Ganpat University uses biometric face-recognition machines for student attendance. While this ensures accurate and secure tracking, the initial onboarding of over 6,000 students each year, involving manual face scans, was a slow and resource-intensive process.
To address this, we built a smart data onboarding and notification system that reduced setup time, eliminated manual work, and improved parent communication.
Problem
– Every year, 6,000+ students had to be physically scanned on biometric machines to register their faces.
– This process caused long queues, wasted faculty time, and delayed attendance automation.
– No real-time parent notification system was in place for daily absenteeism.
Our Solution
We developed a custom platform to simplify the onboarding and automate notifications:
1. Facial Data Collection via Email
– Integrated with Ganpat University’s student database.
– Students received a secure email link to upload their face images from any device.
– The system auto-linked the submitted data with the student ID and prepared it for the biometric machine.
2. Automated Biometric Feed
– Collected images were processed and formatted to match the biometric machine’s requirements.
– Bulk upload reduced manual scanning time from weeks to a few hours.
3. Daily WhatsApp Absence Alerts
– Integrated with the Meta WhatsApp API.
– Every day, the system automatically detects absent students.
– Sends personalized WhatsApp messages to parents, improving transparency and engagement.
Implementation Details
• Student Sync: Pulled student records from existing ERP system
• Face Submission Portal: Email-based portal for secure image upload
• Biometric Integration: Converted and uploaded image data to biometric attendance machines
• WhatsApp Alerts: Scheduled daily alerts to absent students’ parents
• Job Scheduler: Used Hangfire (.NET) to manage scheduled tasks and data sync
Impact 🎯
| Metric | Before Implementation | After Implementation |
| Face Data Setup Time | 2–3 weeks | Under 2 days |
| Manual Scanning Effort | High (6,000+ scans/year) | Near zero |
| Parent Notification | None | Real-time via WhatsApp |
| Student Onboarding | In-person only | Remote (email-based) |
Tech Stack
- Backend: .NET Core + SQL Server
- Scheduler: Hangfire
- Biometric Sync: Custom API integrations with biometric device vendor
- Messaging: WhatsApp Business API (Meta) + SMTP (Email)
- Deployment: Windows Server + IIS