Web-based Visitor Management System

Overview

Software, Web & Mobile Development

Tuscumbia, Alabama, United StatesPosted 3 months agoDeadline: March 2nd, 2026

Fit Score

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SUMMARY

Seeking a vendor to provide a web-based visitor management system with deployment, training, equipment, and configuration included for Alabama.

KEY REQUIREMENTS

Provide pricing for software, hardware, sex offender checks, maintenance, upgrades, customer support, project management, training and implementation
Provide onsite and in-person training and installation assistance for each school
Provide live customer support during regular school hours at no extra cost
Have a local rep assigned as an Account/Support Manager that can be on-site within 48 hours of a critical issue being reported
Be a web-based application
Be capable of running on a standard configured desktop personal computer with broadband access to the Internet
Be capable of being used by multiple internet browsers
Be able to sign in and sign out visitors to a campus or District facility by scanning a valid identification
Not allow for self-sign in on the first visit, unless it's a pre-approved parent or faculty member
Save prior visitor information for quick retrieval
Provide real-time information about who is currently on site, the area of the facility where they should be located, and the time that they entered
Have a dashboard showing current and past school visitors available from any and multiple computers or mobile device
Be able to set custom alerts on individuals
Have the ability to instantly and automatically check the visitor's information against the registered sex offender databases of all 50 United States at no additional cost
Integrate with the Alabama version of PowerSchool (SIS)
Update the information in the offender databases at a minimum of once per week
Have False Positive Logic to eliminate false positive sex offender matches so that non-sex offender visitors do not get flagged on future visits to that school
Generate a printed badge on an adhesive backed paper media that will include the visitor's name, picture or digital photo, destination or person they will be visiting, barcode, and date and time when the badge was issued
Provide the ability to print badges ahead of time for groups of visitors
Have visual guardian matching for student early dismissals
Provide standard reports
Allow for custom reports to be created
System must allow schools to create events with configurable dates, times, locations, and visitor types
Must be able to invite entire school, whole grades/homerooms, individual students
Support parent pre-registration via secure link or email invite
Support guest invitations
Pre-registered visitors must receive a unique ticket for faster check-in
Allow multiple points of check-in operating simultaneously with real-time verification
Support dedicated event mode optimized for high-volume throughput
Have mobile capabilities to support multiple school entry points
Support hand-held devices or kiosks for staff to validate guests
Allow staff to manually check in attendees if needed
Show staff a real-time dashboard of everyone checked into the event
Events invitations are sent to custodial guardians to RSVP to the event
Parents can extend an invitation to family/friends
All guests are validated through a sex offender check prior to entering
Guests provide identification for quick check-in
Support pre-printing badges for large groups
System must provide a live roster of: Checked-in visitors, Not-yet-arrived attendees, Total count by grade, group, or invited list
Update automatically across all devices
Staff must be able to search by: Name, Grade, Teacher, Status
Pull accurate adult-to-student matching from SIS
Allow event syncing to relevant student/parent profiles
Pull real-time class rosters from PowerSchool, including grade, homeroom, and assigned teacher
Allow importing of cohorts when reunification is off-site
Allow staff to mark students with current status of students presence
Be mobile-first so staff can use phones/tablets outdoors
Allow dozens of staff to mark students simultaneously with real-time sync
Allow staff to add comments
Show a dynamic dashboard that updates instantly with counts by several key filters
Allow admins and SROs to view the dashboard remotely
Enable scanning of parent/guardian ID or QR code from pre-registration
Instantly confirm child is allowed to be released to adult
Provide quick visual guardian verification
Show all approved adults for each student
Support student Driver Attestation: Guardian-validated “self-release" option for student drivers
Send real-time notification to the assembly/holding area that a student's guardian has arrived
Display the student's status to scanner so staff know whether they are
Allow staff to record Who released the student, Timestamp
Generate a full post-event report for audits, safety reviews, and insurance documentation
Allow schools to send: Reunification location messages, Status updates, Parent directions, Post-event notifications
Support SMS, email, and district notification systems
Allow district-level view of all schools during reunification
Reduce the current method of keying in tardies to Powerschool by several hours a week
Allow lookup by name, student ID, grade, or QR code
Allow for different levels of K-12
Print a hallpass upon successful check-in for the student to take to class
Write the tardy event directly into PowerSchool in real time
Support Meeting and Daily Attendance
Minimal Typing & Fast UI
Check-in process must be kiosk-friendly for staff or self-service
Reason dropdowns must be customized by the school
Track: Students tardy by day, reason code, date/time checked-in, person that checked-in student
Reports must be exportable to CSV/PDF

Issuing Agency

Colbert County Schools

Organization overview and procurement intelligence available on paid plans.

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DESCRIPTION

Alabama is seeking a vendor to deliver a web-based visitor management system designed to efficiently handle both daily visitor access and high-volume event access through a unified platform.

The scope of services includes system deployment, comprehensive training for staff, provision of badge printing equipment, and visitor kiosks, along with full configuration of the solution. The system must operate on standard desktop personal computers with broadband internet access, and it should be compatible with multiple web browsers such as Microsoft Edge, Chrome, and Safari.

This initiative aims to streamline visitor management processes and provide a reliable, scalable solution for various access needs across the state.

Source attribution

This Settle analysis is based on the issuing organization’s public RFP listing.