Smart Attendance System Using RFID

ACKNOWLEDGEMENT

We would like to express our sincere gratitude to all those who supported and guided us
throughout the completion of our mini project titled "Smart Attendance System Using
RFID."

First and foremost, we are extremely thankful to our project guide, Prof. Deepa Pandit ,
for their valuable guidance, constant support, and constructive suggestions, which greatly
contributed to the success of our project.

We would also like to thank our respected Head of Department, Prof. S. L. Lahudkar ,
for providing us with the necessary resources and a conducive environment to work on this
project.

Our heartfelt thanks to all the faculty members of the Electronics and Telecommunication
Engineering Department for their continuous encouragement and motivation.

We are also grateful to our teammates for their cooperation, dedication, and team spirit
throughout the duration of the project. Lastly, we extend our sincere thanks to our families
and friends for their moral support and encouragement.

Team Members:

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ABSTRACT

This project addresses the inefficiencies of traditional attendance systems, which are time-
consuming, error-prone, and susceptible to proxy attendance. To overcome these
limitations, we developed a Smart Attendance System Using RFID, designed to automate
the attendance process in educational institutions.

The system introduces novelty by integrating RFID technology with cloud-based services
such as Google Sheets and email automation. Each student is issued a unique RFID tag,
which, when scanned, automatically logs attendance into a centralized Google Sheet.
Simultaneously, an email notification is sent to the respective student, confirming their
attendance.

The implementation utilizes an ESP8266 NodeMCU, an RFID reader (RC522), and

Google Apps Script to achieve seamless data transmission and communication. This
approach eliminates manual entry, reduces administrative workload, and ensures
transparency for students.

Results demonstrate a reliable and real-time attendance marking system with successful
data logging and automated email delivery. The system is scalable, user-friendly, and
suitable for academic institutions aiming to digitize their attendance processes.

Keywords: RFID, IoT, Smart Attendance, Google Sheets API, Email Notification,
NodeMCU, Automation.

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CONTENTS

Acknowledgement i

Abstract ii

Table of Contents iii

List of Tables vi

List of Figures vii

Abbreviations viii

Chapter Contents Page No.

1 Introduction 9
1.1 Background
1.2 Problem Statement
1.3 Objective of the Project
1.4 Scope of the Project
2 Literature Survey 10
2.1 Overview
2.2 Review of Existing Systems and
Technologies
2.2.1 Manual Attendance Systems
2.2.2 Barcode-Based Systems
2.2.3 Biometric Attendance Systems
2.2.4 RFID-Based Systems
2.3 Research References and Similar Works
2.4 Gaps Identified in Existing Systems
2.5 Contribution of This Project
3 System Specification 13
3.1 Overview

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3.2 Hardware Requirements

3.3 Software Requirements

3.4 Functional Requirements

3.5 Non-Functional Requirements

4 Block Diagram / Description 17
4.1 Overview
4.2 Block Diagram Description
5 Circuit Diagram / Description in Detail 19
5.1 Overview
5.2 Circuit Diagram Description
5.3 Key Notes for Implementation
6 System Design 23
6.1 Overview
6.2 Hardware Design
6.3 Software Design
6.4 Workflow Summary
7 Software Development / PCB Design 25
7.1 Software Development
7.2 PCB Design (Printed Circuit Board)
7.3 Schematic to PCB Transition (Using Zero
PCB)
7.3.1 Planning the Layout
7.3.2 Component Placement
7.3.3 Soldering Connections
7.3.4 Power Lines and Grounding
7.3.5 Testing and Debugging
7.3.6 Final Touches
8 Troubleshooting / Debugging 29
8.1 Introduction

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8.2 Common Issues Faced and Their Solutions

8.3 Debugging Tools and Techniques
8.4 Final Testing
9 Results and Analysis 31
9.1 Results
9.2 Performance Evaluation
9.3 Analysis
10 Advantages & Applications 33
10.1 Advantages
10.2 Applications
11 Conclusion 35
References 36
Appendix / Data Sheets 37

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LIST OF TABLES

Table Title Page No.

1 Abbreviations 8

2 Hardware Requirements 13

3 Software Requirements 14

4 Appendix / Data Sheets 37

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LIST OF FIGURES

Figure Title Page No.

1 Block Diagram of Smart Attendance 18
System Using RFID

2 Circuit Diagram 22

3 Schematic to PCB Transition (Using Zero 28

PCB)

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ABBREVIATIONS

RFID Radio Frequency Identification

IoT Internet of Things

UID Unique Identification

MCU Microcontroller Unit

API Application Programming Interface

SMTP Simple Mail Transfer Protocol

HTML HyperText Markup Language

HTTP HyperText Transfer Protocol

URL Uniform Resource Locator

Table : 1

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Chapter 1: Introduction

1.1 Background

Attendance monitoring is an essential aspect of academic and organizational environments.

