Cloud-Based Access Control System: Concerns And Solutions

When organizations consider moving or updating to cloud-based access control systems, we have observed that a few common concerns come up often.

First,reliability issues weigh heavy—no one wants a system that involves the chances of failure, especially, when security is at stake. Clients want a system that works every single time, without surprises—understandably so.

Another concern is flexibility. Solutions ought to fit into companies’ existing processes, rather than being forced to change how they operate—like a tailor-made suit instead of one-size-fits-all. Obviously. Why should a company change its policies, for example, to fit into a new system?

Costs reign supreme too—not just the upfront price, but the ongoing expenses for running, maintaining, and securing the system. It’s only fair that they want to know the full price picture—what will it cost to run, maintain, and upgrade over time? What about hidden risks that could turn into expensive problems later? Predictability in costs matters as much as predictability in performance.

Finally, trust plays a central role. Clients need confidence in two things: that the system is secure from data breaches, and that the vendor will be around for the long haul to support them. It’s like choosing a safe car—you care about both the safety features and whether the manufacturer will still be around when you need service or spare parts.

In this blog, we discuss some of the most common problems and concerns that we have come across in our interactions with business clients. And also elaborate on how we solve these issues and whether the concerns are serious or have to do more with limited understanding and perceptions about technology and access control in general.

First, we discuss the actual problems and challenges with respect to cloud-based access control systems and also present what “we think” are the solutions. In the next section, we discuss some of the major concerns and explain why they’re not actually problems but are a cause for much stress nonetheless due to a lack of understanding of the issue.

One of the biggest problems with cloud-based access control systems is that they rely completely on the internet. If the internet goes down or the network becomes unstable, doors may not open, lifts may not move, or gates may not respond. In an office or home setting, this isn’t just inconvenient — it can even become a safety hazard during emergencies.

Who would want a slow or unusable system, like doors not verifying credentials? For clients, this feels risky—“What if the system fails when we need it most?”

Cloud-based access control systems often assume continuous power and constant connectivity.

But in many places, power outages or network failures are common. If there’s no local/offline backup, the system might become a liability in those cases.

This is where edge technology comes in. Edge simply means shifting some of the “brains” of the system closer to where it’s actually used, like at the door reader, gate controller, or lift panel.

Instead of depending on the cloud every time, the system can make decisions locally. For example, even if the internet is down, the edge device can still recognize an access card or QR code and let the person through. Once the internet comes back, it syncs all the data with the cloud.

Edge technology means doing the important processing right where the system is, instead of always sending data to a faraway cloud. Think of it like having a mini-computer at your building’s gate—it makes quick decisions locally (like opening a door) even if the internet is slow or down. This makes the system faster and more reliable.

Edge technology means doing the important processing right where the system is, instead of always sending data to a faraway cloud. Think of it like having a mini-computer at your building’s gate—it makes quick decisions locally (like opening a door) even if the internet is slow or down. This makes the system faster and more reliable.

Edge-based access systems keep the essentials running smoothly and reliably, while still using the cloud for central management and reporting.

In large installations with many users, doors, sensors, and cameras, sending data to the cloud and back can introduce delays.

Every time you tap a card or scan a QR code, the request has to travel all the way to a distant server and back. This can create delays—sometimes just a second or two, but in high-security areas or busy premises, even small delays matter. It could mean people lining up at doors, or worse, doors not responding quickly enough in emergencies. For example, when many access events happen at once, the system’s response might lag, causing frustration (doors held open, delays at gates).

in high-security areas or busy premises, even small delays matter. It could mean people lining up at doors, or worse, doors not responding quickly enough in emergencies.

As we discussed, edge technology solves this by keeping the "thinking power" much closer to where the action happens—right at the building or even inside the controller itself.

So, with edge in access control, doors can verify credentials locally, without always waiting for the cloud. This means:

• Faster response when someone tries to enter.
• Smooth performance even during peak hours.
• Better reliability if the internet is slow.

The cloud is still there for management, reports, and updates, but the everyday checks happen on the spot—fast and reliable.

A big challenge with cloud-based access control systems is that they often don’t play well with older, existing hardware. Many buildings—especially residential complexes or business parks—already have devices like old card readers, controllers, or turnstiles installed. Replacing all of these at once can be extremely costly and disruptive.

It’s as if you bought a new smartphone, but it only works with brand-new chargers and headphones. All the older accessories you already own become useless unless you throw them away and buy new ones. That’s what happens when new access control systems can’t “talk” to the older equipment in a building.

Integrating these with modern web-based systems can be complex and sometimes isn’t possible without incurring substantial cost. This slows adoption, especially where upgrading the whole hardware is expensive.

