DATAMEX COLLEGE OF SAINT ADELINE - PARAÑAQUE

8167 DR. A SANTOS AVE. BRGY SAN DIONISIO PARAÑAQUE CITY

OBJECT ORIENTED PROGRAMMING/DISCRETE STRUCTURES

"ARDUINO RFID ATTENDANCE WITH GOOGLE SHEETS"

Submitted by:
MATEO, RUDOLF ERIC R.
BERO, JHON EMILSON B.
BOHOL, KENNETH P.
ORTINERO, MICHAEL B.
CAMPOS, JOHN EARL P.
GEOCA, KIEL IVAN D.
TOLORIO, JUDE
OÑIDO, JEROME I.

Intructor Name:
MR. RANDY VILLANUEVA

Date of Submission:
NOVEMBER 28 2024
1. Project Overview
1.1 Project Tittle
ARDUINO RFID ATTENDANCE WITH GOOGLE SHEETS

1.2 Project Description

Description:
Designed to streamline attendance tracking using RFID technology and Google Sheets for data storage.
When an RFID card is scanned, the Arduino-based system reads the card's unique ID and sends it to
Google Sheets via an internet-connected module, such as an ESP8266 or ESP32.
Purpose:
RFID Attendance with Google Sheets application is to provide an efficient, automated, and reliable
attendance management system. It eliminates manual record-keeping, reduces errors, and ensures real-
time data availability. Key objectives include:
 Real- Time Data Logging: Store attendance data directly in Google Sheets for immediate access and
analysis.
 Security and Authentication: Verify individuals using RFID cards to ensure only authorized entries
are logged.
 Streamlining Attendance Tracking: Automate the process of recording attendance using RFID
technology for quick and accurate identification.
Key Features:
 Real- Time Updates: Attendance data is updated instantly in Google sheets.
 Automation: Google sheets’ features (e.g., formulas, conditional formatting, or Google Apps Script)
can automate reporting, notifications, or analytics

1.3 Objectives
State the main objectives of the project. Example:
 Develop a functional prototype using Arduino.
 Easily access student time when you enter inside the room

1.4 Tools and Technologies Used

List the tools, technologies, and components used in the project. Example:
Hardware: Arduino Uno, Ethernet Shield 5100, MFRC522 rfid, Jumper Wires, RJ45
Software: Arduino IDE, libraries (SPI, MFRC522 RFID module, Ethernet). Google Sheets
API, Google Apps script.
Programming Language: C++
2. Project Details
2.1 Components List
Provide a detailed list of components used, including specifications. Example:
Arduino Uno (Microcontroller)
MRFC522 RFID Reader / RFID TAGS (RFID Module)
Ethernet Shield (Connectivity Module)
Jumper Wires (Prototyping Components)

2.2 Circuit Diagram

2.3 Code Explanation

Libraries and Initialization

RFID Module Correction Pin

Predefined Variables

Setup Function

Main Logic in Loop

1.Card Detection and Reading:

2.Card Validation:
DATA LOGGING:

Sending Data to Google Sheets:

2. Hardware-Software Interaction

RFID Reader (MFRC522):

 Role: Reads the UID from RFID cards.

 Interaction: The UID is passed to the Arduino via SPI for processing and validation.

Ethernet Shield:

 Role: Connects the Arduino to the internet.

 Interaction: The Ethernet library handles communication with the server. Attendance data is
sent as an HTTP request.

Google Sheets:

 Role: Logs attendance data for remote access.

 Interaction: The server receives HTTP requests from the Arduino and updates the spreadsheet
accordingly.
2.4 Working Principle
1. Setup and Initialization

Hardware:

o The Arduino Uno connects to the MFRC522 RFID reader for card scanning and
to the Ethernet shield for internet connectivity.
o Jumper wires are used to connect the RFID module and Ethernet shield to the
Arduino.

Software:

o The RFID reader and Ethernet shield are initialized in the setup() function.
o The Ethernet shield connects the Arduino to the internet using either DHCP or a
static IP address.

2. Detecting an RFID Card

 When an RFID card is placed near the reader:

o The Arduino checks if a card is present (rfid.PICC_IsNewCardPresent()).

o If a card is detected, the Arduino reads its unique identifier (UID) using
rfid.PICC_ReadCardSerial().

