Biometric RFID Attendance System

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Minimize absenteeism & enhance punctuality of your students and staff by tracking & maintaining accurate attendance records!

For every educational institution, be it a school, college, or university, maintaining an accurate attendance record of workforce, faculty, and students is crucial.

However, with the traditional paper attendance management culture, it becomes tough to keep track of time taken for routine activities of faculty, staff, and students such as total work duration, exact time of lunch break and check in-and-out time from the institution.

It may affect the overall institutional productivity & restrict it to achieve functional excellence in the long run. In such instances, an online attendance management system can be helpful.

What is a Biometric Attendance System?

Biometric Attendance System is an advanced real-time attendance monitoring system that enables educators to accurately track the daily attendance record of students, staff, faculty, and other employees in an educational institution.

This system identifies, verifies, analyzes, and matches the fingerprint or thumbprint of the user with their original biometric information stored in the highly secured cloud database & records the clock-in & clock-out time on successful authentication.

It completely eliminates the chances of proxy attendance & can be integrated with other modules of the school ERP system such as accounting, payroll & billing to calculate the salary of faculty & staff members on the basis of their working days.

Thus, the biometric attendance management system is an economical, efficient, and state-of-the-art solution for collecting, managing, and analyzing the correct attendance data.

How Does a Biometric Attendance System Work?

From the main entry gate, classrooms, to administrative office, the biometric attendance tracking system can be placed at various locations of the campus.

Scan the Fingerprint/Thumb Impression

To ensure the biometric attendance system gives accurate attendance information, the institution’s administrator needs to scan & map the finger print or thumb impression of the students & employees.

Centralized Storage of Data

The next step is to store the scanned data at a centralized location in the biometric attendance software.

Every time a student or staff member places his finger or thumb on the device, the internal mechanism of the biometric system verifies the data by comparing it with stored information.

User Authentication

If the data matches with the previously stored data, the entry is clocked. Otherwise, the attendance device shows error indicating unauthorized access.

Thus, the biometric attendance system offers unique campus entry codes to everyone belonging to the institution & eliminates the chances of unauthorized entries in the campus ensuring complete safety.

Features of Biometric Attendance Management System

Here is the list of Biometric Attendance Management System features.

  • Highly secured cloud-based platform
  • Centralized attendance data collection
  • Can be integrated into payroll system
  • Complete payroll calculation with few clicks
  • Access & analyze attendance details at anytime & from anywhere
  • Students & faculty daily/weekly/monthly/yearly attendance reports
  • Real-time & accurate time-attendance tracking & management
  • User-friendly & simple-to-use attendance software
  • SMS/Email alerts to teachers & parents about ward’s absentee

Key Benefits of Biometric Attendance Management System

An educational institution can gain the following benefits with the implementation of a biometric time & attendance management system.

  1. With fingerprint/thumb impression input for marking attendance, it eliminates the chances of proxy attendance
  2. Significantly minimizes the cost & manpower to manage piles of attendance records
  3. Offers accurate real-time attendance information of the employees & students to maintain functional excellence
  4. Zero chances of unauthorized person access in the campus to facilitate personal security of staff & students
  5. Maximizes the work efficiency of staff & faculty by monitoring their work time
  6. Leaves of staff & faculty can be monitored & managed precisely with the online attendance software
  7. Various attendance records & reports can be generated for student attendance analysis
  8. The online attendance management system for students enables teachers & parents to stay notified about student attendance via emails & SMS alerts

What Is RFID – Radio Frequency Identification?

RFID based attendance system has an RFID reader, RFID Tag, LCD display & a microcontroller unit that allows the wireless communications to establish the identity of students, faculty, or any other staff.

RFID attendance system provides wireless identification of stakeholders when they fall in the radiofrequency range of the RFID attendance reader.

To mark the attendance automatically, the students or staff need to carry the RFID tag that contains unique information about them such as class/section/name/ID number.

