Check-In/Out (QR) Guide

The Check-In/Out system records arrivals and departures with secure QR codes. There are two separate flows:

• Staff QR: Every employee (teacher, counselor, management…) gets a DAILY-refreshed signed QR from their own panel. Separate codes for check-in and check-out.
• Student/Parent QR: The parent carries a QR fixed for the whole year. When scanned, the student automatically becomes 'at school' (check-in) or 'parent waiting' (check-out).

Every QR is signed with the server's secret key; a tampered or copied code is rejected. Records are kept only on the server.

From the My QR Card page, the employee sees today's Check-In (green) and Check-Out (red) codes. The code refreshes automatically every day: yesterday's screenshot is invalid the next day (security).

• Scan the 'Check-In' code on entry and the 'Check-Out' code on exit.
• Check-in/out is recorded once per day; a second scan says 'already done'.
• Suspended staff cannot get a QR.

When the parent QR is scanned, the system checks the student's record for that day: first scan = check-in (at school), second scan = parent waiting (departure/pickup request). If a parent has multiple children, they are asked which child(ren) it is for.

On the second scan the student appears on the Waiting Room / Call Screen; the classroom teacher directs the student to the gate. This flow keeps school dismissal orderly and safe.

In schools with multiple entrances (e.g. separate Kindergarten, Primary and Middle School gates) a QR reader station is set up at each gate, all connected to a single system.

• Define the gates: Add the school's entrances from Settings → Gates (e.g. Kindergarten Gate).
• Each station picks its own gate: The gate where the reader is located is chosen from the list at the top of the Check-In/Out Reader screen; the choice is stored on that device.
• The child is called at the right gate: When the parent scans their child at that gate, the gate name appears next to the child on the Waiting/Call Screen; the teacher directs the child to the right gate.
• Filter by gate: If there are multiple gates, the waiting screen can be filtered by gate — each gate can see only its own waiting list.

Defining gates is not mandatory; in single-entrance schools the system works as a single gate and gate selection is hidden.

Optional: If the school enters its location (latitude/longitude + radius) from Settings, scans are accepted only around the school — scans made from outside the school are rejected. If no location is entered, this check is not applied (signature + role verification still apply).

The staff's work schedule (start/end time, tolerance, working days) is defined in the Work & Leave section. Based on this:

• Late check-in / early check-out is detected automatically.
• An instant notification goes to the General Manager; one alert is generated per day.
• The General Manager can ask for a reason; the staff member replies to their own alert.

• Every QR is HMAC-signed with a server secret; the secret key is never sent to the client.
• Records are isolated per tenant (school); one school cannot see another school's data.
• Every scan (successful/failed) leaves an audit record.
• Attendance records are automatically purged after a certain period (privacy + preventing accumulation).

• QR is not for today: The staff member should reopen the current (today's) code from the panel.
• Location could not be obtained: Grant location permission in the browser; if it is off, turn it on and scan again.
• Unauthorized device: The kiosk activation may be incomplete; reactivate it from the Kiosk Devices section.
• Staff does not belong to this school: The scanned person's account is linked to a different school; make sure you are at the correct school.