Notifying parents when a student arrives or leaves can simplify communication for schools and tutoring centers. A face recognition system creates an arrival or departure record, and notification settings determine whether that event is communicated through WhatsApp or SMS.
A reliable notification process requires more than recognizing the student. Accurate contact details, appropriate event settings, and clear message content should be prepared together.
1. A student record is created first
When the student faces the camera, the system evaluates the image and compares it with registered users. Once recognition is completed, the relevant arrival or departure record is created.
Notifications should be based on that record. If the student’s identity cannot be verified, the institution should use its alternative recording procedure rather than send a message based on a guess.
2. The parent’s contact number is verified
The contact number linked to the student should be checked during registration. Establish a clear process for updating numbers when they change.
An incorrect number can send information about the correct student to the wrong recipient. Assign responsibility for maintaining contact details.
3. Notification events are selected
Institutions have different communication needs. Some send arrival and departure messages, while others also notify parents about late arrivals.
BE Soft allows WhatsApp or SMS to be selected separately for arrivals, departures, and late arrivals. Notifications can also be sent to two parent contact numbers.
During setup, clarify which events trigger messages to reduce unnecessary duplicates.
4. Messages are kept short and clear
Messages should identify the institution, the relevant student, the event, and the time. The following examples can be adapted:
Arrival notification:
“Dear parent, your child’s arrival was recorded today at 08:25. BE Soft Academy”
Departure notification:
“Dear parent, your child’s departure was recorded today at 17:10. BE Soft Academy”
The institution name is illustrative; replace it with your own. An arrival record does not confirm attendance at every class. Messages should describe only the event recorded.
5. Late-arrival notifications follow the timetable
Start times must be current for late-arrival notifications to be meaningful. Weekday classes, weekend groups, and mock exams may follow different schedules.
Review notification settings whenever the timetable changes. If groups have different start times, discuss how this requirement can be handled with the provider.
6. Recording an event and delivering a message are separate steps
An arrival record alone does not prove that the parent received a message at the same moment. Connectivity and messaging service conditions can affect delivery.
During the demo, ask how sending and delivery statuses are monitored. Decide which staff member checks unsuccessful messages and how parents will be contacted when necessary.
What should you prepare before setup?
- An up-to-date student list
- Verified parent contact numbers
- Events that should trigger notifications
- Preferred WhatsApp or SMS channels
- Start times for different days
- A staff member responsible for contact updates
Share your institution’s notification needs with BE Soft. Together, we can review student arrival and departure records, recipient details, and the messaging workflow.