For Students
How to Create an Account
1 Go to the Student Portal on the home page
2 Click "Register now"
3 Enter your:
- Student ID (7-10 digits, numbers only)
- Full name
- UG email (@st.ug.edu.gh or @ug.edu.gh)
- Create a password (8+ characters with uppercase, lowercase, and number)
4 Click "Create Account"
After registration: You will be logged in automatically.
How to Check In to a Class
1 Your lecturer will display a QR code on screen
2 Open your phone's camera or a QR scanner app
3 Scan the QR code
4 You will be taken to the check-in page
5 Enter your Student ID
6 First time only: Register your fingerprint or Face ID
7 Allow GPS location access when prompted
8 Click "Check In"
Check-in complete! Your attendance is recorded immediately.
Tip: You can also check in from your dashboard if there is an active session.
How to View Your Attendance
1 Log in to the Student Portal
2 You will see your
Dashboard with:
- Overall attendance percentage
- Course-by-course attendance
- Progress bars for each course
3 Click the "History" tab to see all past check-ins
4 Click "Schedule" to view your class timetable
Tip: You can export your attendance history to Excel using the "Export" button.
How to Set Up Your Timetable
1 Go to the "Schedule" tab
2 Click "Edit Class Timetable"
3 Add your classes with day, time, and location
4 Your timetable will appear on the calendar
Tip: You can also add personal study times.
How to Use Biometric (Fingerprint or Face ID)
1 When you check in for the first time, you will be prompted to register
2 Follow your device's instructions (fingerprint scan or face scan)
3 After registration, you will use biometric for all future check-ins
Note: Your biometric is stored only on YOUR device. The system never sees your actual fingerprint or face.
For Lecturers
How to Register
1 Obtain a Unique ID (UID) from your department administrator
2 Go to Lecturer Sign In then click "Register with Unique ID"
3 Enter your:
- Unique ID (LEC-XXXXXXXXXX)
- Full name
- Email
- Department
- Create a password
4 Click "Create Account"
How to Start a Session
1 Log in to the Lecturer Dashboard
2 Go to "My Courses"
3 Click "Start Session" on the course you are teaching
4 Choose:
- Duration: How long the session will last (5 to 180 minutes)
- Check-in Radius: How close students must be (10 to 100 meters)
- Security Mode: Enhanced (GPS + Sonic + Biometric) or Standard (GPS + Biometric)
5 Click "Get Current Location" (requires GPS access)
6 Click "Start Session"
7 Display the QR code on screen or share the link with students
Session active! Students can now scan the QR code to check in.
How to View Attendance
1 Go to "Attendance Records" tab
2 Select year, semester, and course
3 Click "Load Sessions"
4 You will see all sessions with check-in lists
5 Click "Download Excel" to export attendance
How to Do Manual Check-in
1 Go to "Attendance Records" tab
2 Click "Manual Check-in" button
3 Select the session (if multiple)
4 Enter the student's ID and name
5 Click "Check In"
Tip: Use "Bulk Upload" to check in multiple students at once using an Excel file.
How to End a Session
1 Go to "Active Sessions" tab
2 Find the active session
3 Click "End Session"
4 Confirm to end the session
Tip: Sessions also expire automatically after the duration ends.
How to Generate Reports
1 Go to "Reports" tab
2 Select year, semester, and course
3 Click "Generate Report"
4 View cumulative attendance with:
- Each student's attendance percentage
- Status (Good Standing, At Risk, or Critical)
- First and last check-in dates
5 Click "Export Excel" to download the report
For Teaching Assistants
How to Register
1 Receive an invitation code from your lecturer
2 Go to TA Sign In then click "Register here"
3 Enter your invitation code and details
4 Create a password and register
Note: TAs have limited permissions:
- Start and end sessions
- View attendance records
- Generate reports
- Perform manual check-ins
TAs CANNOT add other TAs or modify course settings.
How to Switch Between Lecturers
1 If assigned to multiple lecturers, you will see a "Switch Lecturer" button
2 Click it to choose which lecturer's dashboard to view
For Administrators
Super Admin vs Co-Admin
Super Admin: Full system access (manage all departments, users, settings)
Co-Admin: Department-only access (manage only their assigned department)
How to Generate Lecturer UIDs
1 Log in as Administrator
2 Go to "Unique IDs" tab
3 Enter lecturer's email, name, and department
4 Click "Generate ID and Send"
5 The lecturer will receive the UID via email
How to Manage Lecturers
1 Go to "Lecturers" tab
2 Filter by department or status
3 Actions:
- Suspend: Temporarily block access
- Unsuspend: Restore access
- Remove: Permanently delete account
- Details: View lecturer information and stats
How to Approve Co-Admin Applications
1 Go to "Co-Admins" tab
2 See pending applications
3 Click "Approve" or "Reject"
4 Approved co-admins receive login instructions via email
How to Manage Departments
1 Go to "Departments" tab (Super Admin only)
2 Add new departments or edit existing ones
3 Disable departments that are no longer active
How to Set System Settings
1 Go to "Settings" tab
2 Set Global Minimum Attendance percentage (default 75%)
3 This applies to ALL students across ALL courses
How to Backup Data
1 Go to "Backup and Recovery" tab
2 Click "Create Backup Now" for manual backup
3 Enable Automatic Backup to schedule daily backups
4 Use "Restore" to recover data from a backup
Frequently Asked Questions
Q: I forgot my password. What do I do?
A: Click the "Forgot Password" link on the login page. Enter your email, and you will receive a reset link.
Q: Why do I need to allow location access?
A: The system uses GPS to verify you are physically in the classroom. This prevents attendance fraud.
Q: What if I do not have biometric (fingerprint or Face ID) on my device?
A: You can still check in, but your lecturer may need to do a manual check-in. Contact your lecturer for assistance.
Q: Can I check in from home?
A: No. You must be within the GPS radius set by your lecturer, typically the classroom building.
Q: I got a new phone. How do I transfer my biometric?
A: Contact your lecturer to reset your passkey. You will receive a link to register your new device.
Q: How long does a session last?
A: Lecturers set the duration from 5 to 180 minutes. The session ends automatically when time expires.
Q: Can I see my attendance history?
A: Yes. Log in to the Student Portal and go to the "History" tab.
Q: The QR code will not scan. What do I do?
A: Ask your lecturer to display it again or share the link. You can also ask for a manual check-in.
Q: Is my data secure?
A: Yes. Passwords are hashed, biometric data never leaves your device, and all communication is encrypted.
Q: Who do I contact for help?
A: Email support@ug.edu.gh or visit the Main Library, Level 2 - IT Help Desk.
Need More Help?
Email: support@ug.edu.gh
Phone: +233 (0) 30 123 4567
Location: Main Library, Level 2 - IT Help Desk, University of Ghana, Legon
Hours: Monday-Friday 8:00 AM - 5:00 PM, Saturday 9:00 AM - 1:00 PM