video management system


Key takeaways

  • A video management system (VMS) enables you to review your property’s surveillance camera feeds and footage from one place.
  • VMS offers benefits like centralized management, scalability, advanced analytics, remote access, and integration with other security systems.
  • Choose a VMS by evaluating your needs, comparing options, and ensuring user-friendliness.
  • Pairing ButterflyMX’s access control system with your VMS can further improve security.


It’s vital to have comprehensive insights into how your property operates, which is why security cameras and video management systems are essential tools. These modern security solutions centralize video security for easier management and greater effectiveness.

In this guide, we’ll explain what a VMS is, how it works, and the benefits it offers. In addition, you’ll discover the top video management solutions available and what access control system you should pair them with.

This post covers:


ButterflyMX Access Control CTA


What is a video management system?

A video management system (VMS) is a centralized platform for managing and controlling video surveillance operations.

It integrates video feeds from multiple cameras, providing a unified interface for storing, retrieving, and analyzing footage. This system is essential for you when looking to enhance security across your property.

A VMS allows you to monitor live video feeds, review recorded footage, and set up automated alerts for specific events or anomalies. It plays a critical role in ensuring the safety and security of apartments, commercial buildings, gated communities, and industrial facilities by providing a comprehensive overview of the premises.


How does a VMS work?

A VMS works by integrating with your existing camera network to provide a centralized platform for managing video feeds.

More specifically, a VMS operates in the following ways:

  • Video capture. Cameras installed throughout your property capture video footage. Depending on the VMS’s compatibility, these cameras can be analog, IP-based, or a combination of both.
  • Data transmission. The captured video data is transmitted to the VMS server. In the case of IP cameras, this data is sent over the network, while analog cameras require video encoders to convert the footage into a digital format such as DVR.
  • Storage. The VMS stores the video footage on a server or in the cloud. Storage capacity can vary, allowing for short-term or long-term retention of video data. Advanced VMS solutions may use intelligent storage management to optimize space and reduce costs.
  • Processing. The VMS processes your video data, enabling features like real-time monitoring, video analytics, and incident detection. Moreover, AI-driven analytics can identify specific events, such as motion, facial recognition, and unusual behavior patterns.
  • User interface. You can access the VMS through a software interface, typically available on desktop applications, web browsers, or mobile apps. In turn, this interface allows you and your staff to view live feeds, playback recorded footage, and configure system settings.
  • Alerts and notifications. The VMS can be configured to send you alerts and notifications in real-time. For example, if the system detects motion in a restricted area, it can alert security personnel immediately.
  • Integration with other systems. A VMS can integrate with your other security systems, such as access control and alarms, providing your property with a comprehensive security solution. As a result, you’re more coordinated in your responses to security incidents.


Benefits of a VMS

Video management system software is used across a wide range of industries because of the many advantages it provides.

Here is how a VMS can benefit your business:

  • Enhanced security. AI-driven analytics and real-time alerts improve your property’s overall security. By identifying potential threats early, a VMS helps prevent incidents before they escalate.
  • Operational efficiency. Centralized management and intelligent search tools reduce the time and effort required to monitor and review footage. This efficiency allows you to focus on critical tasks rather than sifting through hours of video.
  • Cost savings. Leveraging existing infrastructure and integrating with other systems lowers the total cost of ownership. A well-implemented VMS can reduce your need for additional security staff and minimize the costs associated with security breaches.
  • Improved response times. With real-time monitoring and automated alerts, a VMS ensures that your teams can respond quickly to incidents. After all, rapid response capabilities are crucial for minimizing damage and ensuring the safety of your residents and employees.
  • Comprehensive coverage. A VMS provides a complete view of your property, allowing for thorough surveillance of all critical areas. Therefore, this comprehensive coverage is essential for identifying vulnerabilities and ensuring all parts of the property are secure.


4 best video management software solutions

When it comes to selecting a VMS, several options stand out due to their features, ease of use, and overall effectiveness. We’ve jump started your search for the best solution by listing out the top options below.

Here’s a look at the top four video management software solutions:

  1. Milestone XProtect
  2. Avigilon
  3. ExacqVision
  4. Hanwha Wisenet WAVE


1. Milestone XProtect

XProtect is a video management software by Milestone that allows you to manage all your security systems in one place. It enables you to watch live and recorded footage from any location, scale your security with central management of servers and cameras, and integrate various third-party applications like access control and license plate recognition to customize your security system.