Traditional methods of taking attendance are time-consuming, error-prone, and susceptible
to proxy attendance. With advancements in automation and the Internet of Things (IoT),
there is a growing need to shift towards smart attendance systems that are efficient,
accurate, and real-time.

1.2 Problem Statement

Manual attendance systems lead to unnecessary time consumption and lack real-time
tracking. There is also no proper notification or alert mechanism for students or employees
regarding their attendance status. Hence, there is a need for an automated system that marks
attendance, stores the data, and sends notifications.

1.3 Objective of the Project

The objective of this project is to design and implement a smart attendance system using
RFID technology, which:

• Automatically records attendance to a Google Sheet.

• Sends an email notification to the individual student.

• Provides a reliable and real-time attendance tracking solution.

1.4 Scope of the Project

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The system can be implemented in schools, colleges, coaching centers, and even in office
environments for employee attendance. The use of cloud-based data storage and
notification enhances accessibility and transparency. It also reduces manual efforts,
improves accuracy, and saves time.

Chapter 2: Literature Survey

2.1 Overview
An effective and reliable attendance management system is essential for maintaining
accurate records in educational and professional environments. Over the years, several
methods have been adopted to streamline attendance tracking, ranging from manual entry
to biometric and RFID-based systems. This chapter surveys existing systems, their
evolution, and the gaps that still exist, which our project aims to address.

2.2 Review of Existing Systems and Technologies

2.2.1 Manual Attendance Systems
Traditional attendance systems involve manually calling roll numbers or signing on
registers. Though simple and inexpensive, these systems are:
• Time-consuming.
• Error-prone.
• Vulnerable to proxy attendance and manipulation.
• Not scalable for large groups.
2.2.2 Barcode-Based Systems
Barcodes were introduced as a cost-effective way to automate attendance. Each user carries
a card with a printed barcode which is scanned to mark presence. While faster than manual
methods, barcode systems suffer from:
• Wear and tear of printed codes.
• Requirement of line-of-sight scanning.
• Lack of real-time data storage.
2.2.3 Biometric Attendance Systems
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These systems use fingerprint, face, or retina recognition to verify identity and mark
attendance. They are considered secure and reliable but face challenges such as:
• Hygiene concerns (especially post-COVID-19).
• Sensor failures due to dirty or damaged fingers.
• Higher setup cost and maintenance.
• No built-in cloud integration or user notification.
2.2.4 RFID-Based Systems
RFID systems are widely used due to their speed and ease of use. Each student is given an
RFID card, which when scanned, records attendance. These systems:
• Are contactless and quick.
• Work even if the card is inside a wallet or bag.
• Often store data locally or in school databases.
• Lack real-time cloud connectivity and student notification features in most basic
implementations.

2.3 Research References and Similar Works

• “RFID Based Attendance System” by Patel et al. (2018) demonstrated the basic
idea of using RFID for marking attendance but did not include cloud storage or real-
time notification features.
• “IoT Based Smart Attendance System Using NodeMCU” (Sharma et al., 2020)
explored the use of NodeMCU with Google Sheets integration, but lacked
personalized communication like email updates.
• Google Apps Script integration with IoT (various online tutorials and open-
source projects) inspired the idea of combining RFID hardware with cloud services
like Google Sheets and Gmail API.

2.4 Gaps Identified in Existing Systems

Despite various advancements, the current systems still face limitations such as:
• Absence of real-time cloud updates.
• Lack of feedback/notification to the user.
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• Higher costs in case of biometric implementations.

• Inconvenience in managing physical records or offline databases.

2.5 Contribution of This Project

The Smart Attendance System Using RFID provides the following enhancements:
• Seamless integration with Google Sheets for cloud-based attendance logging.
• Real-time email notification to the respective student after attendance is recorded.
• Use of NodeMCU (ESP8266) for internet connectivity, keeping the system low-
cost and efficient.
• Simple, scalable architecture suitable for both small and large institutions.
This project bridges the gap between hardware-based attendance tracking and intelligent
cloud-based communication, offering both efficiency and transparency.

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Chapter 3: System Specification

3.1 Overview

This chapter outlines the hardware and software specifications required to design and
implement the Smart Attendance System. The choice of components is based on factors
such as cost-effectiveness, availability, ease of integration, and compatibility with cloud-
based services.

3.2 Hardware Requirements

Sr.
Component Specification / Description
No.