The receiver/reader of the RFID attendance system automatically registers the attendance & saves the attendance data in the system.

The administrator can anytime extract the data to get a summary of student attendance history & keep a tab on them as well as faculty attendance for salary & payroll management.

RFID Components:
A typical RFID system is made up of three components: Tags (RFID ID Cards), Readers and the host computer system.

Tag (RFID ID Cards):
Tag is made up of an integrated antenna and memory. The information can be written and rewritten on Tag memory.

The unique ID written on Tag while manufacturing is known as the EPC (Electronic Product Code). This Tag is enclosed in a Rectangular Plastic Card of the size of Bank Debit / credit card.

An RFID reader is a device that is used to read RFID tag data. The reader has an antenna that emits radio waves; the tag responds by sending back data stored in it to Reader.

It reads/writes data from / to the tags through the reader. It stores and evaluates obtained data and links the transceiver to applications.


Features and benefits of RFID over barcodes
1. No line of slight is required to read a RFID card / tag. So no need of Oriented reading like bar code
2. Multiple RFID Cards can be read.
3. No human error like bar code reading while reading a card. Can be read in any orientation.
4. Very Limited data can be stored in bar code.
5. Re-usable for other purpose.


Different Types of RFID
There are several versions of RFID that operate at different radio frequencies. The choice of frequency is dependent on the business requirements and read environment. Three primary frequency bands are being used for RFID:

  1. Low Frequency (125/134KHz) – Most commonly used for Attendance & access control.
  2. High- Frequency(13.56 MHz) – Used where medium data rate and read ranges up to about 1.5 meters are acceptable. This frequency also has the advantage of not being susceptible to interference from the presence of water or metals.
  3. Ultra-High-Frequency(850 MHz to 950 MHz) – offer the longest read ranges of up to approximately 3 meters and high reading speeds.
  4. Active RFID Tags are battery powered. They broadcast a signal to the reader and can transmit over the greatest distances (100+ meters). Typically they can cost Rs. 500 or more and are used to track high value goods like vehicles and large containers of goods. Shipboard containers are a good example of an active RFID tag application.
  5. Passive RFIDTags do not contain a battery. Instead, they draw their power from the radio wave transmitted by the reader. The reader transmits a low power radio signal through its antenna to the tag, which in turn receives it through its own antenna to power the integrated circuit (chip).

Network LF Readers With Biometric (Thumb) for Attendance
Features & technical sects. of network biometric RFID readers,

  1. Read and write functions.
  2. Compact size & Wall mountable.
  3. User friendly interface.
  4. Stores Data.
  5. Finger prints images.
  6. Attendance record 50,000 to 1,00,000 Record.
  7. Remote control & real time access & monitoring by Server Program.
  8. Authentication media : Finger print / Password / RFID card / combination.


RF Attendance Tracking System automates the entire attendance management by streamlining crucial activities such as-

-Students Registration & RFID Card Printing
-Automatic Student Attendance Recording
-Data Processing on Attendance Server
-Sending Daily SMS to Parents
-Weekly & Monthly Attendance Reports for Teachers
-Generating MIS Attendance Reports


Usage of RFID Cards In the Campus

RFID ID cards issued to students and faculty members can be used for multiple purposes:

-For Identification, Authentication & Attendance/Tracking at Campus Entrance Gate
-Computer Center
-Examination Hall
-Identification & Authentication at Fees Collection Counter, Library – Circulation
As a cash card – in Campus Co-operative Stores, Canteen, Gym, Library fine, etc
Leave Management and Attendance of Faculty, Officials and Non-teaching Staff

Components of RFID Student Attendance System

A complete Radio-frequency Identification- RF Attendance System comprises of following hardware:

-RF-Attendance Software
-RFID Readers/Portals
-RFID ID Cards to Students
-Computers, Networking & UPS
-Manpower for Monitoring

The RFID Card Attendance System can be implemented in all types of educational institutions including schools, colleges, and universities to derive maximum benefits for all stakeholders – students, faculty, educators, and parents.

