Exam View System

Phase 1: Pre-Exam Setup

Step 1: Administrator logs into the web dashboard and creates a new exam schedule. They enter details like the course name, exam date, time, duration, and which room the exam will be held in.

Step 2: The system automatically checks if the room is available at that time and if it has enough capacity for the expected number of students.

Step 3: Once the exam is created, the system automatically finds all students who are registered for that course and assigns them to this exam.

Step 4: All assigned students receive a notification on their mobile app about the new exam schedule.

Step 5: Students can open their mobile app and see the new exam in their timetable with all the details (date, time, room number, seat number if assigned).

Phase 2: Exam Day - Scanning Process

Step 1: On the day of the exam, the invigilator opens the scanner app on their phone or tablet and logs in with their credentials.

Step 2: The app shows a list of all active exam sessions happening today. The invigilator selects the current exam they are invigilating.

Step 3: The app confirms the exam details (course name, time, room) and activates the camera, ready for scanning QR codes.

Step 4: Students arrive at the exam room and form a queue. Each student shows their student ID card which has a QR code printed on it.

Step 5: The invigilator points the camera at the student's QR code. The app scans it instantly (takes less than 2 seconds).

Phase 3: Validation and Processing

What happens when a QR code is scanned:

Step 1: The system reads the student ID from the QR code.

Step 2: The system checks if this is a valid student in the database.

Step 3: The system checks if the student is registered for this specific exam.

Step 4: The system checks if the current time is within the allowed window (usually exam start time plus or minus 30 minutes).

Step 5: The system checks if the student is assigned to this room (or if they're in the wrong room).

Step 6: The system checks if the student has already been scanned for this exam (to prevent duplicate scans).

If everything is valid:

• The system marks the student as "Present" in the database
• The student immediately receives a notification on their phone: "Attendance confirmed for [Course Name]"
• The scanner app shows a success message: "✓ [Student Name] - Present"
• The student is added to the scanned list

If there's an issue (wrong room):

• The scanner app shows a warning: "Student assigned to Room X, not Room Y"
• The invigilator can choose to "Allow Anyway" (with a reason) or "Cancel"
• If allowed, the attendance is marked with an exception note
• If cancelled, the student is directed to the correct room

If student is late:

• The scanner app shows a warning: "Student is X minutes late"
• The invigilator can mark the student as "Present (Late)"
• The system records the actual arrival time and flags it as late
• The student still receives a confirmation notification

If student is not registered:

• The scanner app shows an error: "Student not registered for this exam"
• The invigilator can request manual approval from an administrator
• Or the invigilator can cancel and inform the student

Phase 4: Completion and Reporting

Step 1: After each successful scan, the student receives an instant notification on their phone confirming their attendance.

Step 2: The administrator's dashboard automatically updates in real-time, showing the latest attendance numbers.

Step 3: The invigilator can view the attendance list at any time during the scanning process to see who has been scanned and who is still missing.

Step 4: Once all students have been scanned (or the scanning window closes), the invigilator can review the complete attendance list.

Step 5: The administrator can generate detailed attendance reports showing who was present, who was absent, who was late, and any exceptions that occurred.

Step 6: Students can check their mobile app to see their attendance status updated and view their attendance history.