that uses a radio-frequency (RF) enabled credential to unlock doors. These credentials can include the prototypical key fobs pictured above. They are typically similar in size to the traditional keyring. Comparable systems may use credit card-sized ID badges (pictured below), radio frequency identification (RFID) stickers, or, in more recent systems, your mobile phone serves as the credential.

Most consumers are now familiar with similar technology. Examples include “tap to pay” credit cards, mobile phone wallets, and ID-enabled car keys you can leave in your pocket. Key fob door entry systems for buildings work under the same principles to provide the same convenience.

Understanding How Key Fob Entry Systems Work

We are using the term “key fob entry system” to describe any door access control that uses physical, wireless, contactless technology instead of a metal key to unlock doors. Each individual is issued some credential that must come near a proximity reader mounted by a door. The reader sends an electronic unlock signal to an electronic door lock.

Credentials can include:

Traditional key fobs: They are usually about the size of a quarter and fit on a traditional key chain.
Rectangular cards: These are employee badges or RFID proximity cards that can be worn on a lanyard or kept in a wallet. They are similar to contactless tap-to-pay credit cards. Some can work at a greater distance, like the RFID tollbooth transponders used in some states to pay tolls.
RFID stickers: These can be affixed to a temporary printed ID or plastic card for a building visitor.
NFC-equipped mobile phones: Have near-field communications (NFC) technology and can be used as a key, similar to tap-to-pay mobile wallets, like Apple Pay.

How It Works

The credential contains an embedded RFID chip and antenna. The chip stores a unique identification number as a digital “key.” When the key fob or card is brought close to a proximity reader, the reader emits a radio frequency (RF) signal that powers the radio frequency identification (RFID) chip, enabling it to transmit its unique ID to the reader. The reader receives the ID and transcends it to the access control system, a centralized database that manages the permissions for each RFID chip, checking if it is authorized for entry.

Some credentials use a particular type of RFID called near-field communications (NFC). Other newer systems may forgo RFID altogether and use a two-way radio technology called Bluetooth low energy (BLE):

RFID vs. NFC: NFC is more versatile and allows for secure, two-way communication, but it only works to a few inches between the device and the proximity reader. Ordinary RFID only permits one-way communication, is somewhat less secure (it can be copied), and works from a distance of several feet.

NFC vs. BLE: Like NFC, BLE can include secure two-way communications. With its extended range, BLE is used in scenarios where convenience and flexibility are prioritized, such as using a smartphone to unlock doors without needing to be next to the reader. BLE is common in mobile phones, wearable tech, and Internet of Things (IoT) devices.

Many modern access control systems combine these technologies to enhance security and convenience. For example, a system might use BLE for initial detection as the user approaches the door and then require NFC for final authentication at the door.

Types of Commercial Key Fob Entry Systems

Choosing the right kind for your commercial property is crucial, as it can make or break your security setup. We’ve compiled a list of the most popular types to help you make an informed decision!

Proximity Key Fobs

With RFID as the backbone, all you need to do is wave or tap the fob near a corresponding reader, and voilá – the door unlocks! Benefits:

Effortlessly secure: No need to remove it from your pocket or bag.
Highly customizable: The access range can be adjusted based on your needs.
Employee tracking: Some such systems can track employees across an entire facility, which can be useful for logging time sheets or keeping tabs on essential personnel, such as actors in a hospital.

Smart Key Fobs

Upgrade your security with smart key fobs that rely on Bluetooth Low Energy (BLE) or Near Field Communication (NFC) technology. These cutting-edge devices offer even more convenience and extra perks:

Mobile app integration: Manage access through smartphones.
Two-factor authentication: This type of key fob system enhances security with additional verification steps, providing an extra layer of security against lost or stolen credentials/ hacking.

Biometric Key Fobs

For top-notch protection, consider biometric key fobs, which incorporate fingerprint scanning technology in addition to the traditional keyless access control system granted by the fob.

Added security layer: This restricts access to unauthorized individuals. Even if a key fob is lost or stolen, it can only be used by its assigned user.
More insight: Monitor the exact person entering the premises

Key Benefits of Using a Key Fob System

Key fob entry systems for commercial buildings provide the following advantages:

No fumbling around: You won’t have to try to find the right key on your key ring. Just wave or tap the fob, badge, or phone near the reader. With some systems, you can leave your credentials in your purse, wallet, or pocket, just like with many car keys today.

No pins: Building tenants don’t need to remember numerous pins for front doors, bathrooms, or other campus facilities, and building management doesn’t need to manage unique pins for each user or entry point.

Cover multiple entry points: Like most keys, you can use a single radio-enabled key fob repeatedly at multiple entry points, such as a driveway gate, building entry, internal gate, storage room door, bathroom door, etc. No, There is no need to carry multiple keys.