Microcontroller with built-in Wi-Fi for IoT

1 NodeMCU (ESP8266)
applications

Reads RFID tags/cards using 13.56 MHz

2 RFID Reader (RC522)
frequency

3 RFID Tags/Cards Unique UID used to identify students

Breadboard & Jumper

4 For circuit prototyping and connections
Wires

5 Power Supply 5V USB supply or battery for NodeMCU

6 LCD (Optional) For displaying card scan messages

7 Buzzer/LED To give feedback on successful card scan

Table : 2
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The hardware implementation of the Smart Attendance System involves a combination of

low-cost and reliable electronic components. At the core of the system lies the NodeMCU
(ESP8266), a powerful microcontroller that supports Wi-Fi connectivity and serves as the
bridge between the RFID module and the internet. To detect and identify students, the
MFRC522 RFID reader module is used, which operates at 13.56 MHz and can read RFID
tags or cards with a unique identifier (UID). Each student is assigned an RFID card or
keychain, which acts as their identity during the attendance process. Additional components
such as a breadboard and jumper wires are used to create the circuit connections temporarily
during prototyping. To provide user feedback upon a successful scan, optional components
like an LED or buzzer can be included. The entire system is powered through a 5V USB
source or a battery, depending on the application environment. If desired, an LCD module
can also be integrated to display messages or student names during card scanning.

3.3 Software Requirements

Sr.
Software / Tool Purpose
No.

1 Arduino IDE Writing and uploading code to NodeMCU

2 Google Sheets Cloud-based storage of attendance data

Script to automate sheet updates and email

3 Google Apps Script
notifications

IFTTT / Webhooks
4 For triggering events via the internet (if used)
(optional)

Required to program and connect NodeMCU to

5 ESP8266 Libraries
Wi-Fi

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Sr.
Software / Tool Purpose
No.

Library for interfacing RFID reader with

6 MFRC522 Library
NodeMCU

7 Internet Connectivity Required for real-time syncing to Google Sheet

Table : 3

The software architecture of the project is designed to support seamless integration between
hardware components and cloud-based services. The Arduino IDE is used to write,
compile, and upload the program code to the NodeMCU microcontroller. Several essential
libraries are installed, including the MFRC522 library for RFID functionality and the
ESP8266WiFi library to enable internet access. To log attendance in real-time, a Google
Sheet is used as the cloud storage platform. This sheet is connected to the microcontroller
using Google Apps Script, which enables the system to update data remotely and send
emails automatically upon each scan. Email functionality is handled via built-in Google
services, triggered by events coded in the script. The system also supports the use of
Webhooks or services like IFTTT for more advanced automation, though they are optional.
The software requirements ensure that the system remains light, responsive, and fully
functional even with limited computing resources.

3.4 Functional Requirements

The Smart Attendance System must be capable of accurately identifying each student using
a unique RFID card. Once scanned, the system should immediately record the attendance
by logging the student’s details into a pre-linked Google Sheet in real-time. It must also be
able to send an automatic email notification to the respective student confirming that their
attendance has been marked successfully. The system should establish a stable Wi-Fi

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connection through the NodeMCU (ESP8266) and maintain communication with Google’s
cloud services without interruptions. In addition, the system should include optional
feedback mechanisms such as a buzzer or LED to inform the user that their card has been
successfully scanned. The system should support multiple scans per session and filter
duplicate entries, ensuring that attendance is recorded only once per person for a given time
period.

3.5 Non-Functional Requirements

The system should be highly reliable, ensuring that attendance is recorded without data loss
or errors, even during continuous usage. It must provide a fast response time, with
attendance marking and email confirmation completed within a few seconds. Scalability is
essential; the system should be easily extendable to accommodate more students without
major hardware or software modifications. The system should have a user-friendly
interface for administrators to view attendance records directly through Google Sheets.
Additionally, the overall setup should be cost-effective, energy-efficient, and compact for
easy installation in classrooms or offices. Security of data and restricted access to the
Google Sheet should also be ensured to prevent unauthorized modifications. Furthermore,
the system should perform consistently under varying Wi-Fi conditions, with automatic
reconnection capability in case of temporary disconnection.

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Chapter 4: Block Diagram / Description

4.1 Overview
The block diagram is a high-level representation of the components involved in the system
and their interactions. It outlines how each hardware and software module works together
to automate the attendance process and notify students in real-time. The system primarily
consists of an RFID Reader, NodeMCU (ESP8266), a Wi-Fi router, Google Sheets, and the
Gmail server for notifications.

