TABLE OF CONTENTS


The GEGI attendance tracking system supports multiple check-in methods for recording the student attendance. Instructors configure the check-in method at the program or group course level, and students use the GEGI mobile app to record their attendance based on the selected method.


Attendance Check-In Method


The Attendance Check-In Method setting determines how students record attendance in a course. This setting is configured at the program course level, and it automatically populates when creating new groups. The setting can be updated at the group level as needed.



Available check-in methods:

  • QR Code: Students scan unique codes to check in.
  • QR Code With Geolocation: Students scan codes with the location verification.
  • Geolocation: Students check in based on physical location without scanning codes.


For methods using geolocation verification (QR Code With Geolocation and Geolocation), the student location is validated against the campus location for didactic and clinical courses, and the clinical site location for clinical rotations.


Note: The Geolocation Verification Radius for Attendance Check-In, miles school setting defines the acceptable distance between the student’s location and the reference location when using geolocation verification. 


How to Generate Check-In QR Code?


Instructors can generate QR codes at any time for one or multiple classes. Each QR code uniquely identifies a specific class session and can be generated even for past classes. Once generated, QR codes are stored and can be viewed again.


Note: You can print a QR code using the Print button on the Check-In QR Code page or by clicking the image.


"Class Schedule" Attendance Type Classes


First, select classes using checkboxes on the Group: Attendance page. It is possible to select more than one class. 



Then, click View Check-In QR Code at the bottom of the Students Attendance panel to display QR codes on a separate page for all selected classes:



Alternatively, a QR code can be generated for each class separately from the Group: Class Schedule page using the Action drop-down menu:



"Attendance Log" Attendance Type Classes


A QR code for attendance log class is generated from the Action drop-down menu of the Students Attendance panel:



The lifetime of a QR Code can be adjusted in the clinical rotation settings, using the Check-In QR Code Opening Hours setting:


My Courses Page


Instructors can generate QR codes for current and future classes using the Actions menu on the My Courses page:



How Does Geolocation Check-In Work?


When the Attendance Check-In Method is set to Geolocation, students check-in and check-out based on their physical location without scanning QR codes. The system verifies the student's location against the appropriate reference location.


To configure this check-in method: 

  1. Set the Attendance Check-In Method to Geolocation for the program course or group course. The method can be updated at the group level.
  2. Configure timing school settings:
    1. Geolocation Attendance Check-In Before Class, minutes: controls when check-in becomes available before class starts.
    2. Geolocation Attendance Check-Out After Class, minutes: controls when check-out becomes unavailable after class ends.


Automatic Attendance Calculation


GEGI automatically calculates and records student attendance based on check-in/check-out times and breaks.


Class Schedule Calculation


Attendance grades are calculated based on configurable time thresholds:

  • "P" (Present): A student checked in before 1 minute after the class start time and checked out after 1 minute before the class end time.
  • "L" (Late): A student checked in 1 to 15 minutes after the class began or checked out 1 to 15 minutes before the class ended.
  • "A" (Absent): A student checked in more than 15 minutes after the class began or checked out more than 15 minutes before the class ended. 


Note: Threshold values can be configured differently in the School Settings. 


The attendance grade is calculated after the student checks out. Upon the QR code expiration, if a student has an incomplete attendance record, the attendance is automatically marked as "A" (Absent).


Attendance Log Calculation


GEGI calculates total attendance time for "Attendance Log" type courses based on check-in and check-out timestamps, subtracting the total breaks time. Upon the session expiration, if a student has an active check-in without check-out or a break start without a break end, the attendance log is not tracked.


Check-Ins Report


The Check-Ins Report displays check-in/check-out data with detailed time tracking for both "Class Schedule" and "Attendance Log" attendance types. The report is available in the Education → Education Reports menu:



By default, report returns only successful check-ins: records that have attendance grade or attendance log. You can review failed check-ins, check-ins without check-outs, or failed check-outs using the Unsuccessful Attempts value in the Show filter:



Note: Access to the Check-Ins Report is controlled by the following permissions: View Check-Ins Report (all courses) and View Check-Ins Report (own courses).