Attendance tracking with QR/Barcode

[cmcnally]

Hello

 

My school has recently asked me to set up a system to track when students enter and exit our school study halls with QR/Barcode. Can anyone please recommend the best way to do this?

 

We have 4 different study rooms that need to be tracked so the associated database would need to be centralised. We already have a visitor management system is the school. We could possibly extend that system but I could imagine it would be expensive. Any cheap/quick solutions would be appreciated. Would it be possible to do this with an ipad in each of the rooms?

 

Thanks

[NotSoFast]

I thought this sounded interesting, so mocked up a quick Android app which stores the data in a Google Spreadsheet. Not desperately secure, but you can't argue with the price! You'd need to put QR codes on the students' ID badges.

 

App: https://drive.google.com/file/d/0BxGsiDozApmgUzhHYkVNZFY1RW8/view?usp=sharing

 

Google spreadsheet (has to be editable by anyone with the link, but you can keep the link confidential): https://docs.google.com/spreadsheets/d/18A59bgcawPshMJXDikuU7QOQLltco5Z3RY5qX0_IkdA/edit?usp=sharing

 

For testing, just make a random number QR code here: QR Code Generator - Create QR codes here

 

Simon

[jmak]

I like the sound of that - I installed the App, but I get a 1501 error: your device does not have a scanning application installed.

 

I do have QR Code Reader installed, so take it that's not compatible. What else do I need?

[NotSoFast]

I got the same error when I first tested it, so I tried a couple of different scanning apps. This one worked for me: https://play.google.com/store/apps/details?id=com.qrcodescanner.barcodescanner

[NotSoFast]

OK, I've added a sheet which lets you put the ID numbers in and creates a QR code for each one. I guess one solution to the security is to use this spreadsheet purely to gather the data then use importrange() in a secure spreadsheet to bring it over, where you can match up numbers to names. You could even use a different ID that means nothing outside of this application if you're feeling paranoid. Alternatively, you could use apps script to empty this every day and put the data into a more secure spreadsheet for analysis.

[cmcnally]

WOW, this is great. Thank you. Would google sheets be able to manage large volumes of data?

[NotSoFast]

A quick search suggests 400,000 cells is the limit for a Google spreadsheet. There are 4 columns, so 100,000 rows. Assuming 1000 students signing in and out you'd think it would manage a month, then you could archive it off to somewhere else (or do it automatically with apps script). Another option would be to use Google App Engine as the backend, but I've never played with that before! Fusion Tables are another possibility. Edited November 24, 2016 by NotSoFast

[jmak]

Brilliant work! How much more complicated would it make it to add a Google forms front end to the write into the spreadsheet? And for the next step, have the QR code and name made into a printable format to generate ID badges?

 

I've not played with making apps before. Can I import the apk into an editor to do things like change the room names or add fields?

[NotSoFast]

Thanks - I'm avoiding real work.

 

It actually uses a Google form already, which you can get at from the Form menu of the spreadsheet: https://docs.google.com/forms/d/e/1FAIpQLSf6vGvzxtH5YTDtVRuVwbSO7kCde1ktKDIqye8xTzfZzq_5rQ/viewform

 

There has to be a way of printing labels from that 2nd sheet. There is an Avery addon for sheets I believe, or it could be done with a mail merge with Autocrat.

 

I've tidied it up a bit and published it to the App Inventor gallery, so you should be able to get the source and use the tutorial I've listed there to set up your own spreadsheet: ai2.appinventor.mit.edu/?galleryId=6440861282598912

 

I'm happy to help with a bit of customisation if you like it. Drop me a PM.

Edited November 24, 2016 by NotSoFast

[jmak]

Thanks - I'll have a play later. Unfortunately I think I'll be in trouble if I avoid what's on my list today.

[cmcnally]

Thanks very much Simon, having a look at the tutorials now.

[NotSoFast]

No problem. Give me a shout if you want a hand.

[robotrosak]

Hi,

 

hope i still get some guidance here..how can i display scanning result for QR Code which contains multiple data(eg:student_id & student_name) into respective column in spreadsheet?

[NotSoFast]

It's possible to have as many fields as you want. Each field has to be in the Google form and you get its ID to use in the blocks. I have to say that I'd probably use Fusion tables now as it's simpler and more secure. I've just used that method to build a staff and visitor sign in system (no barcodes).

[SimonHooker]

A QR code is just a way of representing a string graphically. I put together some information about turning any string you want into a QR code here : http://www.edugeek.net/forums/how-do-you-do/188682-video-played-back-printed-qr-code.html#post1619701

 

I would advise storing the data in a more scalable solution such as an SQL database of some sort if you are looking at storing data for an entire school on a regular basis.

 

Additionally I'm not sure that storing more than a UUID in the QR code is advisable as otherwise you give anyone that gets that badge means to find that students ID and Name. I'm not sure if that is important but it might be. A QR code is still essentially a string stored in plain text. It is not secure at all. You may as well just have identifiable data printed right underneath it! Additionally it's easily forged should a student wish to impersonate another.