4.2 Block Diagram Description

The block diagram illustrates the logical flow and interaction between the core components
of the Smart Attendance System. At the entry point of the system is the RFID Reader
(RC522), which continuously waits for an RFID tag/card to be presented. Each student is
assigned a unique RFID card containing a specific UID (Unique Identification Number).
When the card is brought near the RFID reader, the UID is captured and immediately sent
to the NodeMCU (ESP8266) microcontroller for processing.
The NodeMCU, which is pre-programmed using the Arduino IDE, plays a critical role in
connecting the hardware to the internet using onboard Wi-Fi capabilities. It processes the
UID and formats it into a recognizable form (e.g., Name, Roll Number, Timestamp) before
sending it to a cloud-based system.
Next, the NodeMCU sends this data using HTTP POST requests to a Google Apps Script
Web App, which acts as a middleware between the microcontroller and the Google Sheet.
This script is responsible for receiving the attendance data and updating it in real-time to
the correct row and column in the Google Sheet. This method provides centralized, easily
accessible, and secure data storage.
Simultaneously, the same Google Apps Script triggers an automated email notification
to the respective student’s registered email address. This email acts as an instant
confirmation that their attendance has been successfully recorded.

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For physical feedback, the system can also activate an LED or buzzer (optional
components) connected to the NodeMCU. The LED might blink or the buzzer might beep
once to inform the user that their card has been scanned correctly, giving a simple user-
friendly interface without any display.
This modular and real-time approach ensures accurate, automated attendance management
with direct cloud updates and instant student communication — all while using low-cost
and energy-efficient hardware.

Fig 1 : Block Diagram of Smart Attendance System Using RFID

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Chapter 5: Circuit Diagram / Description in Detail

5.1 Overview

This chapter presents the complete wiring and electrical connections of the components
used in the system. The purpose of the circuit diagram is to ensure correct interfacing
between the NodeMCU microcontroller, RFID reader, and optional feedback devices like
an LED or buzzer.

5.2 Circuit Diagram Description

The circuit for the Smart Attendance System is built around the NodeMCU ESP8266
microcontroller, which integrates both microprocessing and Wi-Fi capabilities in a compact
board. The RFID Reader module (RC522) is interfaced with the NodeMCU using the SPI
communication protocol, which ensures reliable and fast data transfer. The wiring between
the RFID module and NodeMCU is carefully assigned to the correct GPIO pins to ensure
seamless operation.

The SDA (SS) pin of the RC522 is connected to D2, while the SCK, MOSI, and MISO pins
are connected to D5, D7, and D6, respectively. These connections establish the SPI bus.
The 3.3V power supply from NodeMCU is used to power the RC522 module, as this
module is not tolerant of 5V input and may get damaged if supplied incorrectly. The GND
pin is connected to the common ground, ensuring that all components operate on a shared
electrical reference.

In addition to the main communication link, user feedback mechanisms like an LED and
buzzer are optionally connected. The LED is used to blink upon a successful scan, and the
buzzer emits a beep sound to provide audio confirmation. These are connected to GPIO
pins such as D1 and D0 and controlled through the code running on NodeMCU.

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A breadboard is used in the prototyping stage to assemble the components without

soldering. Jumper wires provide flexibility in connecting and rearranging the components
as required. For long-term use, these connections can be moved to a PCB for durability and
compactness.

• SDA (SS) pin of the RC522 is connected to D2 (GPIO4) on NodeMCU

• SCK to D5 (GPIO14)

• MOSI to D7 (GPIO13)

• MISO to D6 (GPIO12)

• IRQ is generally not used and left unconnected

• GND to GND

• 3.3V to 3.3V pin on NodeMCU (important: RC522 should not be powered with 5V)

In addition, an LED and buzzer can be connected to available GPIO pins such as D1
(GPIO5) and D0 (GPIO16) respectively. These components are triggered by the NodeMCU
to provide user feedback after a successful card scan.

The NodeMCU is powered via USB connection or a regulated 5V supply. A common

breadboard is used for prototyping, with jumper wires making all required interconnections.

5.3 Key Notes for Implementation

When implementing the circuit, it's crucial to maintain consistent voltage levels across all
components. The RC522 module should always be connected to the 3.3V supply, and not
to 5V, to avoid permanent damage to its internal circuitry. Additionally, the NodeMCU
operates on 3.3V logic, so all attached peripherals must be compatible with this voltage
level.

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Another important factor is the stability of the circuit connections. Loose jumper wires or
poor breadboard contact can cause intermittent issues during scanning or data transmission.
It is recommended to keep the wires short and secure, and avoid overlapping connections
to prevent interference or miscommunication between the modules.

Moreover, grounding all components to a common GND pin ensures electrical stability,
especially in circuits where Wi-Fi and wireless communication are involved. Even small
voltage mismatches due to floating grounds can result in erratic behavior.

For environments that require more robust and long-term installations, transitioning from
a breadboard to a custom-designed Printed Circuit Board (PCB) is highly advised. A
PCB will minimize loose connections, improve aesthetics, and provide greater reliability.
Additionally, enclosures can be used to protect the components from physical damage or
environmental exposure.

