How to seamlessly transition from an on-site VMS to a cloud-based VMS

For many multi-site organizations, managing security video across locations is anything but seamless. If you’re using traditional DVRs or NVRs at each site, you’re probably familiar with the headaches – things like limited remote access, complex maintenance and hardware failures. The good news is that it doesn’t have to be this way.

Cloud based Video Management Systems (VMS) are transforming how companies secure and monitor multiple sites. And here’s the best part, in lots of cases you don’t need to rip and replace your existing cameras to make the switch.

In this guide, we’ll walk you through how to move from an on-site security system to a cloud-based VMS step by step, using your existing infrastructure. You’ll learn the benefits of transitioning, how simple it really is, and how other companies have already made the move with Videoloft.

Why make the move to a cloud VMS?

• Access all sites from anywhere

One of the most immediate benefits is centralized access. Instead of logging into separate NVRs or DVRs at each site, a cloud VMS lets you see everything from a single dashboard, no matter where you are.

With Videoloft, for instance, multi-location retailers can view footage from their stores, warehouses and offices from one single login. Whether you’re a regional manager, or part of the security team, this convenience is game changing.

• Simplified user permissions

Managing user access across multiple locations can be a nightmare. A cloud VMS simplifies permissions, making it easy to grant and revoke access, set view only or super admin rights – all from a central dashboard.

• Eliminate onsite complexity

On-prem systems require regular maintenance, updates and physical access for footage retrieval. With a cloud based VMS that complexity disappears. You can eliminate many of the pain points associated with site-based systems. Plus, with Videoloft, system updates are automatic and happen in the background, there’s nothing you need to install or manage manually. Your system stays up to date, secure, and continuously improved.

• Cheaper total cost of ownership

Over a 5-year period, Videoloft can reduce your video surveillance Total Cost of Ownership by more than 45% compared to traditional NVR-based setups. That includes savings on hardware procurement, installation, maintenance, and access.

You improve reliability, security, and remote access while cutting costs.

Step by step: Transitioning from on-site to cloud with Videoloft

Making the move is simpler than you think. You can use your existing cameras and internet connection so there’s no need for costly overhauls. Here’s how the transition works with Videoloft:

Step 1: Assess your current set up

Take an inventory of your existing cameras, hardware, servers, and network setup. What brand of cameras are deployed at each site? Are they IP based or analog? What kind of upload speed does each site have?

Videoloft is designed to work with a range of camera brands and setups, including IP, coaxial and hybrid systems. Even if your cameras aren’t cloud-ready out of the box, Videoloft’s Cloud Adapter can bring legacy hardware into a modern cloud environment, without having to rip and replace.

Step 2: Plan your rollout

Whilst not essential, many businesses choose to start with a pilot location or a smaller number of cameras to test Videoloft in a live environment. This helps you validate the setup and performance before scaling across all sites.

Try before you rollout with a free Proof of Concept

We understand that making the switch to a cloud VMS can feel like a big step. That’s why we offer a free proof of concept to help you try the system before committing to a full rollout.

You can start with just a few cameras, perhaps from a high-priority location like your headquarters, flagship store, or a remote job site. This low-risk trial allows you to:

• See live and recorded footage in the Videoloft platform
• Test remote access and mobile viewing features
• Experience centralized user management and alerts
• Use your existing cameras and network connection
• Evaluate performance, usability, and reliability

The setup is quick and doesn’t require specialist support, our team is available to guide you through it if needed. Once you’re satisfied with how the system works, scaling to additional sites is as easy as connecting more Cloud Adapters!

Most businesses that trial Videoloft with just a few cameras quickly see the value, and roll it out across multiple locations within weeks, in fact, 63% of cameras added to Videoloft in 2024 were from existing customers expanding their setup.

Step 3: Connect to cloud

Once you’re ready to begin the rollout, or your proof of concept, all you need to do is connect your existing cameras to the cloud. We make this simple with two options:

1. Physical Cloud Adapter (hardware)

What you’ll need:

• Videoloft Cloud Adapter & power supply
• Ethernet cable
• Spare port on the router or switch that your security system is connected to

How to connect:

1. 1. 1. 1. Connect the Cloud Adapter to the same network as your security system
         2. Follow the on-screen installation steps on the Videoloft VMS to select which cameras you want to record to Videoloft

Setup typically takes less than 5 minutes and doesn’t require advanced technical knowledge. Once connected, your video is encrypted and securely transmitted to the Videoloft cloud. Full setup guides can be found here.

2. Virtual Cloud Adapter (software)

If you prefer a software based deployment, the Virtual Cloud Adapter is available for Linux machines. It’s free to download and provides the exact same functionality as the physical Adapter, without the need for extra hardware. It’s ideal for organizations looking to minimize hardware at each site.

Step 4: Your Videoloft, your way. Configure your cloud VMS.

Once your cameras are connected it’s time to configure Videoloft to work the way you want it to work. Designed with usability in mind, it gives you powerful control over your surveillance operation.

Here’s what you can do:

Centralize multi site viewing

Whether you have 3 locations or 3,000, you can easily group, tag and name your cameras in a way that mirrors your business structure e.g. ‘Head office lobby’, or ‘Warehouse 7 perimeter’.

Set up roles and permissions

Give the right people the right access, no more sharing logins or dealing with recorder based user management. You can add unlimited users, and assign user roles like Super Admin or View Only.

Customize motion detection

Want to know when someone enters the warehouse after hours? Or when a vehicle appears at a high risk site? You can with Videoloft’s Smart Motion analytics add-on.

Real world success stories

Firestone Tires: 95 cameras across 5 sites

Firestone Tires struggled with fragmented surveillance across 5 stores using different camera brands. They began with a single site trial of Videoloft and quickly expanded company wide.

Result: Centralized access to 95 cameras, streamlined monitoring and improved operational efficiency without needing to replace any hardware.

Pineywoods Community Academy: 116 cameras across multiple buildings

This Texas charter school wanted to unify surveillance across multiple buildings and prep for expansion. They replaced their complex DVR setup with Videoloft’s cloud VMS.

Result: One central dashboard for all footage, improved offsite access, extended storage from 7 to 30 days and better safeguarding with no need for camera replacements.

Western Beef: 850 cameras across 21 stores

This supermarket chain needed long term centralized cloud recording for liability protection. Videoloft rolled out across all stores after a successful proof of concept.

Result: Continuous 24/7 cloud recording across all sites with a year of storage, plus easy centralized access to all feeds from one login.

Cloud is the future of video surveillance

Switching from an on site VMS to a cloud VMS is no longer a massive, disruptive project. With platforms like Videoloft, it’s simple, fast and low-risk. You keep your existing cameras and gain instant access to every site.

And over the long term you’ll save significantly. Videoloft customers typically see a 45% reduction in Total Cost of Ownership over five years, with the added benefit of improved security and scalability.

Ready to explore the switch? Let’s talk about your current setup, set up a free trial and show you how simple cloud video management can be.