Enhanced security: Unlike traditional keys, you cannot easily copy most key fobs at the hardware store, especially systems offering encryption like NFC and BLE credentials. Importantly, you can remotely deactivate a key fob, such as when an employee is terminated, without needing to change the locks.

Overhead savings: Giving tenants and employees this self-service tech can save on operational costs for receptionists and building security.

Modernize your visitor management: Many key fob door systems integrate visitor management tools and gates at elevator banks, letting you say goodbye to sign-in books, long waiting times, and frustrated visitors. Assign temporary key fobs to guests and track them if needed.

Improved tracking and timekeeping: Key fobs have unique codes, so building owners or company management can track who comes and goes, which can’t be done with metal keys. Some RFID key fob systems allow all employees to be tracked across an entire facility in real-time, which can be especially critical in intensive care facilities.

Upgradeable: Software updates and replacement key fobs, such as those with fingerprint capabilities, allow you to leverage your existing system and door infrastructure and augment its capabilities over time.

Integration: Many key fob door entry systems integrate with other technology, including cloud-based management tools, facial recognition, telephone call boxes, video intercoms, campus driveway gates, and security camera systems, providing a comprehensive access control solution.

Special Features to Consider in a Key Fob Entry System

Today, mobile apps for controlled access systems and facial-recognition intercoms provide tools that let busy workers unlock doors on the go without old-fashioned keys.

Mobile App Integration: Smart and Accessible

Taking advantage of remote capabilities of mobile smartphone apps to manage key fob systems offers a wealth of benefits for users.

Remote Management: You can control door access directly from your smartphone, even when you’re off-site. Such apps also integrate well with video intercom systems.
Instantaneous Updates: Authorize new users, change access levels, and revoke permissions with a phone tap.
Real-time Notifications: Stay informed with instant notifications of door access events and view a live video feed remotely from the phone.
Detailed Reports: Monitor access logs and view helpful reports on the go.

Face Unlock: Futuristic and Secure

Step into the world of biometrics with facial recognition unlock technology for next-level commercial space security like:

Hands-free Access: Need both hands to carry stuff? No problem—your face grants you access.
Unique Biometric Authentication: Every person’s face is unique, making face unlock a highly secure access method. There is no need for fingerprint key fobs.
Eliminates Lost or Stolen Fobs: No more hassles of replacing misplaced fobs or worrying about stolen access cards.

By adopting modern, keyless entry options like mobile app integration and face unlock, you’ll be at the forefront of security advancements while ensuring a user-friendly, convenient experience for staff and tenants.

Types of Commercial Buildings That Benefit

Every commercial building can reap the benefits of key fob access systems; you must match the right system to the building’s unique requirements. Let’s explore the types of commercial spaces that benefit and what they can expect with a well-designed key fob access control system here.

Offices

Key fob access is perfect for offices with multiple departments, restricted areas, or long working hours. However, even a basic system can create simplicity and convenience for a small office with a single door. Implementing key fob access for offices can:

Optimize security and privacy for different teams
Ensure employee and visitor safety
Simplify after-hours and weekend access management
Reduce costs on front desk security and reception personnel

Retail Establishments

Keeping inventory secure and managing staff access to restricted areas is vital for retail locations. Key fob systems provide:

Enhanced security for stockrooms and offices
Smooth access control for employees and deliveries
Peace of mind for business owners

Healthcare Facilities

Maintaining a sterile environment and patient privacy in healthcare facilities is non-negotiable. Healthcare facilities are uniquely responsible for maintaining patient confidentiality according to the Health Insurance Portability and Accountability Act (HIPPA). Key fobs help:

Safeguard restricted zones like drug storage or patient wards
Monitor access to sensitive areas
Get medical staff to where they need to be quickly, using their ID badge to open doors.
Provide a user authentication tool to secure computer terminals and digital patient record systems, limiting them to authenticated users with a key fob or RFID identity card.
Track where critical personnel are located across a facility.

Industrial Warehouses and Facilities

Secure access is crucial for industrial buildings where expensive equipment and materials or dangerous substances are stored. Installing key fob access can:

Protect valuable assets and prevent theft
Ensure only authorized personnel enter
Facilitate access for shift workers and deliveries
Double up as a time-card system for logging worker hours

No matter the type of commercial building, key fob, and mobile access control systems can significantly enhance security, convenience, and overall management. Assess your unique requirements and invest in a tailored key fob solution for unbeatable efficacy.

Assessing Your Commercial Property’s Needs

With systems ranging from a single point of entry to those that manage thousands of doors,

figuring out your building’s needs, choosing the right system, and installing it can be a considerable challenge. Generally, hiring an outside security company to do all but the most straightforward single-door installations is highly advisable. However, it can speed along the process if you prepare some general information before you contact a key fob entry system provider.

Assess Security Needs Per Space

Not all spaces within a building are created equal. To make optimal use of your key fob system, prioritize securing different areas according to their sensitivity.

