DAS — Help & Documentation

Getting Started

System Overview

DAS is a QR-based smart attendance platform. Students carry signed QR cards. Gate Raspberry Pi scanners read cards and send attendance to the central Flask server automatically.

🏗️ How It Works — End to End

Admin imports student list via Excel. Each student gets a unique UID.
QR cards are generated using qr_generator.py and printed.
Students scan their QR card at the gate when arriving / leaving.
Gate Pi reads the scan, validates signature, and sends to server.
Server marks attendance as Present / Late / Half-Day based on time.
Teachers & Principal view real-time dashboard and download Excel reports.

Component	Device	Role
Server	Raspberry Pi 5 + SSD	Flask app, SQLite DB, dashboard at das.local:5000
Gate 1/2/3	Raspberry Pi 4 × 3	QR scan → validate → send to server
QR Scanner	USB HID Scanner	Reads student QR card as keyboard input
Speaker	3.5mm / USB	Voice feedback via espeak

Getting Started

Login

Open your browser and go to http://das.local:5000. Login with your username and password.

Role	Default Username	Default Password	Change?
👑 Principal	principal	principal123	CHANGE ASAP
⚙️ Admin	admin	admin123	CHANGE ASAP
👩‍🏫 Teacher	teacher1	teacher123	Change recommended

⚠️

Default passwords are for first-time setup only. Go to Change Password after first login.

ℹ️

Teachers are added by Admin from the Teachers page. Each teacher gets a custom username and password.

Getting Started

Roles & Access

DAS has 3 roles. Each role sees only what it needs — no more, no less.

⚙️

Admin

Add / Delete students
Excel bulk import
Add / Delete teachers
View No-Class UIDs
View system logs
Clean up old data

👑

Principal

School-wide attendance
Filter by class/section
Daily/Weekly/Monthly reports
Add single student
View No-Class UIDs
Cannot: import Excel / manage teachers

👩‍🏫

Teacher

Own class only
Download class report
Cannot: see other classes
Cannot: manage students

Admin Guide

Managing Students

Students page will be accessed by admin and Principal with different features.

➕ Add Single Student (Admin + Principal)

Go To Students page→ Add Student Click → Fill Form :

Field	Example	Required?
UID	22697641900	Yes
Name	RAHUL SHARMA	Yes
Class	5	Yes
Section	A	Optional
Roll No	12	Optional

🗑️ Delete Student (Admin only)

Students marked as Dropbox or TC can be deleted through the multi-select option.

⚠️

Download the all reports before deleting any Students data.

Admin Guide

Managing Teachers

Teachers assign page only visible to admin to add kr delete teacher/class.

➕ Add Teacher

Teachers page → Add Teacher form:

Field	Example	Note
Name	Priya Sharma	Display name
Username	priya_5a	Login ke liye
Password	priya@123	Password can be changed only by admin.
Class	5	Teacher only can see their own class only
Section	A	Optional

✅

Assigned username and password can't be changed by teachers.

Admin Guide

Excel Bulk Import

Import all students data by uploading excel file.

📋 Excel File Format

Format of excel file shown on admin panel:

Column	Accepted Names	Required?
UID / Card ID	uid, id, rfid, card_id, card	Yes
Student Name	name, student name, full name	Yes
Class	class, grade, std, standard	Yes
Section	section, sec, div, division	Optional
Roll No	roll, roll_no, rollno, roll no	Optional

📤 Import Steps

Admin → Students page
Import Excel Click button
More than one .xlsx files support
Upload — Database updated automatically.
Result => imported, updated and skipped rows will be shown.

ℹ️

If Same UID imported → record will update but it's avoid duplicate.
There is no Class column → It's will automatically fetch from Students' database.
UID or Name row → will skip automatically.

Admin Guide

QR Card Generation

Every student will get an unique signed QR code. This will generated from qr_generator.py Run manually and generate.

PEN:22697641900; RAHUL SHARMA | A3F2B1C4

PEN: — Fixed Prefix 22697641900 — Student UID RAHUL SHARMA — Student Name A3F2B1C4 — Security Signature

ℹ️

Signature = pehle 8 characters of SHA256("********" + UID). Gate sirf valid signature wali QR accept karta hai — tampered cards reject hoti hain.

