The need for dependable and efficient access control has grown as more commercial properties adapt to hybrid work models and changing security requirements. Property managers and building owners seek solutions that balance security with day-to-day convenience.
That’s where telephone entry systems come in. This form of access control can offer a practical way to manage building access, making verifying visitors and granting entry easier without the need for in-person staffing or outdated hardware. This post explores how these systems work and why they’re becoming a standard fixture in modern commercial buildings.
Table of Contents
What are telephone entry systems?
Telephone entry systems are access control devices that allow property staff or tenants to communicate with visitors and grant entry remotely. When a visitor arrives at a building, they use the system’s directory or dial pad to call a resident or staff member. That person can then speak with the visitor and unlock the door or gate from their phone or another connected device.
Earlier versions of these systems operated over landlines and offered limited functionality, typically just voice communication and a basic door release. Today, many systems are internet-connected, offering remote access through mobile apps, integration with video intercoms, and centralized management. This shift from analog to digital has made telephone entry systems more flexible and easier to manage across multiple properties.
Why are businesses upgrading to telephone entry systems?
Many businesses are reevaluating how they manage access to their properties, and telephone entry systems are becoming a more common solution. These systems offer practical features that align with the day-to-day operational needs of offices, warehouses, and multifamily commercial buildings.
Improved access monitoring
Telephone entry systems allow staff to verify a visitor’s identity using caller ID before granting entry. In addition, most systems include access logs that track entry attempts, helping teams monitor who comes and goes. An ability to monitor entry is useful for reviewing activity during off-hours or addressing any disputes regarding building access.
Remote management capabilities
Unlike traditional entry systems that require someone to be onsite, telephone entry systems may include remote access features. These features empower authorized users to respond to calls and open doors from their phones or computers, no matter where they are. This helps businesses with limited front desk coverage or for property managers overseeing multiple locations.
Simplified visitor management
Whether managing scheduled deliveries, granting entry to maintenance personnel, or welcoming a client for a meeting, telephone entry systems help streamline visitor access. Users can manage entry in real-time with minimal delay instead of relying on physical keys or coordinating with onsite staff.
Key features to look for in a telephone entry system
When evaluating a telephone entry system, it’s important to focus on features that support your building’s access needs and work well with your existing infrastructure.
1. System integrations
Look for a system with seamless integration abilities that will pair with tools you may already use, such as video intercoms, mobile apps, or access control hardware. These can all help streamline operations and reduce the need for multiple disconnected systems.
2. Ease of use
Your system should have a clear and straightforward interface.
Both administrators and visitors should be able to navigate the system without confusion, whether they’re using a desktop dashboard or a mobile device. What’s more, a telephone entry system with an easy-to-navigate online portal that’s simple to customize.
3. Access controls and reporting
When shopping for a telephone entry system, choose one that allows you to set different user access levels. It should also include audit trails or logs to review who entered the building and when. Features like these help maintain transparency and support internal oversight.
Common commercial use cases of telephone entry systems
Telephone entry systems are used across a range of commercial property types, each with its own access requirements.
Office buildings
As more companies instate return-to-office policies, office buildings need a reliable way to manage visitors and deliveries. Telephone entry systems help maintain organization during high-volume traffic hours, empower staff to verify who’s at the door, and allow access without requiring someone to be at the front desk at all times.
Mixed-use properties
Properties that combine residential, retail, or office space often require different access permissions for different types of users. As such, a telephone entry system can support multiple access schedules or methods, helping property managers serve tenants with varied needs.
Industrial Facilities
Warehouses, distribution centers, and other industrial sites pose a complicated access control situation. While these work areas benefit from controlled access to loading docks, employee entrances, and restricted zones, they also require a flexible access solution. That’s why telephone entry systems can help regulate entry while limiting disruptions to ongoing operations.
How to choose the right system for your property
Selecting a telephone entry system should be based on how your property functions and what kind of access control it requires. Evaluating the right fit can help avoid compatibility issues and reduce the need for frequent upgrades.
Factors to Evaluate
Start by considering the size and layout of your property. A single-entry retail space will have different needs than a multi-tenant office building or a gated community. Also, usage patterns should be considered, such as how often visitors arrive, who needs access, and whether access varies by time or day.
Finally, review your security protocols to ensure your chosen system aligns with any compliance requirements or operational standards already in place.
Questions to ask vendors
Before selecting a system, ask vendors about installation requirements, integration capabilities, and long-term support.
Key questions might include:
- Does the system integrate with our current access control setup?
- Is remote access management supported?
- What reporting and audit features are included?
- How is user data handled and stored?
- What do ongoing maintenance or software updates look like?
Reliability and scalability
Access control systems are used daily, often by multiple users. As such, a reliable system minimizes disruptions and ensures consistent operation.
It is also important to choose a system that can scale with your needs or adapt as technology changes. Features like software updates, cloud-based management, and modular hardware options can help extend the lifespan of your investment.
Conclusion
Telephone entry systems offer a practical way to manage building access while supporting key operational needs. They provide several benefits, including improved security through access verification, added convenience with remote management, and scalability for properties with changing or growing access demands.
If you’re using a traditional system, or relying on manual processes, now may be a good time to assess whether your setup still meets your property’s needs. Upgrading to a more modern entry system can help streamline access management and support your long-term goals.
