Installing a face recognition system involves more than placing a device at the entrance. Preparing student records, checking enrollment, planning notifications and training staff are also part of the process. Early preparation reduces confusion on the first day.
1. Define the scope and responsible staff
Document which entrances, student groups and schedules will use the system. Specify entry and exit records, lateness tracking and parent notifications separately. Assign a coordinator, an enrollment owner and staff for daily checks. Identify who will contact technical support when needed.
2. Prepare the entrance area
Choose a position where the camera can clearly see faces. Consider lighting, standing distance, different student heights and morning queues together. Prepare secure mounting, power and suitable network access for the tablet or computer. Devices and cables must not obstruct doors or emergency routes.
3. Confirm hardware and service scope
Verify supported devices with the provider. Share peak arrival volume as well as total enrollment. Agree on kiosk numbers, installation, training and support scope at the quotation stage. Decide beforehand how attendance will be recorded during connection or power outages.
4. Prepare student and parent records
Gather current student lists, institution IDs and clear enrollment photos. Check duplicate profiles and incorrect photo associations. Verify parent numbers and recipients if notifications will be used. Complete access, information, retention and record-closure processes with the institution's responsible staff.
5. Test the notification workflow
Decide which entry or exit events trigger WhatsApp or SMS messages. Review schedules for weekdays, weekends and exams. Prepare sample entry, exit and late-arrival scenarios. Tell staff how tests will be handled so they are not confused with actual parent messages or attendance reports.
6. Train staff for daily operation
Staff should know how to open the application, check an unrecognized student and seek support without approving an incorrect match. Explain the distinction between entrance events and classroom attendance. Specify who can correct records and review notifications. A short operating guide helps maintain continuity when duties change.
7. Run a pilot before wider rollout
Start with a representative group during real arrival hours. Review image quality, queues, record accuracy and message recipients. Resolve identified issues before extending use to all groups. Installation time depends on hardware, enrollment and connectivity readiness; plan the launch date accordingly.
Plan your installation with BE Soft
Share student numbers, entrance layout, existing hardware and notification expectations with BE Soft. Review a suitable installation and pilot plan together to introduce daily tracking with an organized start.