🖨️ QR Cards Banana — Steps

Server pe students.xlsx banao — columns: uid, name, class, section, roll
Server pe run karo:

bash

cd /home/pi/das_server
source venv/bin/activate
pip install qrcode[pil] pandas pillow
python qr_generator.py

PNG cards qr_cards/ folder mein save hongi
USB se copy karo → printer pe A6/Credit card size pe print karo
Laminate karke students ko do

Attendance

Gate Scanning

Gate pe USB scanner se student QR card scan karo. Baaki sab automatic hai.

🔄 Scan Flow

Scan	Time	Action	Voice
1st Scan	06:50–07:30	Present marked	"Hello [Name]"
1st Scan	07:30–08:00	Late marked	"Late [Name]"
1st Scan	Other time	For Special Work	"For Special Work [Name]"
2nd Scan	10:20–12:20	Half-Day Exit	"Half day [Name]"
2nd Scan	12:20–17:00	Normal Exit	"Bye [Name]"
Invalid QR	Any	Rejected	"Invalid QR"
Duplicate	Any	Blocked	"Already marked [Name]"

ℹ️

No-Class UID: Agar koi UID database mein nahi hai, woh no_class table mein save hoti hai. Admin dashboard pe "No-Class UIDs" section mein dekh sakte hain.

Attendance

Time Windows

Gate automatic time ke hisaab se status decide karta hai. gate.py ke upar yeh times edit kar sakte ho.

06:50 – 07:30 ✅ Present First scan — on time entry

07:30 – 08:00 ⚠️ Late First scan — late entry

Any other time 🔧 Special Work For Special Work entry

10:20 – 12:20 🌓 Half-Day Exit 2nd scan — early exit

12:20 – 17:00 🚪 Normal Exit 2nd scan — full day exit

gate.py — Time Edit

# gate.py ke top pe yeh lines edit karo:
ENTRY_START = "06:50"   # Present window start
ENTRY_END   = "07:30"   # Present window end
LATE_END    = "08:00"   # Late window end
HALF_START  = "10:20"   # Half-day exit start
HALF_END    = "12:20"   # Half-day exit end
EXIT_START  = "12:20"   # Normal exit start
EXIT_END    = "17:00"   # Normal exit end

ℹ️

Late cutoff server pe bhi set hota hai — config.py mein LATE_CUTOFF = "08:30". Dono consistent rakhna.

Attendance

Offline Mode

Agar server band ho ya network fail ho, Gate Pi automatically offline queue mein data save karta hai.

📡 Offline Flow

Server unreachable hota hai → Gate detect karta hai
Scan data offline_queue_gate1.json mein save hota hai
Voice feedback aur local state normally kaam karta rehta hai
Background mein har 60 second pe server check hota hai
Server wapas online aata hai → sab queued records automatically sync ho jate hain

✅

UPS hone ke baad bhi agar WiFi fail ho — students ka data kho nahi jayega.

Attendance

Manual Attendance Override

Agar koi student gate pe scan nahi kar paya (bhool gaya, sick, trip, etc.) — Admin/Principal manually attendance mark ya change kar sakte hain.

✏️ Override Karna

Dashboard → Attendance Override menu pe jaao
Date select karo (default: aaj)
Class/Section filter karo
Student dhundho → Status change karo (Present / Absent / Late / Half-Day etc.)
Reason/remark likho (optional)
Save karo — audit trail mein record ho jayega

⚠️

Har override audit trail mein permanently save hota hai — kis ne, kab, kyun change kiya.

Reports

Attendance Reports

Reports page se attendance data Excel mein download karo. Teacher sirf apni class ki report download kar sakti hai.

Report Type	Filter	Who can download
Daily Report	Date + Class/Section	Admin, Principal, Teacher (own class)
Weekly Report	Week + Class/Section	Admin, Principal, Teacher (own class)
Monthly Report	Month + Class/Section	Admin, Principal, Teacher (own class)
School-wide	Date range	Principal only

📊 Excel Report Mein Kya Hota Hai

Short Code	Meaning	Color
P	Present	Green
L	Late	Yellow
A	Absent	Red
H	Half-Day	Light Blue
SW	Special Work	Purple
SX	Special Work Done Exit	Indigo
EX	Early Exit	Pink

Reports

Audit Trail

Har manual override aur important action audit trail mein permanently log hota hai.

