Reliable attendance starts with accurate student enrollment. A photo attached to the wrong profile or an incorrect parent number can produce misleading records and notifications even when recognition works. Enrollment therefore involves more than uploading a photo.
1. Prepare the student list
Organize each student's name, institution ID and class or group where needed. Use the institution ID to distinguish students with identical names. Check existing records to avoid duplicate profiles. For bulk imports, confirm the required file format and fields with the provider beforehand.
2. Complete the institution's preparation
Provide appropriate information to students and parents about the purpose, use and data processes. Determine who can access photos and the management panel. Plan retention, updates and record closure with the responsible staff. Technical enrollment does not replace the institution's necessary assessments.
3. Prepare clear, recent photos
Choose well-lit photos with a clearly visible face and no heavy filters. Avoid strong backlighting, tiny faces or multiple people. Follow the provider's recommended photo count and format. Recheck profile details during upload to prevent mixing up students.
4. Attach photos to the correct profile
Verify the student's name and institution ID before adding photos. Check the institution assignment and active status. Correct any mix-ups involving siblings or similar names before testing recognition. Use a shared checklist when several staff members perform enrollment.
5. Verify parent contact details
If notifications will be used, check parent phone numbers and country codes. Decide who receives messages, which entry or exit events trigger them and which channel is used. BE Soft's WhatsApp and SMS options can be considered according to the usage plan. Arrange test messages with parents and staff in advance.
6. Test the first entry
Test the student at the actual entrance device. Confirm the correct identity, the recorded entry time and the planned notification flow. If there is a problem, review the photos, lighting, standing distance and profile association first. Use the institution's correction process to distinguish test events from actual attendance.
Keep records current
Update records when appearance, class or parent contact details change. Handle departing students through the agreed record-management process. Contact BE Soft to plan list preparation and first-use checks for an orderly start to the term.