What To Look For In A Visitor Management System

Visitor management systems keep schools safe. Federal data shows that 97% of public schools have some form of controlled access during school hours. 

But not all visitor management systems are equally effective. Schools should look for systems that are flexible, easy to use, and holistic. 

Here are some things to consider when looking for a school visitor management system.

What is a Visitor Management System?

A visitor management system is software that records and tracks school visitors. 

Visitor management system software often integrates with hardware devices to offer features like badge printing, ID scanning, and self-service visitor kiosks.

The best visitor management systems are part of a larger holistic school safety solution. A visitor management system that is a point-solution (like all of the major VMS providers in the K-12 market are) is limited in its functionality and cannot play a role in a holistic school safety strategy.

How Does It Work?

A visitor management system should allow schools to welcome, screen, and manage all visitors for enhanced school safety – plus, have the ability to do more. 

Welcome, screen, and manage school visitors

• Pre-register and offer tickets to visitors with SMS and email
• Offer self-service and QR code check-ins for visitors that minimize hassle
• Instantly scan visitors’ ID cards for security

Create a safe environment for students

• Keep out potentially harmful visitors by screening against the national sex offender database
• Track and manage all visitors allowed in your school buildings and events

A visitor management system should be flexible and easy-to-use. A holistic visitor management system should be able to:

• Log all visitors into centralized database
• Manage visitor access control
• Record early dismissals with custody checks before releasing students
• Manage check-ins and ticketing at school events
• Send SMS and email alerts

A holistic visitor management system allows schools to consolidate redundant vendors and reduce costs.

• Consolidate vendors by pairing visitor management and event management
• Reduce costs by replacing multiple solutions with holistic software 

A K-12 visitor management system be flexible enough to meet a school’s specific needs.

How Can VMS Systems Be Configured?

A visitor management system for K-12 schools should be flexible. Schools manage many different types of visitors and hold many different types of events – schools should use a VMS that allows them to configure their system to meet their needs.

Schools should look for VMS software that provides flexible hardware options. 

• Incorporate hardware like badges, printers, scanners, and cameras
• Options to run on existing hardware

Effective visitor management systems offer kiosks to streamline the visitor experience. Schools should look for options that:

• Offer easy-to-use, all-in-one kiosks
• Allow self-service check-in and check-out
• Provide holistic solutions like ticketing and event notifications

VMS systems for schools should be easy to use, no matter where:

• Football stadium
• Gymnasium
• Board meetings
• Front office
• And more!

Visitor management systems should be able to manage anyone who comes to school grounds.

• Students
• Parents and guardians
• School employees
• Vendors
• General public

By choosing a flexible visitor management system, schools get the most value out of their purchase.

Choosing From Many Options

For schools that want a flexible solution that allows them to reduce costs and consolidate vendors, the Kokomo24/7® VMS+ is the best option.

Kokomo24/7®'s VMS+ allows schools to manage visitors for enhanced school safety while having the flexibility to do more. Kokomo24/7® VMS+ offers:

• A holistic solution that goes beyond visitor management
• The most flexible kiosks in K-12 visitor management

Don't just take our word for it. One K12 IT Director in Illinois told us, "I love Kokomo24/7®'s flexible solution because it's not what we have with (Kokomo24/7® COMPETITOR)."

Choosing a VMS that is flexible and holistic is the best way to manage visitors, reduce redundancies, and protect students. 

About Kokomo24/7®

Since 2018, Kokomo24/7®’s unique configuration-based platform has helped more than 120 leading national and global organizations respond quickly to complex business and operational challenges. The Kokomo24/7® platform continues to evolve to efficiently meet the unique needs of every organization in the areas of health and safety, wellness, communications, compliance, accountability, and incident management.

Request a demo to see the flexibility of the Kokomo24/7® VMS+ for yourself!