3. Validating the Card

 The UID is compared against a predefined list of valid card IDs stored in the Arduino
code.

o If the UID matches a valid card:

 The card is marked as valid.

 Attendance data is sent to Google Sheets via the Ethernet shield.

o If the UID does not match any valid card:

 The card is marked as invalid.

 The rejection is also logged in Google Sheets.
4. Logging Data to Google Sheets

 The Sending_To_spreadsheet() function creates an HTTP GET request to send

attendance data (valid or invalid) to Google Sheets.
 This request includes:

o The card's UID.

o Whether the card was valid (1) or invalid (0).

5. System Reset

 After processing the card:

o The RFID reader halts the current session.

o The system loops back, waiting for the next card to be scanned.

3. Features and Functionality

3.1 Key Features

· Automated Attendance Tracking

 · Scans RFID cards to record attendance without manual intervention.

· Real-Time Data Logging

 · Logs attendance data instantly to Google Sheets via an internet connection.

· Predefined Card Validation

 · Compares scanned RFID card IDs with a list of authorized IDs for accurate validation.

· Ethernet Connectivity

 · Uses the Ethernet shield for stable and reliable internet communication.

· Error Handling

 · Detects and logs unauthorized card attempts as "Invalid" in the system.

·
 Efficient Design

 · Minimal hardware setup with an Arduino Uno, RFID reader (MFRC522), and Ethernet shield.

· Remote Access to Records

 · Attendance logs stored in Google Sheets are accessible from anywhere.

· Scalable System

 · Easy to add or update authorized RFID cards by modifying the code.

· Low-Cost Solution

 · Utilizes affordable components for a reliable attendance tracking system.

3.2 User Interaction

- Users interact with the system by tapping or holding their RFID card near the MFRC522 RFID
reader.
The system automatically detects and reads the unique identifier (UID) from the card.

Validation Process

1. The scanned UID is compared with a predefined list of authorized IDs in the
Arduino code.
2. The system determines whether the card is valid or invalid.

Feedback (via Serial Monitor)

The Arduino's serial monitor provides feedback:

1. For Valid Cards: Displays the UID and a "Valid Person" message.
2. For Invalid Cards: Displays the UID and a "Not a Valid Person" message.

Data Logging in Google Sheets

1. Attendance data (valid/invalid status and card UID) is sent to Google Sheets.
2. Users or administrators can remotely check attendance logs.
4. Testing and Results
4.1 Testing Process

1. Individual Component Testing

1.1 RFID Module (MFRC522)

 Objective: Ensure the RFID module reads card UIDs correctly.

 Expected Outcome: The serial monitor displays the UID of the RFID card.

1.2 Ethernet Shield

 Objective: Verify internet connectivity and data transmission.

 Expected Outcome: The serial monitor confirms a successful connection and displays data from
the server.

1.3 Arduino Serial Communication

 Objective: Test the Arduino's ability to send and receive data via the serial monitor.
 Expected Outcome: Messages appear correctly in the serial monitor.

2. Integrated System Testing

2.1 Functional Testing

 Objective: Verify that the RFID reader, Ethernet shield, and Arduino work together as expected.
 Expected Outcome: The system identifies valid and invalid cards, and logs attendance data in
Google Sheets.

2.2 Invalid Card Testing

 Objective: Test how the system handles unauthorized cards.

 Expected Outcome: The system displays "Not a Valid Person" on the serial monitor and logs the
invalid card in Google Sheets.

2.3 Network Failure Testing

 Objective: Test system behavior when the Ethernet connection is unavailable.

 Expected Outcome: The system displays a "connection failed" message but continues to
function locally.
3. Debugging and Optimization

 Debugging:
o Use the serial monitor to track potential issues during testing (e.g., incorrect wiring,
failed internet connection, or misread card UIDs).
 Optimization:

o Fine-tune delay times, UID validation logic, and data transmission code to improve
performance and reliability.

