Looking for a Handheld Badge Reader for Access Control? This blog outlines the different types of products available and what to consider when choosing a solution.
What is mobile access control?
At Telaeris, the term “Mobile Access Control” refers to the use of a handheld badge reader to verify credentials and access permissions according to the rules in an access control system database. “Mobile Access Control” may also refer to mobile credentials, which are not the focus of this blog (though a mobile badge reader should be able to read those credentials as well!).
What this blog does cover: handheld badge readers capable of reading RFID, NFC, or barcodes and QR codes
What this blog does not cover: Fixed door readers, desktop reader modules, or RFID readers made specifically for inventory/asset tracking.
Handheld badge readers are deployed for a variety of safety and security purposes, including on-the-go access control, identity validation, time and attendance, remote bus entry, construction site access, visitor or event management, and emergency accountability.
Some Important Factors to Consider
These factors may influence the type of hardware the organization needs:
- Which identification technologies need to be read? Proprietary credentials, prox cards, barcodes/QR codes, NFC, facial or fingerprint recognition?
- Building on the credential type, is there a need for 2-factor authentication, enabled by biometrics or a physical PIN?
- What environment will the device be used in? This can affect the required IP rating and network requirements.
- Will this device be used for multiple use cases (for example, emergency accountability + visitor management)? A hardware investment should be flexible and capable of handling multiple relevant situations in the field.
Types of Hardware Used for Mobile Access Control
There are a handful of options for mobile access control hardware, but we will broadly cover three main types: modular readers that connect to company-provided smartphones, standalone readers without screens, and rugged PDA readers with extended software functionality.
RFID Readers for Smartphones (BLE or sled readers)
A modular companion reader enables a smartphone or tablet to read RFID badges. This category of readers includes many forms, such as sled devices, clip-ons, plug-in devices, and wireless Bluetooth Low Energy (BLE) readers.
Attachable BLE readers are generally more compact and can connect to most Bluetooth-enabled devices. A sled device that connects via the charging port may only be compatible with certain smartphone models. Keep in mind that the reader usually needs to be charged separately from the phone, so pay attention to battery life and other capabilities.
The benefit of these devices is that they are generally lower cost and can integrate quickly into small deployments or corporate environments that already provide their own fleet of devices to users. However, low-cost readers may only support one or two card formats (e.g., 125kHz proximity only), which can be a problem if an organization uses multiple badge types.
If access control integration is a must-have, that is, being able to pull or push access permissions and badge data from an existing system, this full functionality may not be offered by hardware-only vendors. Connecting the reader to an access control system requires a custom-built application or software platform, such as XPressEntry, that supports the hardware and handles PACS integration.
Finally, these devices may have limited durability, making them ideal for use in corporate offices, guard shacks, or non-rugged outdoor environments.
Wireless Handheld Readers with No Screen
These simple wireless handheld devices read a credential and indicate pass or fail with a red or green light. They generally have only a power button and no screen, and no information is contained on the reader. Some models may have one or more function buttons to change modes or enter a pin for two-factor authentication. Similar to a wall-mounted reader, but in the palm of your hand.
Most models require a physical hardware component to be installed directly on the access panel to function and integrate with the access control system.
Since there is no screen, the user cannot view a badgeholder’s name, photo, badge scan history, or other details directly on the device, making these devices less suitable for environments that require visual or manual ID verification. However, they are commonly used for emergency mustering, badge challenging, and more.
Caption: conceptual image of a wireless handheld reading device with no screen, LED pass/fail indicators only.
Rugged PDA or Tablet Readers
At the advanced end of the spectrum are purpose-built PDAs/tablets. Rugged handheld devices may be built and IP-rated for industrial security environments. For high-risk industries, intrinsically safe (IS) certified options are available, designed to operate safely in environments with flammable gases or dust.
These devices cost more than other options but offer the most customization and the widest range of functionality. Software integrations with an access control system may support back-and-forth data flow between systems, ensuring that cardholder data, permissions, and activities are logged and current. Be sure to check with the vendor, as not all PACS are built alike.
The software platform on a handheld PDA reader may also support a wide range of use cases from a single interface. Having one device that handles most security needs boosts operational control. Siloed systems can increase inefficiencies, with multiple vendor relationships and support contracts. A workforce of 500 people should not need three separate apps and two different handheld devices to manage access, attendance, and emergency roll calls.
This category is the most versatile and appropriate for enterprise deployments where hardware reliability, user experience, and multi-use functionality are priorities. If a guard is using devices inappropriately, device management (MDM) tools exist to lock functionalities and keep devices from being misused.
Final Considerations
If an organization has minimal requirements for choosing a reader, the most important thing is to ensure the reader is compatible with the correct badge type(s), as some readers may only be able to read one.
A few additional factors can determine whether a mobile access control deployment will succeed. Keep these points in mind to better understand whether this solution will work in the long term.
Industry Experience
Mobile access control in an oil refinery looks very different from a corporate campus or a port of entry. A company with deep experience in a specific industry will be more likely to be familiar with certain requirements or edge cases.
Software Customization
An off-the-shelf product cannot anticipate and work for every real-world situation. Whether it be reading a specific badge format or a custom integration for SMS notifications, a vendor’s ability and willingness to tailor their solution to customer needs might be a deciding factor.
Warranty and Support Quality
Understand the product’s support model. Is there a dedicated support team? What are response time commitments? Are hardware replacements or upgrades available when needed?
Telaeris’ XPressEntry system has served customers reliably for over 20 years and has adapted over the years in response to real experiences in the field. With rugged PDA’s, tablets, kiosks, and a smartphone BLE reader coming soon, we have the hardware and software for just about any use case supporting mobile access control, evacuation accountability, badge validation, and now guard tour. To learn how XPressEntry supports mobile security across these use cases, contact our team at 858-627-9700 or [email protected].