Access cards and key fobs are essential components of any modern Access Control System. They provide a secure and convenient way for employees, residents, or authorized personnel to enter a building or restricted area. But like any physical device, access cards and fobs can wear out, get lost, or become damaged over time. When that happens, it’s important to replace them quickly to maintain the integrity and smooth operation of your access system.
At XTEN-AV, we help organizations design and manage advanced AV and security solutions that include everything from setup to maintenance. Replacing access cards or fobs may seem like a minor task, but doing it properly ensures uninterrupted access and keeps your building secure. In this blog, we walk you through why replacements are important, how to do them the right way, and what best practices to follow.
Why Access Cards and Fobs Fail
There are several reasons why a card or fob may stop working. Understanding the cause can help you prevent future failures.
1. Physical Wear and Tear
Access cards are often carried in wallets or clipped to clothing, while fobs hang from keychains. Over time, scratches, bending, and exposure to moisture can damage the embedded chip or antenna.
2. Demagnetization
Magnetic stripe cards can become unreadable if they come into contact with magnets or certain electronic devices. Though modern systems use RFID or smart chips, older cards are still vulnerable.
3. Internal Chip Failure
Even if the card or fob appears intact, the internal circuitry may be damaged due to manufacturing defects or repeated stress.
4. System Incompatibility
If the Access Control System has been upgraded or reprogrammed, old credentials may no longer be valid, even if they are physically functional.
5. Loss or Theft
Sometimes, the issue is not with a broken card but a missing one. Lost or stolen access devices should be deactivated immediately to prevent unauthorized entry.
Signs a Card or Fob Needs Replacement
If you or your team notice any of the following, it may be time to replace a card or fob:
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The reader does not recognize the credential after multiple attempts
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The card or fob must be held very close to the reader or swiped several times
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The outer surface is cracked, bent, or discolored
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Access permissions are no longer working correctly
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The card or fob has been reported lost or stolen
Step-by-Step Guide to Replacing Access Cards and Fobs
Replacing a damaged or lost credential is a straightforward process, but it should be done carefully to maintain system security and accurate access logs.
Step 1: Deactivate the Old Credential
Start by removing the old card or fob from the system. This prevents unauthorized access in case the device is found or misused later.
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Log in to your Access Control System dashboard
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Locate the user profile associated with the card or fob
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Deactivate or delete the existing credential
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Document the reason for deactivation if your system supports it
XTEN-AV recommends this as a first step in every replacement to avoid any access loopholes.
Step 2: Issue a New Credential
Depending on your Access Control System, you can use cards, key fobs, mobile credentials, or a mix of all three. Here is how to assign a new one:
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Register a new card or fob using the system software
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Assign the correct access permissions based on the user’s role
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Test the credential before handing it over to the user
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Ensure the new device has a unique ID to avoid duplication
If your system supports mobile credentials, you can also send a digital key directly to the user’s smartphone, offering an extra layer of flexibility and convenience.
Step 3: Test the Credential on All Relevant Doors
Before closing the process, make sure the new card or fob works correctly on all doors the user needs to access.
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Swipe or tap the credential on every door reader
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Ensure the access level and schedule are correct
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Confirm that entry events are being logged in the system
This helps avoid future complaints and ensures your access policies are correctly enforced.
Step 4: Educate the User
Remind the cardholder or employee to take care of the new credential. Share a few simple care tips:
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Keep cards away from magnets and electronics
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Do not bend or punch holes in the card unless designed for it
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Avoid exposing cards or fobs to moisture or high heat
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Report damage or loss immediately
User education plays a big role in reducing future replacements and keeping your Access Control System running smoothly.
Tips to Minimize Access Credential Damage
You can reduce the frequency of card or fob replacements by using high-quality materials and following a few preventive steps:
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Use badge holders or protective sleeves to prevent wear and tear
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Choose durable, waterproof fobs for harsh environments
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Consider switching to mobile credentials to eliminate physical damage risk
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Schedule periodic reviews of all active credentials and usage history
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Implement policies for reporting and replacing lost or damaged devices
What to Do if Many Cards Are Failing
If multiple access cards or fobs stop working around the same time, the issue may not be with the credentials themselves. Here are a few possibilities:
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A malfunctioning reader
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Electrical interference or faulty cabling
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Outdated firmware or access system software
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Inconsistent power supply to the system
XTEN-AV offers system health checks to identify such issues and restore full functionality across your access network.
When to Upgrade the Access System
If you are constantly replacing cards or fobs, it may be time to upgrade your Access Control System. Modern systems support mobile access, biometric options, and cloud-based management for better reliability and user experience.
Benefits of upgrading include:
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Reduced reliance on physical cards
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Improved security and tracking
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Faster credential issuance and removal
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Integration with other office or building systems
XTEN-AV can help you evaluate your current setup and recommend a scalable, cost-effective upgrade.
Final Thoughts
Replacing damaged access cards or fobs is a simple but essential task in managing a secure Access Control System. By responding quickly and following best practices, you can ensure continued safety and prevent disruptions to your daily operations.
At XTEN-AV, we help businesses of all sizes manage their access systems efficiently—from card replacements to full system upgrades. With the right tools and proactive maintenance, your access control setup can remain strong, smart, and secure for years to come.
