The number of students arriving at the same time matters just as much as total enrollment. Students arriving throughout the day create different demands from a large group entering shortly before classes begin.
Identify how many entrances will be used and how arrival patterns change on weekends and mock exam days. Plan device numbers and placement around these needs.
2. Test the system during actual arrival times
Recognizing a few people in a quiet setting does not tell you enough about everyday use. Test the system at your tutoring center’s entrance with different students and during busy periods.
Observe how many students complete the process on their first attempt, how often retries are needed, and when staff assistance is required. Also find out how an entry record is completed when a student is not recognized.
3. Check camera and kiosk placement
Students should be able to look at the camera comfortably. Device height, viewing distance, and lighting conditions should be assessed during installation.
Students waiting in front of the kiosk should not block the entrance. A location that works well in the morning may receive direct sunlight in the afternoon, so check the setup at different times of day.
4. Understand the scope of parent notifications
Decide which channels will be used for entry, exit, and late-arrival notifications. When comparing WhatsApp and SMS options, ask about messaging costs and the process for updating contact details.
The BE Soft Face Recognition System offers WhatsApp or SMS notifications for entry, exit, and late arrivals. Notifications can also be sent to two parent contact numbers if requested.
Messages should clearly explain what the record represents. An entry record alone does not confirm that a student attended every class.
5. Evaluate late-arrival tracking against your timetable
Weekday classes, weekend groups, and mock exams may start at different times. Late-arrival tracking should reflect these schedules.
BE Soft allows different entry times to be configured for different days. If your student groups have separate start times, discuss how this requirement can be handled. Assign responsibility for updating settings when the timetable changes.
6. Review the management dashboard with your staff
The dashboard should be understandable for the staff who will use it every day. During the demo, try tasks such as adding a student, updating a parent’s phone number, and reviewing historical records.
Check whether the reports you need are available. Ask the provider how missing or incorrect records are reviewed and what correction options are supported.
7. Ask about data management and access permissions
Find out where student photos and entry records are stored, who can access them, and how data is managed when students leave the institution.
Clarify data management procedures before installation. Identify which information each staff member needs to access and discuss your permission requirements with the provider.
8. Compare total costs and technical support
Check which devices, installation services, and training are included in the quotation. Assess software fees, messaging costs, maintenance, and support terms separately.
Ask how costs would change if you added a second device or increased student numbers. Before purchasing, clarify support hours and the steps to follow when a problem occurs.