Lastly, always test each part of the circuit step-by-step during assembly to isolate any errors
early and ensure smoother integration with the software part of the project.

• Use 3.3V logic level for the RC522 module to prevent damage.
• All grounds must be commonly connected to ensure stable operation.
• Keep connections short and secure to avoid signal interference.
• For long-term use, consider designing a custom PCB instead of a breadboard.

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Fig 2 : Circuit Diagram

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Chapter 6: System Design

6.1 Overview
The system design outlines the logical and structural approach used to build the project,
including how the various hardware and software modules work together to achieve the
goal of automatic attendance marking with email notification. This section describes the
internal working, workflow, and design decisions made to ensure the system’s accuracy,
efficiency, and usability.

6.2 Hardware Design

The hardware design follows a modular and compact layout that integrates the RFID reader,
NodeMCU microcontroller, power supply, and optional user feedback components. The
layout is designed to keep all the components within a small physical footprint, making the
system suitable for wall mounting near classroom doors or entry points.
During the prototyping phase, all components are assembled on a breadboard for easy
debugging and testing. Once verified, the design can be transferred to a PCB layout for
permanent installation. Power is supplied either via USB or a regulated 5V supply, with the
NodeMCU internally stepping it down to 3.3V where necessary. Care is taken in the
hardware design to avoid overloading GPIO pins and to ensure all connections are stable
and consistent, especially for the SPI bus between the RFID module and NodeMCU.

6.3 Software Design

The software architecture of the system is event-driven and cloud-connected. The
embedded code is written in C/C++ using the Arduino IDE and runs on the NodeMCU.
The program initializes the RFID reader and Wi-Fi connectivity at boot, then enters a loop
where it continuously checks for RFID scans. Upon scanning, the UID is extracted and
compared with pre-stored data (if required), and then transmitted to a Google Apps Script
via a POST request.
The Google Apps Script acts as the backend logic. It receives incoming data, records it in
a structured Google Sheet, and triggers a function to send an automated email to the student.
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The script is hosted on Google’s servers and remains active as long as the linked Web App
URL is valid.
Error handling is implemented to manage situations like network disconnection or duplicate
scans. Additionally, delay functions and conditional checks are used to debounce the RFID
reader and prevent multiple entries from a single scan.

6.4 Workflow Summary

1. System Initialization – NodeMCU powers up, connects to Wi-Fi, initializes RFID.
2. Card Scanning – RFID tag is scanned; UID is captured.
3. Data Processing – UID is formatted and sent to Google Apps Script.
4. Attendance Logging – Google Script adds data to Google Sheet.
5. Email Notification – Script sends an email to the student.
6. User Feedback – LED blinks or buzzer beeps to confirm success.

This design ensures a smooth, responsive, and user-friendly operation, leveraging the
benefits of IoT and cloud services for a modern attendance system.

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Chapter 7: Software Development / PCB Design

7.1 Software Development

The software portion of this project is divided into two major segments:

A. Microcontroller Programming (NodeMCU – ESP8266)

The embedded program is written using the Arduino IDE in C/C++ language. It primarily
does the following:
• Initializes communication with the RC522 RFID Reader via SPI protocol.
• Connects to a Wi-Fi network using hardcoded SSID and password.
• Listens for RFID scans in the main loop.
• Extracts the UID from the RFID tag.
• Sends the UID and current timestamp to the Google Apps Script as an HTTP POST
request.
Key Libraries Used:
• SPI.h
• MFRC522.h (for RFID)
• ESP8266WiFi.h (for Wi-Fi)
• ESP8266HTTPClient.h (for HTTP requests)
Proper error handling and network reconnection logic are included to ensure reliability.

B. Google Apps Script (Web Backend)

The Google Apps Script acts as the cloud backend:
• Receives data from NodeMCU via HTTP POST.
• Updates the Google Sheet with timestamp, student UID, and name.
• Sends an email notification to the corresponding student using the
MailApp.sendEmail() function.
This script is deployed as a Web App, with permissions set to allow external access via
HTTP.

