📚 RFID-Based Automated Student Attendance System – Full‑Stack Edition

📑 Table of Contents

1. Introduction
2. Core Features
3. System Architecture
4. Technology Stack
   • Hardware Components
   • Software Dependencies
5. Hardware Schematics & Pin Mapping
6. Software Installation & Setup
   • Backend (Node.js + Flask)
   • Frontend (React)
   • Arduino IDE Configuration
7. Database Structure (Excel)
8. User Feedback Matrix
9. Usage Guide
10. Troubleshooting & Common Issues
11. Future Enhancements
12. Author

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1. Introduction

The RFID-Based Automated Student Attendance System is a fully integrated solution that combines embedded hardware (Arduino + RFID) with a full‑stack software suite to modernise attendance tracking in educational institutions.

This enhanced version introduces:

• A React‑based web dashboard for live monitoring and control.
• A Node.js WebSocket server that bridges the Arduino serial port and the frontend.
• A Flask REST API to handle Excel read/write operations.
• Real‑time updates via Socket.IO, ensuring that every scan is instantly reflected on the dashboard.

Together, they eliminate manual record‑keeping, prevent proxy attendance, and provide educators with an intuitive interface to manage weekly sessions and review attendance analytics.

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2. Core Features

• RFID Authentication – Unique UID verification for each student.
• Weekly Attendance Tracking – Supports up to 15 academic weeks (configurable).
• Real‑Time Dashboard – Shows total enrolled, arrivals, departures, and live scans.
• Dual‑Scan Logic – Records arrival (1st scan) and departure (2nd scan) per week.
• Duplicate Prevention – Prevents multiple scans in the same week.
• Multi‑Modal Feedback – LCD, LEDs, and buzzer on the Arduino; browser notifications via the dashboard.
• Excel Database – All attendance data is stored in Attendance.xlsx using openpyxl and pandas.
• Session Awareness – Auto‑detects the current lecture session based on system time.
• Search & Filter – Quickly locate students by name, ID, or RFID UID.
• Persistent Settings – Selected week, session, and COM port survive page refreshes.

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3. System Architecture

The system is composed of four main layers:

Data Flow:

1. A student taps an RFID card on the reader.
2. Arduino reads the UID and sends it over USB serial.
3. The Node.js backend captures the serial data and forwards it to the Flask API.
4. Flask validates the UID against the Excel file, updates statuses and timestamps, and returns a result.
5. The Node.js server sends the result back to the Arduino (for feedback) and broadcasts it to all connected web clients via Socket.IO.
6. The React dashboard updates instantly, showing the scan result and refreshing the attendance table.

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4. Technology Stack

Hardware Components

Component	Model/Type	Qty
Microcontroller	Arduino Uno R3	1
RFID Reader	RC522 (13.56 MHz)	1
RFID Tags/Cards	ISO 14443A Compatible	N
Display	16×2 LCD (I2C or parallel)	1
Indicator LEDs	Green, Blue, Red	3
Buzzer	5V Active Piezo	1
Power Supply	5V 2A Adapter	1
Interconnects	Jumper Wires & Breadboard	Set

Software Dependencies

Layer	Language / Framework	Key Libraries / Tools
Frontend	React 18 + Vite	Socket.IO client, fetch, localStorage
Backend	Node.js (Express)	serialport, socket.io, cors
API	Python 3.8+ (Flask)	pandas, openpyxl, flask-cors
Arduino	C++ (Arduino IDE)	SPI.h, MFRC522.h, LiquidCrystal.h

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5. Hardware Schematics & Pin Mapping

⚠️ Correction: The buzzer is moved from D12 (conflicts with SPI MISO) to D5 for functional integrity.

RC522 RFID Reader

RC522 Pin	Arduino Pin
SDA	D10
SCK	D13
MOSI	D11
MISO	D12
RST	D9
GND	GND
3.3V	3.3V

Peripheral Components

Component	Arduino Pin	Description
Green LED (Success)	D2	Present / Check‑out success
Blue LED (Duplicate)	D3	Already scanned this week
Red LED (Unknown)	D4	Unauthorised access
Buzzer	D5	Audio feedback tones
LCD RS	D7	Register Select
LCD E	D6	Enable
LCD D4 – D7	D5, D8, A0, A1	Data buses (4‑bit mode)

Note: The LCD is configured in 4‑bit mode. If using an I2C backpack, adjust the pins accordingly.

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6. Software Installation & Setup

Prerequisites

• Node.js (v16 or later) and npm
• Python (v3.8+) with pip
• Arduino IDE (v2.x recommended)
• Git

Project Structure

RFID_Attendance_System-SDG4/
├── frontend/               # React frontend (Vite)
│   ├── src/
│   │   ├── App.jsx
│   │   ├── main.jsx
│   │   └── styles.css
│   ├── index.html
│   ├── package.json
│   └── vite.config.js
├── backend/                # Node.js WebSocket server
│   ├── server.js
│   ├── package.json
├── Python/                 # Flask API and Arduino scripts
│   ├── app.py              # Flask application
│   ├── attendance.py       # (optional) standalone Python script
│   ├── Attendance.xlsx     # Excel database (must exist)
├── Arduino/                # Arduino sketch
│   └── RFID_Attendance.ino
└── README.md

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Backend (Node.js + Flask)

1. Flask API (Python)

Navigate to the Python/ folder and install dependencies:

cd Python

Run the Flask server:

python app.py

It will start on http://localhost:5000 by default.

