Access Control Planning Sheet

How to use this sheet: Start with the door schedule: list every door you want controlled, who needs to get through it and when. Then work through the sections below and tick what applies. You don't need every answer. Gaps are worth knowing about too. Bring the finished sheet to your first meeting with any installer and you'll get faster, more accurate quotes. Want a hand? Talk to us and we'll walk the site with you.

01 Door Schedule

#	Door / location	Who needs access	When (hours)	Credential	Escape route?	Links to
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Example: Main entrance · All staff, visitors via reception · 7am to 6pm weekdays · Card or phone · Yes · CCTV, intercom. More than ten doors? Print a second copy or add them to the notes.

02 People & User Groups

You know roughly how many people need access, now and in two to three years

User groups are defined For example staff, managers, cleaners, contractors and visitors

One person is responsible for adding and removing users Without an owner, the user list goes out of date fast

Leavers are removed on their last day Ideally tied into your HR or payroll process

Contractor and temporary access can be time-limited Access that switches itself off when the job ends

Section Notes

03 Schedules & Hours

Normal business hours are set for each door or area

After-hours and weekend access is agreed Who can get in outside business hours, and through which doors

Public holidays and shutdown periods are planned for

There is a way to lock everything down quickly in an emergency A single lockdown action, not someone running door to door

Section Notes

04 Credentials

Credential type chosen for each area Card, fob, phone, PIN or biometric. A mix is common

Cards need to double as photo ID badges

Mobile (phone) credentials considered Agree a policy on personal phones before rolling out

High-security rooms have a second factor For example card plus PIN, or biometric, on server rooms and cash areas

There is a process for lost or stolen credentials Cancelled the same day, not at the next audit

Section Notes

05 Fire, Power & Compliance

Every locked door on an escape route is identified

Escape-route doors release automatically when the fire alarm activates Talk to your fire engineer early. This affects the design

Fail safe or fail secure has been decided for each door Fail safe unlocks in a power cut. Fail secure stays locked

Battery backup is planned for the controllers and locks

Privacy obligations are covered if you plan to use biometrics Collecting fingerprints or face data comes with extra privacy rules

Section Notes

06 Integration

Access events link to CCTV footage So a door event shows the matching footage in seconds

Door held open and forced door alarms are set up And someone is responsible for responding to them

Alarm system arming and disarming is linked to access

Intercom or video entry for visitors and deliveries

Lifts, gates or car park barriers need to be controlled

Section Notes

07 Sites & Growth

Number of sites now and in the next three years is known

All sites should be managed from one system One user list, one dashboard, remove a leaver once

Extra doors planned for future fit-outs or expansions

Existing readers, locks or cabling have been checked for reuse

Your installer is PSPLA licensed Ask for the licence number and check it at forms.justice.govt.nz/search/PSPLA

Section Notes

Project Summary

Total doors to control

Top priority

Timeframe (circle one)

Planning stage 1 to 3 months 3 to 6 months 6+ months

Anything else an installer should know

Sheet done?

Send it through or bring it along. We'll walk the site with you and come back with a proper proposal. No obligation.

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Access ControlPlanning Sheet

Access Control
Planning Sheet