Alviyora

Attendance

Staff attendance and the QR clock

The rotating QR code that replaces a fingerprint scanner, and the reports it produces.

Written for School adminTeacher
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Most schools clock staff in with a fingerprint reader on a wall. It costs money, it breaks, it queues, and it stops working the week somebody’s hands are cold. Alviyora replaces it with a code on a screen and the phone every member of staff already carries.

An administrator displays the code. Staff scan it. A timer starts. That is the whole feature — and everything below is about the small number of details that make it trustworthy.

The Attendance page as an administrator sees it: the code to display, its countdown, and who is currently on site.

Displaying the code

Who can do this

Generating the code needs the Admin or Principal role. Clocking in with it needs View Attendance, which the Teacher role holds by default.

Go to Attendance. The QR code is at the top of the page, with a countdown under it.

Put that screen somewhere staff pass on the way in — a monitor at reception, a tablet on the wall, a laptop on the front desk. Anything that displays a web page will do.

The code expires

Each code lasts three hours from the moment it is generated, and the countdown shows exactly how long is left. When it runs out the page tells you, and Generate New Code issues a fresh one immediately.

This is the point of the whole design. A code that never changed could be photographed once and shared in a staff WhatsApp group forever, and your attendance register would become fiction. A rotating code is worthless the moment it is out of date.

Tip

Generate New Code at any time — you do not have to wait for expiry. Do it if you have reason to think a photograph of the current one is circulating. The old code stops working the instant a new one is made.

Clocking in

Open the camera on your phone

Any phone camera reads a QR code. There is no app to install.

Point it at the code

A link appears. Tap it.

You are clocked in

The page opens in your browser, confirms it, and a timer starts. You do not have to do anything else, and you can close the tab.

Clocking out is the same action: scan the code again, and the session closes. There is also a Clock In / Clock Out button on the Attendance page and on your dashboard, for the days when the camera is being difficult.

The same page on a phone. Clocking in and out is designed around this screen, not around a desktop.

Scanning twice does not clock you in twice

Phone browsers restore tabs. A tab left open on Tuesday can reopen itself on Wednesday morning, and a naive system would read that as a fresh scan and clock you in at 06:40 without your knowledge.

Alviyora does not do that. Your phone remembers which codes it has already spent today, and a page that merely reopens only reports your status — it never writes. Only a code this device has not already used, for somebody not already clocked in, actually starts a session.

Present, or late?

Whether a session counts as Present or Late is measured against your school’s own hours, not against a fixed time:

  • School Settings holds a start time for each day of the week, and marks the days you are closed.
  • A grace period — a few minutes by default — sits after that start time. Arrive inside it and you are Present.

Set both under School Settings before you rely on the reports. A school that starts at 07:15 and never changed the default will find its whole staff marked late.

School settings Your school profile, operating hours, and the grace period before someone is late.

Who is on site right now

Clocked In Right Now on the Attendance page and on your dashboard is a live list of everybody currently clocked in, with a running timer beside each name and a count — 1 of 176 staff on site.

The timers are anchored to the server’s count rather than to the viewing device’s clock, so a laptop with the wrong time still shows the right elapsed figures.

This is the screen to open during a fire drill.

Your own history

The Attendance page also holds your personal record:

  • A calendar for the month, colour-coded by day.
  • A table of sessions with clock-in time, clock-out time and hours worked.
  • Month arrows to look back.
  • Summary tiles: days present, days absent, days late, and average hours.

A session still running shows as open rather than as zero hours.

Reports for everyone

Administrators — anyone with View Attendance Reports — get the same picture across all staff, filterable by person and period. That is covered on its own page.

Attendance reports Who was where, by person, class, day, week, month or year — and how to export it.The daily learner register Marking a class present, absent, late or excused — and correcting it afterwards.

Common problems

“I scanned and nothing happened.” The code has probably expired. Look at the countdown on the display; if it has run out, ask for a new one.

“It says I’m already clocked in.” You are — from earlier, or from a previous day where you never clocked out. Clock out, then in again. An administrator can see and correct open sessions.

“The camera won’t open the link.” Some older phone cameras do not open links directly. Any free QR reader works, or use the Clock In button on the Attendance page instead — signing in on your phone and pressing the button achieves the same thing.

“Everyone is showing as late.” School hours or the grace period are wrong. See School settings.