Create a list of zones within the building (e.g., main office, server room, storage areas, etc.)
Assign access levels based on the importance of each zone – do your security needs call for two-factor authentication or biometric identification built into the system?
Customize your key fob system to match these requirements.

Consider Scalability

As your business grows or tenants change, make sure your key cards and system can adapt.

Opt for a solution supporting numerous key fobs and doors or growing with your personnel and facility growth plans.
Check that your system can integrate with related technology, including building lobby gates, video intercoms, or vehicle gate systems.

Plan for a Successful Installation

Installing a key fob system doesn’t have to be a headache. Nail down the details beforehand and share these with your provider.

Map out the building and determine door access points that require key fob integration.
Work closely with the installation team to minimize disruption – see if it can be installed across multiple doors in sequence so that there is always an unencumbered entrance during the installation process.
Set clear timelines and expectations for completion.

Train Staff, Tenants, and Users

Ensure all relevant parties know how to use your key fob entry system.

Educate staff and users on system functionality and benefits
Provide hands-on training on using key fobs and accessing secured areas
Establish clear protocols for handling lost or damaged key fobs

By putting some thought into these key considerations, you can successfully transform your commercial space’s security and enhance user experience with a streamlined key fob system.

Installation and Maintenance Considerations

Here’s a quick rundown of the expenses you can expect on this security-enhancing journey of installing a key fob door entry system for buildings.

Initial Installation Costs

The cost of installing a key fob system varies depending on factors like system type, number of doors, and additional features.

Key fobs: Typical credentials, such as key fobs or ID badges, cost between $10 and $50 per user.
Basic systems: The cost of a single-door setup with a straightforward credential proximity reader, including installation, is $1,000. Individual proximity readers (hardware only) cost a few hundred dollars.
Advanced systems: The cost can go up to $5,000 per door for fully integrated solutions, which may include a video intercom system. These systems are typically used at main entrances, not interior doors.

Don’t forget to factor in labor costs for installation, which can vary by location and complexity. Per-unit prices can drop when you are installing many components across a large facility with numerous entry points and internal doors, and the work is all done at once.

Recurring Services Expenses

While key fob systems have relatively low maintenance requirements, it’s crucial to budget for ongoing costs like:

Software updates: Stay secure with the latest version, which may require periodic subscription fees
Professional maintenance: Schedule annual system check-ups with a pro for optimal performance
Cloud-based platforms: Many key fob systems are sold under a software-as-a-service (SaaS) model, in which you pay a monthly per-user fee—generally a few dollars per user—for a cloud-based management platform. Prices typically fall as more users are integrated into the system.

Long-Term Savings

While it may require upfront investment, key benefits of fob systems can lead to long-term savings:

Significant reductions in unauthorized access
Fewer instances of theft, vandalism, or losses
Improved tenant satisfaction and retention
Reduced overhead: Go without full-time reception or security staff and use a virtual receptionist for guests at a fraction of the cost of a full-time person.

While installing and maintaining a key fob system might initially seem daunting, the long-term benefits and security enhancements make it a worthwhile investment for your commercial building.

Top Providers of Proximity and Key Fob Access Control

Numerous companies manufacture key fob door entry systems for commercial buildings. Some are particularly geared toward scalable, networked systems for large enterprises, while others focus on simplicity and a streamlined product lineup for small and medium-sized enterprises. We provide a brief overview of major brands to consider below, or you can read our more extensive review of the Best Commercial Key Fob Entry Systems.

1. Swiftlane

Swiftlane specializes in cloud-based access control systems with video intercoms for mid-size workplaces and multi-family residential buildings. Their systems integrate key fob, mobile, and facial recognition access control to provide flexible and scalable security solutions. Major reasons to consider Swiftlane are their simple lineup of products, facial-recognition capabilities built in, and intercoms featuring sleek, contemporary designs.

2. Paxton

Paxton offers versatile access control solutions that can scale to very large facilities. They cater to small to large commercial buildings and feature a wide range of proximity readers, which support key fob entry, mobile credentials, and integration with video surveillance. They also provide entry panels, wireless door handles, and management software. Paxton is one to consider if you have numerous types of entry points and need a system that can grow to include up to 1,000 doors and security cameras.

3. CDVI

CDVI focuses on access control solutions with a strong emphasis on security and user IDs. They cater to various facilities, including the education market, offering systems tailored to specific security needs for a standalone facility or an entire campus. A key product in their lineup is TAG-EV2 wearable identity card necklaces for tapping at proximity readers. The company offers dozens of models of proximity readers, including those with keypads for pin-based entry. This company is one to consider for large-scale institutions and campuses where up to 10,000 users may need access credentials.

