How Victokev School works
A complete guide to checking in and out, registering, parent alerts, and the admin dashboard.
In one minute
- The school posts one QR code at the entrance (and prints it for the notice board).
- A staff member or student scans it with their phone camera, then types their number and last name.
- The system confirms the phone is inside the school grounds, then records the time.
No app to install — the QR simply opens a web page.
Checking in and checking out
- Check in when you arrive, check out when you leave. Both use the same page and the same two details: your number and your last name.
- Everyone gets one attendance record per day, but that record keeps a session log — so if you leave for a break and come back, you check in again and a new session is added to the same day.
- You cannot check in twice while you are still marked inside. Check out first, then check in again when you return.
- The number of sessions and the total hours are both recorded automatically.
How the location check works
- When you submit, your browser asks for permission to read your location. The school is pinned to exact coordinates, and check-in only succeeds within about 50 metres of it.
- This is what stops anyone marking themselves present from home. Your location is only used to check you are on the premises — it is not tracked afterwards.
- If your phone cannot get a location (indoors, or location switched off), the office can mark you present manually from the dashboard.
Registering for the first time
- The school office shares an enrollment link (or the matching QR code). It contains a private enrollment code.
- Open the link, choose whether you are a student or a teacher, and fill in your details.
- Your number is generated automatically by the system and shown once, right after you register. Keep it safe — you need it every day.
- If you lose it, contact the school office. They can look it up in the dashboard.
Alerts to parents
- When a student checks in or out, the parent or guardian can receive a WhatsApp message telling them the student has entered or left the school premises.
- The parent's number is captured during enrollment. Only students have parent alerts — teachers and admins are not notified.
- The school can switch parent alerts on or off at any time. Only the super admin controls this.
For administrators
- Dashboard — see who is present right now, who has checked in today, and every record ever recorded.
- Members — add people, edit their details, reset an admin password, suspend or reactivate someone, and mark them present or checked out manually.
- Reports — filter the attendance table by date range, person, punctuality (late vs on time) and by people who checked in and out more than once.
- Export — download the members list or the filtered attendance list as a CSV file that opens directly in Excel or Google Sheets.
- School settings — school name and address, the allowed radius, the timezone, the time after which a check-in counts as late, and the enrollment code.
- Branding — the school name, logo, tagline and accent colour used across the app.
Who can do what
- Super admin — the master account created during setup. Can do everything, including the WhatsApp settings and changing its own password.
- Admin — manages members, attendance and exports. Cannot change WhatsApp settings.
- Teacher / Student — checks in and out with their number and last name.
Frequently asked questions
It says I am outside the school area.
Move closer to the school entrance and try again, and make sure location is switched on for your browser. If it keeps happening indoors, ask the office to mark you present.
It says I have already checked in.
You are still marked as inside, so check out first. If you have already left and come back, checking in again adds a new session to the same day.
My camera will not scan the QR code.
The QR only opens a normal web page, so you can also type the address into your browser and continue from there.
I forgot my number.
Contact the school office — they can look it up in the dashboard and share it with you.
The parent did not receive a WhatsApp message.
Check that the parent's number was entered correctly during enrollment, with the country code. The office can re-sync a parent's contact from the member's edit screen.
Can someone check in from home?
No. The location check blocks any check-in made outside the school grounds.
Does this work on any phone?
Yes — any phone with a camera and a browser. Nothing needs to be installed.
Contact us
For anything not covered here, contact Victokev School.
Contact details have not been published yet.