RFID cards with unique identification information are given to students, faculty, and other staff members. The RFID readers are placed strategically across various points in the campus such as near the entrance gate, classroom door, canteen, etc.

Whenever a student or staff member with an RFID card crosses nearby the RFID reader device, their clock-in/clock-out/attendance information is captured. These multiple check-points will ensure highest accuracy of information.

To process the attendance & time information, administrators need to connect these RFID readers to computers. The computer can be further connected to a student information management system (SIMS) for extracting & storing attendance data safely & sending daily attendance alerts to parents.

Here are the best features of a RFID attendance management system for educational institutions…

Best Features of RF-Attendance

  1. Accurate and Timely Student Attendance
  2. Identify, Verify, and Authorize Students & Staff in Seconds
  3. Automatic SMS Alerts to Parents & Teachers
  4. Automatic Attendance Data Collection
  5. Daily Absentee Reports to Administration & Management
  6. Daily Attendance Register
  7. Mobile Attendance Data Collection and Reporting
  8. Monthly/Yearly Attendance Reports

Benefits of RF-Attendance to Management/Administration/Faculty

Faculty, Management, and Administration Staff can derive the following benefits with the implementation of RF-Attendance System.

  1. Various types of educational institutions including schools, colleges, and universities can use RFID attendance to keep a tab on regularity of faculty & students without any chances of manual errors.
  2. Highly reliable and real-time attendance recording in every class, and movement tracking in campus.
  3. Unlike manual attendance, there is zero risk of data manipulation with RFID attendance management systems.
  4. This daily attendance software counteracts the chances of proxy attendance in institutions to a greater extent.
  5. The student is tracked everywhere, be it- Classroom, Labs, Library, Hostel, Canteen, Mess, Gym.
  6. Student or staff entry to prohibited areas of the institution can be monitored & tracked and warning can be issued to individuals breaking the rules.
  7. Eradicates the need of maintaining staff & student daily attendance on Excel sheets. Complete attendance records can be compiled & assembled at a centralized location in multiple formats.
  8. It drastically reduces the non-teaching work of faculty, so that their complete focus is on teaching and creating an environment of innovation and creativity.
  9. It can be used as an access control system also. So only authorized persons with valid RFID cards can gain access into the place. Fully secured Campus.
  10. Can be integrated with Institute Timetable & Academic Calendar.
  11. Daily SMS to parents about their ward’s attendance/movement in the campus. Responsibility of the Institute about Students class attendance and safety is now shared by parents. If a student is not in the campus, the same will be communicated to parents daily. Parents can talk to their ward.
  12. RFID attendance system is simple-to-use and is highly cost-effective. Investment required in buying registers, hiring multiple security guards can be put into other crucial projects.

Benefits of RF-Attendance to Parents

RFID tracking system offers the following benefits to parents and improves visibility into their child’s daily activities.

  1. Daily SMS to parents reducing parents worry about class attendance & safety of their ward.
  2. Can be utilized for tracking school buses in real-time ensuring safety of kids while commutation.
  3. Special alert if a student is missing for more than three dates without official permission.
  4. Student attendance displayed on the website also provides a day-to-day basis mode of communication to parents.
  5. Daily real-time attendance tracking and communication with parents significantly reduces disciplinary issues like bunking classes amongst kids.


Biometrics & RFID Attendance Management System for Educational Institutions

Minimize absenteeism & enhance punctuality of your students and staff by tracking & maintaining accurate attendance records!

In LF – Low Frequency Attendance System, low cost LF card readers are mounted either in each classroom or shared between two or more classrooms or at a common entrance.

Students are required to show the RFID card to the reader to mark their arrival & departure. The read range is around 5 centimeters.

In one minute, a single reader can read the data of around 15 students. The following steps depict how RFID Card Attendance System works in an educational institution.