4. Kantech

Kantech, part of Tyco Security Products, provides reliable and scalable access control solutions that are easy to install and manage. It focuses on serving small businesses and large enterprises. Kantech’s key fob systems are part of their broader access control offerings, which offer integration with products from other Tyco Security brands. These include door controllers, readers, keypads, and network communication devices.

5. HID Global

HID Global is a behemoth in access control, offering a wide range of products, including key fobs, smart cards, and mobile access solutions, designed for businesses that require advanced, scalable access control. A key offering of their systems is the ability for smartphones to function as key fobs), and multi-factor authentication options like biometrics. They offer cloud-based services for large enterprises, such as healthcare facilities, enabling tracking of employees across a facility at any given time.

6. Doorking

Doorking specializes in telephone call box entry systems for gated communities, parking garages, and commercial buildings, strongly emphasizing durability and ease of use. If you want to use a traditional telephone-based call box as the building intercom, this may be the brand to turn to for key fob access control. Doorking also has RFID tags that can be attached to cars to automatically open gates to a property or facility.

7. Lenel-S2

Lenel is a leader in enterprise-level access control solutions, providing high-security systems for large commercial and government buildings and campuses. They focus on integrating access control with other security systems, such as video surveillance and intrusion detection. Lenel’s OnGuard platform includes highly customizable and scalable key fob entry systems. The platform supports various access control technologies, including biometrics and mobile credentials. The company offers numerous online management platforms for tracking data and gaining insights.

8. Genetec

Genetec is a service provider offering unified security solutions that integrate access control, video surveillance, and license plate recognition using products from various manufacturers. They have a comprehensive approach to security management, especially for government, education, healthcare facilities, and large corporate campuses. Genetec’s Synergis platform includes key fob entry systems as part of a broader security management solution. The platform supports various access control technologies, including mobile and biometric credentials.

9. Honeywell Prowatch

Honeywell’s Prowatch is an enterprise security management system with key fob entry systems as part of its access control offerings. Honeywell specializes in providing premium-priced, comprehensive security solutions for large organizations.

10. ProdataKey (PDK)

PDK focuses on its PDK.io cloud-based access control solution, positioning itself as a leader in the modern, flexible access control market. Their systems are designed to be easily managed remotely, offering significant advantages for businesses that require scalable and adaptable security solutions. The key fob entry systems provided by PDK are noted for their integration capabilities with other security technologies. The company offers various credential products for mobile phones, key cards, fobs, stickers, or wristband devices.

11. IdentiSys

IdentiSys is renowned for providing comprehensive key fob access control systems using plastic card identification. Their systems are designed to prevent unauthorized access through uniquely programmed and encrypted key fobs, making them nearly impossible to duplicate or tamper with. Using RFID technology, the company can provide various tracking capabilities for employees and critical inventory. IdentiSys offers solutions tailored for various sectors, including healthcare, education, and government. It also integrates key fob systems with video surveillance and visitor management systems, making it a holistic security provider.

12. Avigilon (Alta)

Avigilon is a leader in comprehensive security solutions, including keyfob-based access control, security cameras, and other building sensors. They emphasize real-time remote cloud-based management and end-to-end encryption, making their systems highly reliable and secure. Avigilon’s systems are known for their scalability, making them ideal for both small and large-scale commercial properties. They also offer cloud-based management options, which are increasingly popular for remote monitoring and control.

13. Giesecke+Devrient (StarSign)

Giesecke+Devrient stands out for its biometric keyfobs, which include a fingerprint reader and use an encrypted authentication system called FIDO. That way, if a key fob gets lost or stolen, it can only be used by its assigned user. G+D uses a subscription model in which users pay for ongoing access to the authentication service delivered over the cloud, and there is a per-user fee for each key fob. The pricing of the systems depends on the number of users.

Conclusion: Making the Right Choice for Your Commercial Key Fob Door Entry System

We’ve outlined the numerous ways a commercial key fob door entry system can bring added value and convenience to your property. From improved security and employee satisfaction to efficient visitor management and future-proof technology, a well-chosen key fob system is a game-changing investment for any commercial building.

We suggest you consider the following final checklist before purchasing a key fob door entry system.

Assess your commercial building’s unique requirements and match them to the right key fob type. Talk with various providers about what system might suit your needs.
Prioritize the must-have features for enhanced security, convenience, and seamless integration.
When developing your budget, consider installation and ongoing service fees and balance those against the potential long-term savings from reducing overhead. A key fob system usually saves you money in the long run.
Consider the convenience of selecting modern keyless options, such as mobile app control and facial recognition unlock technology, as part of a key fob door entry system.
Integrate visitor management services to offer a streamlined guest experience, particularly in buildings with high foot traffic.
Consider a cloud-based management system for remote accessibility and reduced operating costs.

If you’d like to learn more, our key card access control page may be the next place on your journey.

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Key Fob Entry Systems for Commercial Buildings – Buyer’s Guide 2024