Pin each campus on a map with a radius in EDUBase, so staff attendance from the Teacher App must be marked inside that radius. For stronger control, add QR, biometric or face devices at the gate.
How does geo-fencing stop staff marking attendance from home?
Geo-fencing draws a virtual boundary around your campus. In EDUBase you pin each campus on a map and set a radius. Staff attendance from the Teacher App must be inside that radius, so a teacher sitting at home is outside the boundary and cannot mark themselves in from there.
This is the geo-location attendance feature of QR, Biometric & Geo Attendance. It is meant for schools that want staff to mark from their own phones without a device at the gate, but still want the mark tied to the school's location.
What do I need to set up first?
Geo-fencing depends on a few records being correct before it can work. Most of this is ordinary setup that a school does anyway.
- Your campuses created in School Setup & Multi-Campus, each with its own settings.
- Each campus pinned on the map with a radius that covers the buildings and grounds.
- Employee records in Staff Management (HRM), with the Teacher App login created from the same record.
- Shifts and weekly timings for each employee, which attendance and payroll both use.
How should I choose the radius?
The radius is your decision, and it is a trade-off. If it is too small, honest staff standing in a far classroom or on the playground may be refused. If it is too large, it may reach nearby houses, which defeats the purpose.
Pin the campus, set a radius that covers the whole site, and ask a few staff to test from different corners. If you run several campuses, each one has its own pin and radius, so check them separately.
Is location enough, or should I add a device at the gate?
Location checks on a phone are a sensible first control, but a phone is still the staff member's own device. Many owners therefore add a second layer that does not depend on the phone.
EDUBase marks staff in and out through the same attendance records whichever method you use. You can combine them, for example geo-fenced phone marks for teachers and a gate device for support staff.
- QR cards: print employee QR cards and scan them with the free QR Attendance App at the gate.
- Biometric terminals: connect standard fingerprint or face machines so their punches mark attendance in EDUBase.
- Face Attendance Gates: an ordinary Android tablet recognises enrolled staff on the device and checks for a live face, so a held-up photo is not accepted.
What controls cover corrections, early exits and payroll?
Stopping home marking is only part of the job. You also want to know what happens when a mark is wrong or a person leaves early.
In Employee Attendance, a day can be corrected and the change is logged. Once salaries are done you can lock the month so nothing changes afterwards. Late arrival, short leave and absence feed the salary calculation automatically, so accurate marks directly affect Payroll & Salaries.
Out-time rules can also record Short Leave automatically when an employee clocks out earlier than the allowed time. The same rules apply whatever the reader, whether phone, QR or device.
- Use User Logging to see who created or changed a record, and give edit rights on attendance only to people who need them.
- Lock the month after payroll so late edits cannot alter pay.
- Give owners and principals the Owner App to follow staff attendance across campuses.
Which method suits which situation?
The table below compares the staff attendance options in EDUBase. Pick by how much control you need and how many devices you are willing to install.
Staff attendance methods in EDUBase and how each relates to marking from home
| Method | How the mark is made | Location control | Needs hardware at school |
|---|---|---|---|
| Geo-location (Teacher App) | Staff mark from their own phone | Campus pin and radius; mark must be inside it | No |
| QR cards | Employee QR card scanned in the QR Attendance App | Scanned at the gate or place where the scanner is kept | A phone or tablet running the free app |
| Biometric terminal | Fingerprint or face punch on a standard device | Tied to the device's physical position | Yes, a biometric terminal |
| Face Attendance Gates | Tablet recognises the enrolled face with a liveness check | Tied to the gate where the tablet is placed | Yes, an Android tablet |
| Manual register | Daily or monthly marking by an authorised user | Depends on who has the right to mark; corrections are logged | No |
Related modules
- QR, Biometric & Geo Attendance — Automatic in/out marking from QR cards, biometric machines and phone location.
- Employee Attendance — Daily or monthly staff attendance from the register, the app, QR or a device, locked once payroll runs.
- Staff Management (HRM) — Employee records, shifts, documents, letters, leave and the Teacher App login, in one place.
- Face Attendance Gates — A tablet at the gate recognises the face and marks the child or staff member in.
- School Setup & Multi-Campus — Campuses, classes, sections, sessions, academic year and reference lists, set once and reused everywhere.
- Payroll & Salaries — Salary plans, allowances, deductions, approvals, payslips and salary sheets, posted to the ledger.
- Users, Privileges & Activity Log — Give each staff member exactly the screens and actions they need, and see who changed what.
- Owner Dashboard & Reports — Daily P&L, collections, attendance and strength at a glance, on the web and in the Owner App.