This is where hybrid and integrated technology comes in. A hybrid system acts like a translator—it can communicate with both the latest cloud systems and the older legacy hardware. So instead of throwing everything out, you can upgrade step by step.

A hybrid system acts like a translator—it can communicate with both the latest cloud systems and the older legacy hardware.

For example:

• If your building already has card readers, a hybrid system can still use them while adding new mobile or biometric access.
• If your controllers are older, the system can connect them to the cloud through an “edge” device.

This means buildings can modernize without waste, save on costs, and still enjoy the benefits of cloud-based access control—like remote management and better reporting—without being forced to replace everything at once.

When clients explore cloud-based access control, they often raise concerns that sound serious—about security, cost, or complexity. In reality, most of these are not big roadblocks. With the right technology and approach, they can be addressed easily and effectively.

We discuss some of them here.

Cloud/web-based systems store sensitive data (user credentials, logs, video) off-site. Clients worry about data breaches, who has access, where data is stored, whether it’s encrypted, whether it’s compliant with local laws. Misconfigurations of web interfaces can open vulnerabilities.

Many people worry that putting data “in the cloud” makes it less secure. In reality, cloud platforms are usually more secure than on-premise setups. They follow strict international standards, have constant security monitoring, and provide encryption so data cannot be read by unauthorized people. For example, it’s like keeping your valuables in a modern bank vault with 24/7 security instead of in a locked drawer at home.

In reality, cloud platforms are usually more secure than on-premise setups. They follow strict international standards, have constant security monitoring, and provide encryption so data cannot be read by unauthorized people.

As organizations grow, the number of user roles, permissions, special cases (visitors, contractors, temporary access) multiplies. Clients often find it hard to keep this clean: old permissions not revoked, overlapping roles, exceptions that undermine security. Without a good interface and policy tools, this becomes burdensome.

At first glance, managing who can enter which door, at what time, and under what conditions seems complicated. But cloud access control systems make this easier with user-friendly dashboards. You can set rules once (like “managers can enter the office anytime, interns only between 9–6”) and the system applies them automatically. It’s like programming your TV remote once to work with all your devices.

Some systems force clients to adapt their workflows to the system’s capabilities instead of letting the system adapt to their processes. Interfaces may be clunky, reporting tools confusing. If setting up new time zones, holiday schedules, or complex access groups is hard, clients might avoid web systems or pay a lot in consulting and setup.

Clients sometimes fear that configuring the system will be too technical.

But modern platforms are built with intuitive interfaces that work like apps you already use—simple, guided steps, templates, and drag-and-drop features. For more complex needs, vendors provide support. Think of it like setting up a new smartphone—you can just use the defaults, or customize it to your liking.

But modern platforms are built with intuitive interfaces that work like apps you already use—simple, guided steps, templates, and drag-and-drop features.

Keeping a web-based system up to date (software patches, firmware updates, security fixes) carries continual costs. Clients need support contracts. If a vendor fails to deliver updates, the system becomes insecure or out of date. Some clients have had bad experiences when the promised maintenance isn’t delivered.

People worry about subscription fees. But when you compare costs, cloud systems save money in the long run: you don’t need expensive servers, IT teams, or manual updates. All upgrades and security patches happen automatically in the background. It’s like using an online streaming service instead of buying and storing hundreds of DVDs—it’s cheaper, easier, and always up-to-date.

Different countries/states have varying laws about how long data must be stored, how biometric or personal data must be handled, where cloud servers can be located, etc. Ensuring compliance can add complexity and cost. Some clients avoid web-based systems because they’re uncertain if the vendor meets all legal requirements in their region.

Different industries and regions have rules for data handling. Modern cloud systems are built to meet these requirements (GDPR, ISO, SOC, etc.). It’s like hiring an expert accountant—you don’t need to worry about tax law changes, because they handle it for you.

A major concern regarding a web-based solution is that the business may become dependent on the vendor for software, updates, expansions. If the vendor doesn’t support open standards or integration with other systems (CCTV, alarms, building management), then switching later can become expensive or disruptive. Some clients hesitate because they fear being “locked in.”

Clients fear being “stuck” with one vendor.

But leading platforms follow open standards (like OSDP, ONVIF, and APIs), which means they can connect with other devices and systems. It’s like choosing a smartphone that works with different headphone brands—not just one.

At VersionX, we understand the doubts clients have around cloud-based access control. With our deep technological expertise, we design hybrid, edge-enabled solutions that remove worries about internet dependency, performance, or compatibility with older systems.

We build systems that are secure, scalable, and adaptable to each client’s processes—ensuring reliability, transparency, and long-term support you can trust.