2. Node.js WebSocket Server

Navigate to the backend/ folder:

cd backend
npm install

Start the server:

npm start

Frontend (React)

Navigate to the frontend/ folder:

cd frontend
npm install

Run the development server:

npm run dev

Preview

Arduino IDE Configuration

1. Install the Arduino IDE.
2. Open the Arduino/RFID_Attendance.ino sketch.
3. Install required libraries via Library Manager:
   • MFRC522 by Miguel Balboa
   • LiquidCrystal (built‑in)
4. Verify the pin mappings match your wiring (see section 5).
5. Select the correct board (Arduino Uno) and port.
6. Upload the sketch.

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7. Database Structure (Excel)

The system relies on a single Excel workbook: Attendance.xlsx, located in the Python/ folder.
The sheet must contain the following columns (order is flexible, but names must match exactly):

Column Name	Type	Description
Student_ID	String	Institutional enrollment number
Name	String	Student's full name
RFID_UID	String	Unique 8‑character hex UID
Week1_Status … Week15_Status	Integer	1 = Present, 0 = Absent
Week1_Arrival … Week15_Arrival	Time	Arrival timestamp (HH:MM:SS)
Week1_Departure … Week15_Departure	Time	Departure timestamp (HH:MM:SS)

The Flask API handles all read/write operations. The Node.js backend never touches the Excel file directly; it forwards requests to the API.

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8. User Feedback Matrix

The system provides immediate multimodal feedback for every scan:

Status	Green LED	Blue LED	Red LED	Buzzer	LCD Message	Dashboard Banner
Arrival (1st scan)	ON	OFF	OFF	Short beep	WELCOME [NAME] ARRIVAL SAVED	"1st Scan Recorded"
Departure (2nd scan)	ON	OFF	OFF	Short beep	GOODBYE [NAME] DEPARTURE SAVED	"2nd Scan Recorded"
Duplicate Scan	OFF	ON	OFF	Long beep	ALREADY PRESENT WEEK RECORDED	"3rd Scan Alert"
Unknown Card	OFF	OFF	ON	Two short beeps	UNKNOWN CARD ACCESS DENIED	"Access Denied"
Error (API down)	OFF	OFF	ON	Continuous alarm	SYSTEM ERROR CONTACT ADMIN	"System Alert"

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9. Usage Guide

Starting the System

1. Power on the Arduino and ensure it is connected to the PC via USB.
2. Launch the Flask API (python app.py).
3. Launch the Node.js backend (npm start).
4. Launch the React frontend (npm run dev).
5. Open the dashboard in your browser (http://localhost:3000).

Daily Operation

1. Select the current week (1–15) using the dropdown.
2. Select the lecture session (1–4) – the system may auto‑detect based on time.
3. Connect to the Arduino by selecting the COM port and clicking “Connect Arduino”.
4. Students tap their RFID cards one by one.
5. The dashboard will show live scan results, update the attendance table, and highlight the scanned student.
6. Monitor metrics – total enrolled, arrivals, departures – update in real time.
7. Search for a student by name, ID, or UID to view their attendance record.

Ending a Session

• Simply close the browser tab or stop the servers with Ctrl+C.
• All data is already saved to Excel, so no manual saving is needed.

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10. Troubleshooting & Common Issues

Issue	Likely Cause	Solution
RFID reader not detecting cards	Loose wiring or insufficient power	Check connections; use external 5V supply
Serial port not found	Incorrect port name or driver issue	Update drivers; verify port in .env
Excel file not updating	File is open in Excel (write‑lock)	Close Excel before running Flask
Buzzer interferes with RFID	Buzzer on D12 (conflicts with SPI MISO)	Use D5 as per updated schematic
Duplicate entries allowed	Week selection mismatch between frontend and API	Ensure Node.js backend and Flask use same week (auto‑synced)
Frontend shows “Backend Offline”	Node.js server not running or wrong VITE_BACKEND_URL	Check server status; update .env
Scan results not appearing on dashboard	Socket.IO connection lost	Refresh page; check console for errors
Arduino repeatedly reconnects	Serial port flaky or power issues	Use a powered USB hub; increase retry delay in .env
Flask API returns 500 errors	Excel file missing or malformed	Ensure Attendance.xlsx exists with correct column headers

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11. Future Enhancements

• GUI Dashboard – Already implemented with React; possible additions: charts, export to PDF.
• Database Migration – Switch from Excel to SQLite/PostgreSQL for multi‑user support.
• Wi‑Fi/Cloud Sync – Add an ESP8266 to push attendance data to Google Sheets or Firebase.
• Biometric Fallback – Integrate a fingerprint scanner as secondary authentication.
• Automated Reports – Generate weekly/monthly reports and email them to faculty.
• Mobile App – Develop a React Native companion app for on‑the‑go monitoring.

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12. Author

Rayan Martin Turay

• GitHub: @rayanmartynt
• Project Repository: RFID_Attendance_System-SDG4