Location Confirmation

Note: This feature is only available with a license of Qwickly Attendance Pro.

Location Confirmation works in tandem with Check-In Mode to confirms a student's device is at or near a specified location. When utilizing the Location Confirmation feature, students must check in via the Qwickly Attendance Mobile App. Students will be notified in the App when this feature is enabled and will be prompted to allow location services.

Note, Qwickly does not track a student's location. Qwickly never receives the student's location, but instead, sends the defined location associated with the course to the student's device and the device sends back a confirmation to Qwickly whether the student is 'in-zone,' 'out-of-zone,' or if this cannot be determined, 'unable to determine.'

Note: If a student does not allow location services, the student's location will be noted as 'unable to determine.' 

Even if Location Confirmation is enabled, students will still be able to check in to class regardless of their location. If a student is detected as 'Out of the Zone,' they will not be prevented from checking in to the session and will still be marked present if they check-in. However, the student will be noted as checking in from 'Out of the Zone' in their attendance records. 

A user's geolocation service from their mobile device can sometimes be inaccurate for several reasons (poor connectivity, issues with geolocation services, etc.) For this reason, Location Confirmation does not prevent students from checking in to a session and does not automatically mark students as absent if they are detected as 'Out of the Zone' or if their location cannot be determined. 

Note: Location Confirmation is not currently compatible with the Large Course Enrollment (Check-In Only) option or the Concurrent Check-In feature. 

1. Administrative Set Up
   • Create a Room
   • Define the Location
   • Enable Location Confirmation
   • Associate Room to Course 
2. Instructor Experience 
3. Student Experience 

Administrative Set Up

Before an instructor can utilize the Location Confirmation feature, an administrator must create a Room, define a location for the Room, and associate the Room to the course. 

Create a Room

To create a Room, an administrator must first create a Campus and Building using the Location Manager. 

Note: Location Manager must be enabled by a Qwickly Representative during the current Beta period. Please submit a support ticket at https://goqwickly.com/support/ to have Location Manager enabled. 

More information on creating a Campus and Building in Location Manager is available at https://qwickly.zendesk.com/hc/en-us/articles/42613118332429-Location-Manager-Beta. 

Once you have created a Building in the Location Manager, you can add a Room to the Building. 

Once you have created a Building, select the 'Add Room' button. 

Next, complete the following fields:

• Floor (Optional): Add clarification on what floor of the Building the Room is located on
• Room Name or Number
• Room Type (optional): Add an additional descriptor for the Room (e.g. Lab, Lecture Hall, Auditorium)
• Capacity (optional): Specify room capacity details
• NFC Tags (optional): This is not required to create a Room, however NFC Tags must be configured to utilize NFC Check-In. More information on associating NFC Tag values to Rooms can be found at https://qwickly.zendesk.com/hc/en-us/articles/41599348309773-Associate-NFC-Tags-to-a-Room-in-Location-Manager. 
• Seating Grid: This is not required to create a Room, but can be utilized to create an Enterprise Seating Chart. 
• Latitude, Longitude, and GPS Radius: See below
• Active Status: This determines whether a Room is visible within the 'Locations' panel when associating a location with a Course. If the Active Status is checked, the Room will be visible in the 'Select Room' dropdown.

Define the Location

By entering a latitude and longitude coordinate and a radius, you will create a designated zone. Students must be within the designated zone when they check in to be determined as 'in-zone' when using Location Confirmation.

1. Define the location of the Room by entering latitude and longitude coordinates.
    
   • Enter the latitude and longitude coordinates in decimal degrees (DD.dddddd)
   • Latitude ranges from -90.000000 to +90.000000
   • Longitude ranges from -180.000000 to +180.000000
   • Enter a maximum of 9 digits in total, including 6 decimal places
      
2. Define the 'zone' by entering a radius (in meters). The radius should reflect the allowed radius from a given point
    
   • Enter the radius in meters (e.g., 123.45)
   • Enter a maximum of 6 digits total, including up to 2 decimal places

Once the required fields are complete, click Submit.

Enable Location Confirmation

To enable Location Confirmation:

1. Log in at https://www.qwickly.tools/
2. Select 'Manage Attendance' on the appropriate instance panel
3. Select 'Settings' from the left-hand navigation and then navigate to the 'Modes' tab in Settings.
4. If you have not already, enabled Check In Mode by checking the box next to 'Check In'
5. If you have not already, enable the Qwickly Attendance Mobile App by checking the box next to 'Enable mobile app and QR Check In,' as students are required to use the Qwickly Attendance Mobile App when Location Confirmation is enabled.
6. Check the box next to 'Location Confirmation'
7. Chose from the 'Required' or 'Optional' options. When 'Required' is selected, instructors will be required to use Location Confirmation when taking attendance. When 'Optional' is selected, instructors will have the ability to choose whether they'd like to enable Location Confirmation.  
    

Associate Room to Course 

More information on associating a Room to a course can be found at https://qwickly.zendesk.com/hc/en-us/articles/41601621327245-Associate-Rooms-to-Courses-for-NFC-Check-In-and-or-Location-Confirmation. 

 

Instructor Experience

An instructor will  be able to view which Rooms have been associated with their course at the administrative level within their Qwickly Attendance settings.

Location Confirmation can be utilized with any form of Check-In (one-click, PIN, or QR Code). 

To utilize Location Confirmation, an instructor can navigate to Check-In in the left hand navigation within Qwickly Attendance to start a Check-In session. 

On the Check-In screen, an instructor will be able to see if Location Confirmation has been designated as required or optional at the administrative level.  

If Location Confirmation has been set as optional at the administrative level, an instructor will be able to turn the Location Confirmation toggle on or off for each Check-In Session.

If Location Confirmation has been set as required at the administrative level, an instructor will see the Location Confirmation toggle as locked.

The instructor will need to select a designated Room from the on-screen drop-down in order to begin a Check-In session when Location Confirmation is enabled. An instructor can choose from any Room that has been associated with the course at the administrative level when running a Check-In session with Location Confirmation enabled, depending on the location where class is being held. 

Once a Room has been selected, the instructor can begin the Check-In session by clicking the 'Start Check In' button. 

Once the Check-In session has ended, an instructor can view whether a student was detected as 'In the Zone,' 'Out of the Zone,' or if the student's location was unable to be determined, 'Can't Determine,' from the Records screen by clicking into the status assigned to a student.  

 

Student Experience 

A student must check in via the Qwickly Attendance Mobile App when using the Location Confirmation feature. 

Once an instructor has started the Check-In session, students will see the active session within the App. When a student clicks the active Check-In session, they will be informed the Location Confirmation feature is enabled. 

Students will then be prompted to confirm their location by clicking the 'Confirm' button on screen. When a student clicks 'Confirm,' they will be prompted to allow location services. 

Qwickly Attendance will determine whether the student is 'In the Zone,' 'Out of the Zone,' or if the student's location cannot be determined. The student will be notified if they were detected 'In the Zone,' 'Out of the Zone,' or if their location was not able to be determined within the App. Students will then be able to check-in to the session by clicking the 'Check in' button. 

Note: If the Location Context feature is also enabled for the Check-In session, Location Confirmation will be bypassed if a student indicates they are attending remotely.