Customer FAQs: Barcode/RFID- VMS
Learn tips on navigating the VMS and read answers to frequently asked questions.
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Barcode/RFID Scanning Functionality in VMS - Overall
What is the new barcode/RFID scanning functionality added to VMS?
This new functionality in VMS will enable schools that use school-issued IDs or RFID tags/cards to use VMS for both staff and students to scan. This means that staff will now have a touch-free option to check in and out for the day, and students can start the late check-in or early check-out process by scanning their school-issued ID/RFID tag or card.
Are there any photos available of the hardware to help me choose the best option for my needs?
Elatec RFID Reader:
Zebra Scanner Model - DS9308-DL* (DS9308-DL00004ZZNA):
Zebra Scanner Model – DS457: |
*Only the DS9308-DL version is compatible. If the scanner model is followed by anything other then -DL (standing for Driver License), it will not work for 2D License scanning.
Would it be possible to swap out my existing scanner (CR5400 or ID150) that only handles government IDs for these new scanners that are compatible with both school ID cards and government IDs?
There may be a buyback option that can be made. Please note, this new Staff and Student barcode/RFID scanning functionality will not include the ability to scan government IDs (i.e., driver's licenses) with either of the barcode scanners. VMS plans for government IDs to be scannable with this new hardware in 2024. If you have a CR5400 or ID150 scanner, we will need to discuss what types of IDs you need to be able to scan for visitors. You may need to keep the existing scanners.
Note: All visitors will continue to use the webcam functionality to scan their government-issued IDs if they check in via the Self-Serve workflow.
Which users will be able to scan in with a barcode or RFID tag?
All staff and students with an existing barcode card/RFID tag can scan their card or tag to check in or out if their barcode/RFID number has been linked to their account in VMS. Please note that all visitors will continue to use the webcam functionality to scan their government-issued IDs if they check in via the Self-Serve workflow. VMS plans to have government IDs (i.e., driver's licenses) scannable with this hardware in 2024.
Will a front desk person have to change how they check in a staff or student with this new barcode/RFID functionality?
No. If a front desk person checks them in, staff members and students will continue to check in with their current process.
What kind of hardware is needed to scan barcodes?
The below Zebra Barcode scanners are available for purchase in the Navigate360 online shop:
What kind of ID cards are compatible with the barcode scanners?
We currently support Code 39 format and can capture/read any alphanumeric value, up to 25 characters. However, any ID card with a 1D linear barcode (whose number has been entered into VMS for the needed staff and/or students) will be compatible with VMS.
The compatible Barcode Key Tags are available for purchase in the Navigate360 online shop: Barcode Key Tags
What kind of hardware is needed to read RFIDs?
The Elatec RFID Reader is available for purchase in the Navigate360 online shop: Elatec RFID Reader
What kind of tags are compatible with RFID readers?
The compatible RFID tags are available for purchase in the Navigate360 online shop: RFID Key Fobs
The RFID reader is also compatible with any tags or cards that are 125khz. This includes Hid Proxcard.
How to turn on Barcode/RFID Scanning Functionality in VMS- Staff & Students
How do users turn on the barcode/RFID functionality in VMS for Staff?
Admin users can set up their self-serve workflow per building on the Self-Serve Setup page.
The user can enable or disable Staff from using Self-Serve:
- Can enable or disable Barcode/RFID scanning
- QR code from mobile app is always enabled by default
- Staff ID# is always enabled by default.
How do users turn on the barcode/RFID functionality in VMS for Students?
Admin users can set up their self-serve workflow per building on the Self-Serve Setup page.
The user can enable or disable Students from using Self-Serve:
- Can enable or disable Barcode/RFID scanning
- Name or ID# is always enabled by default
How do users get the staff barcode/RFID data into VMS for Staff?
Admin users will be able to add the needed barcode/RFID data to individual staff members as well as bulk add and update the data for staff members. This information can be added when inviting new staff users or existing staff users already in VMS.
Adding Barcode/RFID data for a new Staff – Individual
To add the Barcode/RFID data for a new individual staff member, any Staff or Admin user can select the Invite Individual option located on the Staff page. Users can add the Barcode/RFID data along with all other existing data for account creation. Once details have been entered, the user can select Send Invitation.
Updating Barcode/RFID for existing Staff – Individual
To update or add Barcode/RFID data for an existing staff member, any Staff or Admin user can navigate to the Staff member’s profile and update the data in the new Barcode/RFID field.
Adding Barcode/RFID for new Staff – Bulk
To add the data in bulk, any Staff or Admin user can select the Invite from CSV option located on the Staff page. From there, they can download the provided Staff template, add the needed data, and then once the template is filled out, they can upload it back into VMS.
Updating Barcode/RFID for existing Staff – Bulk
To add the data in bulk, any Staff or Admin user can select the Barcode/RFID Setup option located on the Staff page. From there, they can download the provided Staff Barcode/RFID template, add the needed data, and then once the template is filled out, they can upload it back into VMS.
How do users get the staff barcode/RFID data into VMS for Students?
Admin users will add the needed barcode/RFID data to individual students and bulk add and update the data for students.
Adding Barcode/RFID data for Students – Individual
As all student data is passed as part of the existing SIS integration, any Staff or Admin user can navigate to the student’s profile and update the data in the new Barcode/RFID field.
Updating Barcode/RFID for Students – Bulk
To add the data in bulk, any Staff or Admin user can select the Barcode/RFID Setup option located on the Students page. From there, they can download the provided Staff/Barcode RFID template, add the needed data, and then once the template is filled out, they can upload it back into VMS.
What happens if a staff member scans an ID or RFID and gets an error?
Please see below for the possible errors a staff member may encounter when scanning their ID/RFID:
Invalid Barcode/RFID:
Error message: Your barcode/RFID couldn’t be read. Please contact the front office to resolve the issue. You can manually check-in/out from the main screen.
Recipient: Staff who use their barcode or RFID
Causes:
- The barcode or RFID could not be read - issue with the hardware or the ID itself.
- The staff barcode/RFID has not been added to their profile.
Workaround/Solution:
- Staff choose their person type of Staff from the main Self-Serve screen.
- Staff can sign in with their Staff ID or via the mobile app (scan their QR code) if set up.
What happens if a student scans an ID or RFID and gets an error?
Please see below for the possible errors a student may encounter when scanning their ID/RFID:
Invalid Barcode/RFID:
Error message: Your barcode/RFID couldn’t be read. Please contact the front office to resolve the issue. You can manually check-in/out from the main screen.
Recipient: Student who uses their barcode or RFID
Causes:
- The barcode or RFID could not be read - issue with the hardware or the ID itself.
- The student barcode/RFID has not been added to their profile.
Workaround/Solution:
- Student can choose their person type from the main screen
- Student can search by name or student ID#.