🔍 Audit Trail mein kya dikh ta hai

Har entry mein:

Field	Example
Date & Time	2026-03-28 09:15:32
Action by	admin
Action	OVERRIDE_ATTENDANCE
Details	UID:12345 Status: Absent → Present, Reason: Medical

ℹ️

Audit trail sirf Admin aur Principal dekh sakte hain. Delete nahi hota.

Reports

System Logs

Admin → Logs page pe system login history aur all actions dekh sakte hain.

📋 Log Types

Log Type	Example Entry
Login	LOGIN admin — 2026-03-28 08:00:01
Logout	LOGOUT admin
Student Add	ADD_STUDENT UID:12345 RAHUL SHARMA
Student Delete	DELETE_STUDENT UID:12345
Teacher Add	ADD_TEACHER priya_5a
Excel Import	EXCEL_IMPORT 45 records imported

✅

Admin logs ko manually clean kar sakta hai (purane logs delete) — Dashboard → Settings.

Reference

Status Codes

Yeh sab status values DAS mein use hoti hain — gate pe, dashboard pe, aur Excel reports mein.

Status	Short	When
Present	P	On-time entry (06:50–07:30)
Late	L	Late entry (07:30–08:00)
Absent	A	No scan — cron_absent.py se auto-mark
Half-Day	H	Exit scan 10:20–12:20
For Special Work	SW	Entry outside normal window
Special Work Done Exit	SX	Exit after Special Work entry
Early Exit	EX	Exit before normal exit window

Reference

Changing Passwords

🔑 Apna Password Kaise Change Karein

Login karo
Top-right menu → Change Password
Current password + new password daalo
Save karo — turant effective ho jata hai

⚠️

Agar password bhool gaye → Admin se contact karo. Admin database se reset kar sakta hai (terminal se).

bash — Emergency Reset

# Server pe terminal mein:
cd /home/pi/das_server
source venv/bin/activate
python3 -c "
from database.init_db import get_db
from werkzeug.security import generate_password_hash
db = get_db()
db.execute('UPDATE users SET password_hash=? WHERE username=?',
    (generate_password_hash('newpassword123'), 'admin'))
db.commit(); db.close()
print('Done')
"

Reference

Tips & FAQ

❓ Student scan karta hai lekin "Invalid QR" aata hai

QR card ka signature galat hai ya card tampered hai. Naya QR card generate karo qr_generator.py se. SECRET_KEY server aur gate mein same hona chahiye.

❓ Gate server se connect nahi ho raha

Gate aur Server same WiFi pe hain? Check: ping das.local Gate Pi se
Server service chal rahi hai? Check: sudo systemctl status das_server
Firewall? sudo ufw allow 5000 Server pe
Offline mode automatically activate ho jayega — data save rahega

❓ Voice nahi aa rahi speaker se

Gate Pi pe check karo:

bash

espeak "Hello Test"            # direct test
amixer set Master 90%             # volume badhaao
sudo raspi-config                 # Audio → Headphones set karo

❓ Absent automatically mark nahi ho raha

Cron job set hai? Server pe:

bash

crontab -l             # current cron jobs dekho
# Agar nahi hai, add karo:
crontab -e
# Add: 59 23 * * * /home/pi/das_server/venv/bin/python /home/pi/das_server/cron_absent.py

❓ das.local nahi khul raha browser mein

Server RPi5 ka hostname das hai? hostname command se check karo
avahi-daemon chal raha hai? sudo systemctl status avahi-daemon
Temporary fix: IP directly use karo http://192.168.1.50:5000
Windows pe mDNS ke liye iTunes ya Bonjour install karo

💡

Daily routine: Server aur Gates automatically boot pe start hote hain. Kuch karne ki zaroorat nahi — bas power on karo aur kaam shuru karo. Backup ke liye weekly school.sqlite3 ki copy USB pe rakh lo.