  • Supports more than 13,000 cameras and devices.
  • Integrate with a wide range of third-party systems and devices, fostering interoperability and customization.
  • AI-powered analytics to gain actionable insights, enhancing security and operational efficiency.
  • Manage video surveillance from a single camera to thousands, ensuring flexibility and growth.


2. Avigilon

Avigilon provides a video management system (VMS) that boosts security with AI-powered video analytics. Moreover, their VMS solutions are secure, scalable, and user-friendly, featuring advanced capabilities such as facial recognition, license plate detection, and occupancy counting. Consequently, these features help streamline operations and improve incident response times.


  • Allows efficient searching by event, similarity, and appearance detection to expedite investigations.
  • Designed to be intuitive and easy to use, enabling efficient security management and quick adoption.
  • Uses an AI-enabled interface with color-coded alerts to indicate the importance of events, improving live video monitoring.
  • Ensures high security with two-factor authentication, encrypted communications, and compliance with global security standards​.


Learn why The Flying Locksmiths use ButterflyMX:


3. ExacqVision

ExacqVision is a comprehensive video management system (VMS) designed to meet diverse security needs. It combines integrated access control and video storage solutions with a variety of products, such as enterprise-level VMS software, network video recorders, IP cameras, and cloud services.


  • Customizable video wall with two-way audio functionality and interactive mapping.
  • Supports more than 1,000 IP camera models from over 60 manufacturers.
  • Integrates with third-party systems for access control, analytics, retail, and intrusion systems.


4. Hanwha Wisenet WAVE

Wisenet WAVE is an IP video management platform designed for flexibility and ease of use, allowing users to create customized networked video solutions for any project. The WAVE features intuitive implementation, reliable recording with multi-server redundancy, and remote access through WAVE Sync. Furthermore, it supports multiple platforms and includes an SDK/API package for integration and development, making it accessible to anyone on any device.


  • Reliable recording with minimum downtime to capture every important incident.
  • Easy installation and setup – the software bundle is only 130MB and installs quickly.
  • Complete scalability and customization to create tailored video solutions for any project.
  • Supports onboard analytics features of Wisenet X cameras like virtual line, sound classification, loitering detection, etc.


How to choose the best video management software

With so many video management systems on the market, deciding which is best for your property is hard. So, we’ve outlined a handful of tips to help you make a decision.

Use these tips to help you choose the best VMS for your property:

  • Evaluate your needs. Determine the number of cameras you need to manage, the level of analytics required, and whether you need remote access capabilities. If you’re unsure, speak to a certified security professional who will walk through your property to determine the right number of cameras.
  • Compare features. Look for VMS platforms that offer the features most relevant to your property. For instance, consider real-time alerts, advanced analytics, and integration capabilities. These features offer more capabilities and effectiveness for your property.
  • Consider scalability. Choose a VMS that can scale with your property. Scalability ensures that the system can adapt to changing security requirements without needing significant upgrades, reducing expansion costs and time needed.
  • Check compatibility. Ensure the VMS is compatible with your existing dome or bullet cameras and other security systems. Compatibility is crucial for seamless integration and efficient management.
  • Assess user-friendliness. A user-friendly interface is essential for efficient operation. Otherwise, you or your staff could face security risks from a complex interface.
  • Review vendor support. Select a VMS from a reputable vendor that offers strong customer support. You want good vendor support to address any issues and ensure the system operates smoothly.


Pairing a VMS with access control

The best security solution to pair with your video management system is the ButterflyMX access control. Our user-friendly access control solution enables you to easily manage user access from the ButterflyMX mobile app or desktop OS.

By combining ButterflyMX’s access control solutions with a robust VMS, property managers can achieve a comprehensive security strategy that addresses both surveillance and access control. Not to mention, ButterflyMX simplifies how you manage access across your entire property by offering a property-wide solution, from front doors and gates to elevators and garages.

Overall, the ButterflyMX ecosystem includes:

  • Video intercoms
  • Access control
  • Smart locks
  • Elevator controls
  • Vehicle access control
  • Package rooms
  • Self-guided tours
  • Front desk stations


video management software system cta

Profile image for Bryson Hile


Bryson Hile

I love learning about new technologies, especially within the real estate market. I currently reside in Fishers, Indiana.

Follow Bryson on LinkedIn