ScanAttend Gate: A Smart Attendance System Designed with Purpose

Project Poster

In today’s digital world, where automation enhances every part of life, we saw an opportunity to rethink a simple yet critical routine: attendance.

As part of our university’s engineering showcase, my team and I (a group of undergraduate students) developed a working prototype called ScanAttend Gate. It is an IoT-based Smart Attendance and Entry Monitoring System. What started as an idea between curious minds quickly turned into a fully functioning solution that combines classroom discipline with modern technology.

The Idea Behind It

The goal was to make attendance automatic, reliable, and secure. Many institutions still depend on manual attendance sheets or basic online forms. We wanted to create a system where attendance is part of physical access to the classroom. If a student doesn’t scan their card, not only is their attendance unrecorded, but the system can also detect and respond to unauthorized entry.

How It Works

As students approach the classroom entrance, they scan an RFID card using an RC522 RFID reader. Once authenticated, the system logs their attendance in a linked Google Sheet using the NodeMCU ESP8266’s WiFi.

If someone stands near the entrance without scanning, an ultrasonic sensor detects their presence. After a few seconds, if no scan occurs, a buzzer alarm is triggered to signal unauthorized entry.

A connected I2C LCD screen shows real-time feedback such as “Attendance Recorded” or “Unauthorized Entry”.

What We Used

• Arduino UNO to manage core logic

• NodeMCU ESP8266 for WiFi and cloud communication

• RC522 RFID Reader for ID detection

• Ultrasonic Sensor to measure entry presence

• LCD Display for output

• Buzzer for alerts

• Google Sheets API for attendance logs

  
  

The Presentation

We built a miniature acrylic classroom model with tiny chairs, a whiteboard, and a side entrance. The hardware is installed on the model to simulate real-life usage.

A 3D-printed logo of the College of Engineering is placed on top of the box to enhance presentation quality.

Project 3D Model

Our Visual Identity

We designed a complete visual identity for the project:

• Unique logo

• Custom slogan

• A clear and organized poster

• Color palette based on the primary color #0F3750

This branding helped us present the project as a polished, professional concept.

Project Logo

Project Announcement

Why This Matters

ScanAttend Gate is a scalable solution for schools, training centers, or workspaces. It addresses real challenges like attendance fraud, tracking errors, and inefficient monitoring.

It also shows what students can achieve when technology, teamwork, and creativity come together.

This project allowed us to connect hardware, software, and purpose. We're proud to share it and hope it inspires future development and innovation.