7.2 PCB Design (Printed Circuit Board)

The PCB design represents a crucial step in moving the project from a temporary prototype
stage to a reliable, long-term hardware solution. The purpose of designing a PCB is to
organize all electronic components in a compact, durable, and logically structured format
that ensures minimal signal interference and consistent performance.
In this project, the PCB includes the following essential components and interfaces:
• NodeMCU ESP8266: The heart of the system, responsible for reading the RFID
data and communicating with the cloud.
• RC522 RFID Module: Interfaced with the NodeMCU through SPI protocol,
mounted using header pins for easy replacement or servicing.
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• 16x2 LCD Display (with I2C Module): Added to display messages such as “Scan
your card,” “Attendance marked,” or “Unknown card.” This enhances the user
interface and provides immediate feedback.
• Buzzer: Connected to a digital pin of NodeMCU to beep once after successful
attendance marking.
• Power Supply Input: Either via a micro-USB connector or a regulated 5V header
input. The NodeMCU internally regulates this to 3.3V as needed.
• I2C Pull-up Resistors (if needed): For reliable LCD communication over I2C.
• Mounting Holes and Silk Screen Labels: For easy enclosure fitting and
component identification.
The LCD is connected using I2C protocol, which uses only two pins (SDA and SCL),
allowing minimal wiring complexity and freeing up other GPIO pins for additional
functionality. The layout keeps all communication lines as short and direct as possible,
especially the SPI lines used for the RFID module, to avoid data loss or noise.
Care is also taken in grounding and power distribution by using a solid ground plane and
ensuring separate routing for power and data lines. Bypass capacitors can be placed near
the power pins of critical modules to suppress voltage fluctuations.
To facilitate assembly and testing, female header sockets are used for the NodeMCU,
LCD, and RFID module. This makes it easier to replace individual components without
soldering, which is especially useful in academic or project environments.
For mass deployment or professional enclosures, the PCB design can be exported as
Gerber files and sent to fabrication services.

7.3 Schematic to PCB Transition (Using Zero PCB)

In this project, instead of designing a printed circuit board through CAD tools like KiCad
or EasyEDA, we adopt the Zero PCB (stripboard) approach for creating the hardware
layout. This method is especially useful for academic and mini-projects due to its low cost,
simplicity, and ease of manual soldering.
A Zero PCB is a pre-drilled board with a grid of copper pads or horizontal/vertical tracks.
It allows components to be mounted and connected manually using soldering wires or
jumper wires instead of etched copper traces.

The transition from circuit schematic to physical layout using a Zero PCB involves the
following steps:
7.3.1 Planning the Layout:
Begin by sketching a layout on paper that reflects the logical grouping of components—
keeping the NodeMCU in the center, the RFID reader and LCD to one side, and peripherals
like the buzzer nearby. Plan efficient routing paths for connections to minimize wire
crossing and clutter.
7.3.2 Component Placement:
Place the main modules (NodeMCU, RFID, and LCD) carefully on the board ensuring
enough space between them for wiring. Use female headers for the NodeMCU and
modules like the RC522 and LCD so they can be easily removed or replaced if needed.
7.3.3 Soldering Connections:

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Connections between the components are made using thin insulated copper wires or
jumper wires on the underside of the PCB. The wires are carefully routed and soldered
point-to-point to replicate the schematic. Avoid creating solder bridges between pads and
ensure clean joints.
7.3.4 Power Lines and Grounding:
Special care is taken for power (VCC/3.3V/5V) and GND lines. It is recommended to use
thicker wires for power rails and ensure a common ground across all modules. You can
use bus lines or dedicated copper tracks on the stripboard for this purpose.

7.3.5 Testing and Debugging:

After all connections are soldered, the circuit is tested module by module to verify proper
working. It’s important to test for continuity, short circuits, and correct voltage levels
using a multimeter before powering the board with the NodeMCU.
7.3.6 Final Touches:
Once the board is tested and verified, apply hot glue or insulation to secure wires and
components. Optionally, a casing or box can be used to protect the assembly from physical
damage.

This method promotes hands-on learning and understanding of circuit routing and is ideal
for student projects. It also helps develop practical soldering skills and introduces real-
world challenges in circuit building.

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Smart Attendance System Using RFID

Fig 3 : Schematic to PCB Transition (Using Zero PCB)

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Chapter 8: Troubleshooting / Debugging

8.1 Introduction
During the development and testing of the Smart Attendance System, several issues may
arise related to hardware interfacing, software logic, power supply, or connectivity. This
chapter highlights the key challenges encountered and the steps taken to identify and
resolve them. Debugging is a crucial phase to ensure the final system works reliably and
consistently under real-world conditions.

8.2 Common Issues Faced and Their Solutions

During the development and testing of the Smart Attendance System using RFID, several
technical issues were encountered, particularly in the hardware interfacing and
communication logic. One of the initial problems involved the RC522 RFID module, which
occasionally failed to detect RFID tags. After verifying the SPI connections between the
RC522 and NodeMCU, it was discovered that a loose solder joint and incorrect voltage
supply were the main culprits. Supplying a stable 3.3V and re-soldering the connections
resolved the issue. Another challenge arose when the NodeMCU failed to connect to the
Wi-Fi network. This was solved by verifying the SSID and password credentials,
improving signal strength by repositioning the device, and adding retry logic in the code
for better network resilience.
A particularly tricky problem involved communication with the Google Apps Script
backend. Although the microcontroller attempted to send data, the script was not logging
the attendance in the Google Sheet. On inspection, it was found that the deployment
permissions for the Web App were not correctly configured. Redeploying the script with
access set to "Anyone, even anonymous" fixed this issue. Additionally, the system failed
to send email notifications in some cases. This was addressed by ensuring correct recipient
email addresses were being picked from the sheet and that the email quota for Google Apps
Script had not been exceeded. The buzzer also failed to beep during early tests, which was
traced to an incorrect GPIO pin assignment and a damaged buzzer. Replacing the
component and adjusting the pin logic resolved the problem.