4.2 Test Cases and Results

Test Case Expected Outcome Actual Outcome Status

1. RFID Module UID The UID of the RFID card is displayed on UID displayed ✅
Reading the serial monitor. correctly. Pass
2. Ethernet Shield Ethernet shield successfully connects to the Connection ✅
Connectivity network and server. successful. Pass
"Valid Person" message displayed in the
✅
3. Valid Card Detection serial monitor. Card UID logged as valid in As expected.
Pass
Google Sheets.
"Not a Valid Person" message displayed in
4. Invalid Card ✅
the serial monitor. Card UID logged as As expected.
Detection Pass
invalid in Google Sheets.
5. Data Logging to Attendance data (UID and valid/invalid Data logged ✅
Google Sheets status) appears correctly in Google Sheets. successfully. Pass
6. Network Failure Serial monitor displays "connection failed." Handled as ✅
Handling No data is logged in Google Sheets. expected. Pass
All valid cards logged as "Valid Person."
✅
7. Multiple Card Scans Invalid cards logged as "Not a Valid All cases passed.
Pass
Person."
System reinitializes correctly and processes Reinitialized ✅
8. System Restart
cards without issues. correctly. Pass
9. Serial Messages ✅
Serial monitor displays messages correctly.
Communication displayed. Pass
10. Static IP Ethernet shield connects to the network using ✅
Static IP worked.
Configuration the specified static IP. Pass
5. Challenges and Solutions
Challenge: RFID Module Not Reading Correctly
Solution:Check Wiring Connections

6. Conclusion and Future Scope

6.1 Conclusion
The RFID Attendance System effectively meets its primary objectives of automating the
process of attendance tracking using RFID technology. By integrating the MFRC522 RFID
module, Arduino Uno, and the Ethernet Shield, the system ensures seamless data collection
and remote logging of attendance records to Google Sheets via an internet connection.
In conclusion The RFID Attendance System automates attendance tracking, improves accuracy,
and reduces administrative effort. It has wide applicability in education, corporate, and event
management sectors, with potential to be further developed and customized for specific needs.

Potential Impact and Application

Educational Institutions: This system can replace manual roll-calls and attendance sheets
in schools or universities, saving time for teachers and administrators while reducing
human error.

Workplace Attendance: In office or industrial environments, this system can be used for
employee attendance tracking, improving workforce management and data accuracy.

Event Management: For large-scale events or conferences, this project can automate
attendee check-ins, allowing for efficient crowd management and data collection.

Security Applications: The system could be expanded for use in access control systems,
allowing only authorized personnel to enter certain areas by scanning their RFID badges.

6.2 Future Scope

 Add Wireless Communication (Wi-Fi/Bluetooth)

  Improvement: Integrate a Wi-Fi module (ESP8266/ESP32) or Bluetooth to enable wireless

communication, reducing the need for Ethernet cables and improving mobility.
 Impact: This would allow the system to be deployed in environments where wired connections
are not feasible or desired, offering flexibility in installation and usage.

 Incorporate a User Interface (UI)

  Improvement: Develop a simple web interface or a mobile app for administrators to view
attendance data, manage users, and configure settings.
  Impact: This would make it easier for administrators to interact with the system, monitor
attendance in real-time, and manage user access.

 Add Multi-Card Support

  Improvement: Expand the system to handle multiple cards for each user (e.g., a student can
use multiple cards like a student ID, library card, or employee badge).
 Impact: This would allow greater flexibility, enabling users to use different cards for attendance,
access control, or other functionalities.

 Add Real-time Alerts or Notifications

  Improvement: Implement notifications via email, SMS, or app notifications for various
events (e.g., when someone attempts to use an invalid card or when a user scans in).
 Impact: This would provide real-time feedback to administrators, helping to monitor system
activity and detect potential security breaches quickly.

 Enhance Security with Encryption

  Improvement: Implement SSL/TLS encryption for secure data transmission between the
system and the cloud (Google Sheets or a database).
 Impact: This would make the system more secure, ensuring that sensitive data such as
employee or student IDs is transmitted safely.

 Add Support for Multiple User Databases

  Improvement: Support for additional databases or third-party services (e.g., MySQL,

Firebase) for more robust data management and reporting.
 Impact: This would provide more options for data storage and analysis, allowing for better
reporting and integration with other systems in larger-scale deployments.

 7. References

RFID Systems:

"RFID Handbook: Applications, Technology, Security, and Privacy" by Klaus

Finkenzeller.

Arduino Official Documentation: https://www.arduino.cc/

"MFRC522 RFID Module Documentation" by Elechouse.

https://www.elechouse.com/elechouse/index.php?main_page=product_info&cPath=69_70&products_id=342