Home Student Attendance Setting Up Student Check-In

Setting Up Student Check-In

Last updated on Apr 25, 2026

Overview

KyberAccess includes a dedicated student check-in module designed for K-12 schools, universities, and educational institutions that need to track daily student attendance. Unlike traditional visitor check-in, student check-in is optimized for speed and recognition — students can check in using QR codes, ID scanning, or manual lookup in under three seconds.

This guide walks you through enabling student check-in, configuring attendance rules, and getting your first students registered in the system.

Prerequisites

Before setting up student check-in, ensure the following:

  • You have an active KyberAccess account on the Pro or Enterprise plan
  • You have Administrator or Location Manager privileges
  • Your location is already configured in Settings > Locations

Step 1: Enable the Student Check-In Module

  1. Log in to your KyberAccess dashboard at app.kyberaccess.com
  2. Navigate to Settings from the left sidebar
  3. Select Modules & Features
  4. Find Student Attendance in the module list
  5. Toggle the module to Enabled
  6. Click Save Changes

Once enabled, a new Students section appears in your left sidebar navigation, and the check-in workflow gains student-specific options.

Step 2: Configure Attendance Settings

After enabling the module, configure how attendance is tracked at your location:

  1. Go to Settings > Student Attendance
  2. Set the following options:
  • School Start Time — The official start time used to determine on-time vs. tardy arrivals
  • Tardy Threshold — How many minutes after start time before a student is marked tardy (e.g., 5 minutes)
  • Absent Threshold — Time after which a missing check-in is flagged as absent
  • Check-Out Required — Whether students must check out at end of day
  • Check-Out Deadline — Time after which automatic check-out is applied

  1. Under Notifications, configure who receives alerts:

    • Parent/Guardian Email — send daily attendance confirmations
    • Administrator Alerts — notify staff when a student is marked absent
    • Tardy Notifications — alert designated staff for late arrivals

  2. Click Save to apply your attendance rules.

Step 3: Import or Add Students

You can add students individually or in bulk.

Adding Students Individually

  1. Navigate to Students > Add Student
  2. Fill in the required fields:
    • Full Name (first and last)
    • Student ID (your school's internal ID number)
    • Grade / Class
    • Parent/Guardian Contact (name, email, phone)
  3. Optionally upload a student photo for visual recognition
  4. Click Save Student

Bulk Import via CSV

For schools with hundreds or thousands of students, use the bulk import:

  1. Go to Students > Import
  2. Download the CSV template by clicking Download Template
  3. Fill in the spreadsheet with student data — required columns include first_name, last_name, student_id, and grade
  4. Optional columns: email, guardian_name, guardian_email, guardian_phone
  5. Upload your completed CSV file
  6. Review the import preview — KyberAccess highlights any rows with errors or missing data
  7. Click Confirm Import

Tip: If your school uses Google Workspace for Education or Microsoft 365 Education, you can sync student rosters directly through the integration settings instead of importing CSV files manually.

Step 4: Set Up Check-In Methods

Students can check in using several methods. Configure the ones that work best for your school:

QR Code Check-In

Each student receives a unique QR code that can be printed on a student ID badge, sent to a parent's email for display on a phone, or displayed in the KyberAccess student portal.

To enable QR codes:

  1. Go to Students > Settings > Check-In Methods
  2. Enable QR Code Check-In
  3. Click Generate QR Codes to create codes for all registered students
  4. Use Print All to generate printable QR badges, or Email All to distribute them digitally

ID Card Scanning

If your school uses student ID cards with barcodes:

  1. Enable Barcode/ID Scan under check-in methods
  2. Connect a compatible barcode scanner to your check-in station
  3. Map the barcode field to your Student ID field under Barcode Mapping

Manual Check-In

Staff can always manually check in students:

  1. Open the Check-In screen
  2. Select Student Check-In mode
  3. Search by name or student ID
  4. Confirm the check-in with one tap

Step 5: Configure the Check-In Station

For self-service student check-in, set up a dedicated kiosk or tablet:

  1. Go to Settings > Kiosk Mode
  2. Select your check-in device from the device list
  3. Under Kiosk Workflow, choose Student Check-In as the primary flow
  4. Enable or disable the following options:
    • Camera Capture — take a photo at check-in for verification
    • Display Welcome Message — show a personalized greeting with the student's name
    • Play Sound on Check-In — an audible confirmation beep
  5. Click Save & Deploy

Note: For iPad deployments, download the KyberAccess Kiosk app from the App Store and pair it with your account. See our iPad Kiosk Setup guide for detailed instructions.

Step 6: Test the Workflow

Before going live with students:

  1. Add a test student record with your own information
  2. Generate their QR code
  3. Open the kiosk or check-in screen on your configured device
  4. Scan the QR code and confirm the check-in appears in Students > Attendance Log
  5. Verify that notifications are sent to the configured recipients
  6. Check the Dashboard to confirm the attendance summary widget updates in real time

Managing Daily Attendance

Once student check-in is live, the Students > Attendance page becomes your daily command center:

  • Today's Overview — real-time count of checked-in, tardy, and absent students
  • Attendance Log — searchable, filterable list of all check-ins with timestamps
  • Flag Students — manually mark students as excused absent or early dismissal
  • Bulk Actions — mark multiple students at once for field trips, assemblies, or school events

Tips for a Successful Rollout

  • Train front desk staff on the manual check-in flow as a backup for any technical issues
  • Send QR codes home at least one week before launch so families have time to prepare
  • Start with one grade to pilot the system before rolling out school-wide
  • Review attendance reports weekly to identify patterns early — see the Tardy Tracking & Reports guide for more
  • Enable returning student recognition so repeat check-ins are faster each day

Frequently Asked Questions

Can students check in at multiple locations? Yes. If your school has multiple buildings or campuses configured as separate locations in KyberAccess, students can check in at any of them. Attendance is tracked per-location with cross-location visibility in reports.

What happens if a student forgets their QR code? Staff can check them in manually by searching their name or student ID on the check-in screen. No QR code is required for manual check-in.

Can I customize the check-in screen greeting? Yes. Go to Settings > Kiosk Mode > Display Settings and edit the welcome message. You can include the school name, logo, and custom text.

Does this work with existing student information systems (SIS)? KyberAccess supports integration with common SIS platforms through the API. Check Settings > Integrations for available connectors, or use the CSV import for periodic manual syncs.