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8.3 Debugging Tools and Techniques

A variety of debugging tools and techniques were used to identify and resolve the issues
encountered throughout the project. The Serial Monitor in the Arduino IDE was the
primary tool for real-time monitoring and output tracing. It helped confirm whether the
system was reading RFID tags, connecting to Wi-Fi, and sending HTTP requests. A digital
multimeter proved essential for verifying voltage levels, checking continuity between
components, and ensuring proper grounding across the board. The team also used Postman
and a regular web browser to simulate HTTP POST requests to the Google Apps Script
Web App, which helped isolate problems in the backend logic. To provide visual cues
during debugging, LED indicators were used to show system states like Wi-Fi connection
and data transmission. These tools collectively streamlined the troubleshooting process and
ensured the final system was both stable and reliable.

8.4 Final Testing

After fixing the issues, the system was subjected to multiple real-use scenarios. Cards were
scanned in sequence, students received email notifications, and the data in the Google Sheet
was verified for accuracy and timestamp consistency.
The debugging and testing phase ensured that the system is robust, user-friendly, and
performs reliably under different environmental and network conditions.

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Chapter 9: Results and Analysis

9.1 Results
The implementation of the Smart Attendance System using RFID successfully achieved its
intended objectives. After rigorous testing and debugging, the final system was capable of:
• Detecting and reading RFID tags assigned to students with high accuracy.
• Sending UID data from the NodeMCU ESP8266 to a Google Sheet via a Google
Apps Script Web App.
• Logging attendance in real-time with date and time stamps in a structured Google
Sheet.
• Sending an email notification to the respective student immediately after their
attendance was marked.
• Displaying user-friendly messages like “Attendance Marked” or “Card Not
Recognized” on a 16x2 LCD display.
• Giving auditory feedback through a buzzer upon successful scan, ensuring intuitive
interaction.
The entire process—from scanning the RFID card to recording attendance and sending
email—takes approximately 2–3 seconds, ensuring the system is both quick and efficient
for real-world use in classrooms or small institutions.

9.2 Performance Evaluation

The system was tested with multiple RFID tags linked to different student names and email
IDs. It accurately distinguished between registered and unregistered cards. The Google
Sheet logging was consistent, with no missed entries observed during repeated trials.
Additionally, the email notification feature worked reliably and sent properly formatted
messages including the student name, date, and timestamp of attendance.
The Wi-Fi connectivity proved to be reliable as long as the NodeMCU was within a
reasonable range of the router. In cases of temporary disconnection, the system was
designed to attempt reconnection, thereby minimizing data loss. The use of a 16x2 LCD
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helped in providing immediate feedback to users, making the system more interactive and
reducing confusion.

9.3 Analysis
The Smart Attendance System addresses a major challenge in educational environments—
automating the attendance process and reducing manual errors. Compared to traditional
paper-based attendance or even biometric systems, this RFID-based approach is more cost-
effective, scalable, and faster. Furthermore, the integration with cloud services like Google
Sheets adds significant flexibility, allowing remote access to attendance data and easy
integration with other institutional software. The added feature of email notifications
enhances transparency and keeps students informed in real-time.
While the system works well in small to medium-sized setups, scalability can be further
enhanced by integrating it with databases or using RFID cards with extended memory. In
future versions, biometric verification or facial recognition can be added for enhanced
security.

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Chapter 10: Advantages & Applications

10.1 Advantages

Time-Saving

Marking attendance via RFID is significantly faster than manual entry. A single scan takes
less than 2 seconds, which drastically reduces the total time required for roll calls.

2)Accuracy and Reliability

The system minimizes human error by automating data entry into a Google Sheet. Each
RFID scan generates a timestamped record, ensuring reliable tracking of student
presence.

3)Paperless System
Attendance data is stored digitally, eliminating the need for paper registers and contributing
to a more sustainable, eco-friendly solution.

4)Real-Time Email Notification

Students receive an instant email confirming that their attendance has been marked. This
enhances transparency and serves as proof of attendance.

5)Cloud Integration
Data is stored in Google Sheets, which is accessible from anywhere with internet access.
This allows faculty or administration to monitor attendance without being physically
present.