  • Educators need to install RFID device at various locations
  • The RFID devices are required to be connected to the RFID attendance server placed in the campus
  • Every student is given a personal RFID ID CARD with unique identification number
  • Student are required to show the RFID ID Cards to reader in every lecture to mark their attendance
  • The RFID device transfers the data to attendance server every 10 minutes
  • Faculty gets complete list of absent roll numbers before the end of lecture & they can verify the same
  • The student attendance record is updated daily on the attendance web server
  • Parents & students can login their ERP portal and view attendance
  • They can even apply for leave online so that campus is aware of leave in advance
  • Parents also get the provision to check the homework given to their ward

Installation of RFID Readers

The RFID readers need to be planted across the campus strategically to ensure capturing of student attendance accurately. Here’s a precise roadmap that can help institutions maximize the advantages of the RFID based attendance system.

-Classroom : Normally one device per 50 students in class with at least two devices in a class to avoid any inconvenience if one device fails
-Laboratory : One device per lab of 50 students
-Library : Minimum 4 devices at different corners of the library
-Mess: One device per 50 students
-Gym: Two devices
-Fees Counter: One device per counter
-Campus Gate: Two devices per gate
-Bank, Post office, Canteen, Stores in Campus: One device per unit

RFID- ID Card Reader

RFID- Card Reader Enclosed in Wooden Box

Printing & Tagging Of RFID ID Cards for Students

A) Capture Students’ Photo: Students’ photos can be captured in two ways – either by scanning the photos submitted by the students along with the admission forms or by asking students to submit a scanned image of their photo.
Sometimes, the administration can also arrange a common photo session for all the students on the day of admission.

B) Capture Students’ Signature: Students’ signature can be captured either by scanning their original signature from the application form or by asking students to sign on the digital signature pad in order to capture their impression.

C) Scan Left Thumb Impression: Students’ thumb impression can be collected using a ‘Thumb’ device at the time of admission.

D) Other Information of Student: Miscellaneous information about students which is to be printed can be taken from the MIS. The basic required information consists of – the complete name of student, their course, academic year & section, mobile number, blood group, permanent and local address for communication, emergency contact number.

E) Printing RFID ID Card Plastic Card Printer: Once the data is compiled & ID card format is designed, students’ ID cards can be printed using the plastic card printer. The advantage of printing with a plastic card printer is that the printed matter is all weather proof & colors will remain constant for quite a long period as compared to Laser/inkjet printers.

F) Tagging of ID Cards & Registration in Attendance Devices: Each Printed ID card needs to be tagged in Attendance MIS. It means the unique EPC – ‘Electronic Product Code’ of RFID ID card is to be assigned to the students’ record in the MIS. This process is called ‘Tagging’. Once the tagging is done, all the EPC codes tagged are transferred to all the LF card reader devices through the attendance server. This is the ID Card registration process.

G) Registration of Thumbs: Thumb impression of individual students can be captured & registered using a- Biometric Thumb Reader Device. This thumb impression image is stored on the attendance server & is assigned (tagged) to ID number of students in MIS. Subsequently, the thumb impression image is transferred to all the attendance devices at a time using RF-attendance MIS. In this way, the students’ thumb gets registered on all the biometric attendance devices in the Campus.

Attendance Editing

After 10 minutes of attendance marking the window frame, the faculty gets a SMS showing the total count of absent numbers & list of absent students’ roll numbers. Faculty can verify the information by cross checking it with the student count & maintain the overall accuracy of the automated attendance procedure.

However, students’ attendance may not get marked on the RFID tracking system due to any one of the following reasons.

  1. Student may forget to bring the RFID ID card
  2. Their card is mal-functioning
  3. Reader is locked
  4. Thumb impression is not recognized by the reader device
  5. Student thumb impression/ID card is not registered with attendance server
  6. Student may come to classes beyond stipulated time frame
  7. Any other unknown technical fault
  8. In some instances, it may happen that students mark their attendance & go away from the class without attending the full lecture and therefore, faculty had marked them as absent. Therefore faculty can edit wrong/proxy attendance or mark a student as present who has not brought ID cards.