6)Cost-Effective
Compared to biometric systems or advanced access control technologies, RFID-based
systems are relatively inexpensive while still providing efficient results.
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7)Ease of Use and Installation

The hardware setup is straightforward, and no complex training is required to operate the
system, making it ideal for educational institutions.

10.2Applications

1)Educational Institutions
Schools, colleges, and coaching classes can deploy the system to manage student
attendance efficiently.

2) Corporate Offices
Companies can use a similar system to track employee attendance and manage work hours
seamlessly.

3)Libraries
RFID cards can also serve as library cards for student login/logout or book borrowing
systems.

4)Event Management
Conferences and workshops can use this system for quick and contactless participant
check-ins.

5) Hostel Management
Used to monitor student movement and attendance in hostels or dormitories for safety and
tracking purposes.

6) Examination Halls

Ensures that only registered students enter the examination premises, reducing
impersonation or unauthorized entries.

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Chapter 11: Conclusion

The development and implementation of the Smart Attendance System using RFID has
successfully demonstrated how emerging technologies like RFID, cloud integration, and
IoT can be leveraged to solve real-world problems in educational environments. The project
addressed the key challenges of manual attendance systems — namely inefficiency, time
consumption, and human error — by introducing a fast, automated, and transparent
solution.
This system not only streamlined the process of recording attendance but also enhanced it
with features like real-time data logging to Google Sheets and instant email
notifications to students. These additions significantly improved the user experience and
provided reliable and accessible records. The incorporation of affordable and widely
available components such as the NodeMCU ESP8266, RC522 RFID reader, and 16x2
LCD display made the solution cost-effective and scalable.
Throughout the development phase, the team encountered and overcame several hardware
and software challenges. The debugging and troubleshooting process helped us gain hands-
on experience with embedded systems, network communication, and cloud-based data
handling.
In conclusion, the project is a successful step toward digital transformation in
attendance systems. It holds great potential for expansion, including features like
biometric verification, mobile app integration, or even facial recognition in future
iterations. The knowledge and skills acquired through this project will certainly be valuable
for future technical endeavors.

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References

[1] "RC522 RFID Reader Module Datasheet," Available:

https://components101.com/rc522-rfid-module

[2] Espressif Systems, "NodeMCU ESP8266 Datasheet," [Online]. Available:

https://www.espressif.com

[3] "How to Send Data to Google Sheets using ESP8266 and Google Apps Script,"
[Online]. Available: https://randomnerdtutorials.com

[4] A. A. Deshmukh, "RFID based Attendance System: A Review," International Journal

of Computer Applications, vol. 181, no. 26, pp. 1–4, Oct. 2018.

[5] M. Banzi and M. Shiloh, Getting Started with Arduino, 3rd ed., Maker Media, 2022.

[6] S. Monk, Programming Arduino: Getting Started with Sketches, 2nd ed., McGraw-
Hill Education, 2016.

[7] "I2C LCD Display: Interfacing with Arduino and ESP8266," [Online]. Available:
https://lastminuteengineers.com

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Appendix / Data Sheets

Component Name Application

RC522 RFID Reader Module Reads RFID tags to identify students.

NodeMCU ESP8266 Wi-Fi Sends data to Google Sheets and email through Wi-
Module Fi.

RFID Tags (Passive) Assigned to students for identity and attendance.

16x2 LCD Display (I2C) Displays system messages and attendance status.

Provides sound feedback when attendance is

Buzzer
marked.

Power Supply Powers the NodeMCU and connected components.

Table : 4

12.1 RC522 RFID Reader Module

• Operating Voltage: 3.3V

• Frequency: 13.56 MHz

• Communication: SPI/I2C/UART

• Application: Used for reading student RFID cards to identify users.

12.2 NodeMCU ESP8266 Wi-Fi Module

• Operating Voltage: 3.0–3.6V

• Flash Memory: 4MB

• Wi-Fi: IEEE 802.11 b/g/n

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• Application: Sends RFID data to Google Sheets via Wi-Fi and handles
cloud/email integration.

12.3 RFID Tags (Passive, 13.56 MHz)

• Memory: 1 KB

• Range: Up to 3–5 cm

• Application: Assigned uniquely to each student for identity recognition.

12.4 16x2 LCD Display (with I2C Module)

• Operating Voltage: 5V

• Display Capacity: 16 characters × 2 lines

• Communication: I2C

• Application: Displays real-time messages like “Attendance Marked.”

12.5 Buzzer

• Voltage: 3V – 5V

• Application: Provides auditory confirmation of successful scan.

12.6 Power Supply (USB or Adapter)

• Source: 5V USB supply

• Application: Powers the NodeMCU and peripherals

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