CCTV Camera in Classroom:

To avoid damage to the RFID Attendance Reader Devices & to avoid the instances of proxy attendance and late attendance, CCTV cameras can be installed in the campus premises. This will be of great help in case of any damage to devices or to analyze proxy/wrong attendance. However, this may not be a cost effective solution.

SMS/Email to Students & Parents:

Daily automated SMS/email can be sent to students at a pre-defined or fixed time, let’s say, 7:30 in the evening, stating classes & labs attended by them and places (Library, Canteen, Gym, Hostel, Bank, post office, etc) where the students have visited during the day. If a student is absent for more than, let’s say three days, SMS can be sent to the parents describing the same. Weekly SMS can also be sent to parents informing the absentee of their ward in the classes. All these SMS/emails can be customized as per need of the educational institution.

Attendance Web Server:

The student attendance record can be updated on the attendance web server on a day-to-day basis. Students & parents get the provision to login and view the attendance history online. They can also apply for leaves via the attendance portal in advance & request campus administration authorities to confirm the same.


What are RFID Tags and How do They Work?
What are RFID Tags?

RFID Tags are small objects that contain a chip and an antenna for wireless identification of the objects they are attached to (or embedded in) with the help of an RFID reader. Unlike barcode technology, RFID tags do not require line of sight from the tag to the reader and support read/write functionality. Most RFID tags are passive, which means they work maintenance-free, without battery power, for many years. Read the HID Global Industrial RFID & BLE Tags: What to Use When white paper to see examples of distinct types of RFID tags.

How Does RFID Tag Technology Work?

There are 2 main types of RFID tags: “passive” and “active.”

  1. Passive RFID tags are powered by a stationary or mobile RFID reader that emits an electromagnetic field. The tag’s antenna harvests energy from this field to release a signal to the reader. The frequency of the reader must match the frequency of the tag. For passive tags, there are low-, high- and ultra-high frequencies standardized (LF, HF, UHF).
  2. Active RFID tags use a battery to broadcast via BLE (Bluetooth Low Energy) or WiFi.

Can an RFID Reader Read Multiple Tags?

Some low frequency (LF) readers are designed to read only one tag at a time, e.g. the ID of a single cow, sheep or other livestock’s ear-tag. High Frequency (HF) and especially Ultra High Frequency (UHF) readers are designed to read multiple RFID tags concurrently, e.g. a stack of tagged books or a pallet of goods moving through a reader gate.

What Do RFID Tags Cost?

The least expensive RFID tags typically cost a few cents and are like sticky labels. Often tags like these are used for retail or logistics applications and are meant for one-time use in non-rugged environments. Depending on the tag’s required RFID chip capabilities, memory size, durability to survive flames, impact, freezing, direct sun, chemicals etc. and the type of tag, cost may go up to a few USD. Active tags with a battery are more expensive than passive tags.

What are typical RFID Tag Form Factors?

RFID tags can come in various form factors depending on use case, fixation and requirements for robustness. Typical form factors include:

  • Sticky label or dry inlay
  • Glass capsule
  • Disc (coin shape with hole)
  • Rectangular block (often with screw holes or steel ring to weld)
  • ISO card
  • Special form factors e.g. with built-in cable tie, tamper protection, keyfob, etc.
  • Find out more about various form factors and see examples on our HID Tag Selector page.

Where are RFID Tags Used and Who Uses Them?

RFID tags are used whenever a physical object needs to be uniquely identified in a quick and reliable way. Applications are very broad and are constantly expanding. Some main areas of RFID tag use today are:

  • Animal identification (pets, livestock, lab animals)
  • Contactless access control systems
  • Contactless payments
  • Electronic passports and citizen ID cards
  • Retail logistics
  • Automation & manufacturing
  • Returnable transport Items
  • Commercial laundry
  • Medical and health equipment
  • Waste management


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