idXtra at HESCA25 – Shaping the Future of Attendance Monitoring

Beyond Tick-Boxes: A Strategic Approach to Attendance Monitoring

On 27th March 2025, Tony Walsh, Director of idXtra Ltd, was honoured to speak at HESCA25, the annual conference and exhibition of the Higher Education Smart Campus Association (HESCA), held at Downing College, University of Cambridge.

With this year’s theme, “Smart Technology for a Smarter Campus,” experts and education leaders gathered to discuss cutting-edge solutions shaping the future of Higher and Further Education Institutions (HEIs/FEIs).

Tony Walsh’s Keynote: Rethinking Attendance Monitoring

In his session, “Beyond Tick-Boxes: Developing Student Attendance Monitoring for the Future,” Tony challenged traditional attendance monitoring approaches and highlighted a strategic shift—moving from compliance-driven systems to proactive student engagement solutions.

Key topics covered:

  • The evolution of attendance tracking – from ancient Egyptian records to AI-powered biometric systems.
  • The UK’s legal requirements for attendance monitoring across schools, colleges, and universities.
  • Emerging challenges, including administrative burdens, student disengagement, and data privacy concerns.
  • The role of next-generation technology, such as mobile-based tracking, AI-driven insights, and smart ID integration, in enhancing student retention.

Introducing EventMarker: A Smarter Solution for HEIs/FEIs

idXtra showcased EventMarker, a seamless, real-time attendance tracking system designed for modern institutions. Integrated with MIS platforms (SIMS, Bromcom, Arbor, UNIT-e, ProSolution, CMIS, CELCAT, Scientia, etc.), EventMarker helps institutions:

  • Automate attendance tracking across lessons, enrichment sessions, and CPD activities.
  • Reduce administrative workload for educators.
  • Enhance student accountability and support at-risk learners.
  • Retain funding by improving attendance and engagement.

Case Study: EventMarker in Action

One of the key highlights of HESCA25 was demonstrating EventMarker’s real-world impact. A case study from Basingstoke College of Technology, which uses UNIT-e MIS, showcased how the system transformed attendance monitoring:

  • Significant reduction in administrative workload for lecturers.
  • 5% improvement in student retention over two years.
  • Up to 10 minutes saved per session for lecturers, allowing them to focus more on teaching.

By adopting EventMarker, institutions can move beyond traditional attendance tracking and embrace a smarter, data-driven approach that benefits both students and staff.

VisiTapp: Smart Visitor Management for a Secure Campus

In addition to attendance monitoring, institutions must prioritise campus security and visitor management. At HESCA25, idXtra also highlighted VisiTapp, an advanced visitor management system designed specifically for HEIs and FEIs.

  • Enhancing Campus Security – VisiTapp ensures secure and efficient visitor check-ins, reducing risks associated with unauthorised access.
  • Seamless Integration – The system integrates with access control, MIS platforms, and identity verification solutions to streamline visitor processes.
  • Automated Compliance – Universities and colleges can digitally track all visitors, contractors, and staff while maintaining GDPR compliance.
  • Effortless Check-Ins – Whether via QR codes, pre-registered invitations, or self-service kiosks, VisiTapp simplifies visitor onboarding.

With growing concerns around campus security, safeguarding and regulatory compliance, VisiTapp provides institutions with a smarter way to manage visitors, creating a safer and more efficient learning environment.

The Future of Attendance Monitoring

The discussion at HESCA25 reinforced that attendance monitoring is more than just compliance—it’s a critical tool for driving student success. With the integration of AI, predictive analytics, and smart campus technologies, the future of attendance tracking will continue to evolve towards efficiency, accuracy, and engagement-driven solutions.

Missed the session? Get in touch with idXtra to learn more about our smart attendance solutions.

Contact us: www.idXtra.com

City of Westminster College “tap in”!

The United Colleges Group already had our cashless catering system, EventPOS, and our visitor management system, VisiTapp, and we had installed new ID card printers and ID design and printing software for the group.

We were therefore delighted to be asked to install our attendance tracking solution, EventMarker, for City of Westminster College!

Primarily it was required for monitoring students’ self-study sessions, which are timetabled but not necessarily staffed by teachers, so no formal registers were being taken.

EventMarker consists of simple PoE smart card readers located in the appropriate places, so that learners can simply tap in and out of their self-study sessions. 

If learners arrive on time they are marked as PRESENT and if they arrive late they are marked as LATE. These marks are saved into the ProSolution MIS database under the relevant lessons. 

Teachers and administrators with the appropriate level of access may edit the marks, for example, if a student was late through no fault of their own.

Thanks City of Westminster College, we look forward to hearing how you get on with your new system!

Attendance Tracking Add-On for the NCC Group!

What an exciting time for the NCC! We had previously installed new ID card printers and ID design and printing software for the group, along with our “EventPOS” cashless catering system, and our visitor management solution “VisiTapp” at all campuses.  We also look after the middleware for pushing card records to the access control systems at all campuses (3 different systems).  We were therefore delighted to be asked to install our attendance tracking solution “Ad Hoc Registers”, which is a module of VisiTapp.

In the first instance the system is being used to monitor students’ extra-curricular sessions which are not timetabled in ProSolution, but form part of each learner’s Study Programme, so they need to be recorded. Previous methods consisted of pen and paper, Excel sheets and emails, but they were not consistent. This was leaving a gap in student journeys within the college group, leaving a potential loophole for students to disengage with their studies, or not complete them.

EventMarker consists of simple USB smart card readers plugged into teachers’ laptops.  For any ad hoc or non-timetabled session, the teacher simply creates the event on their laptop and gives it a description and room number.  The learners then simply tap in and their photo is shown on the laptop screen, and they are marked as PRESENT and if they arrive late they are marked as LATE. 

These marks are saved into the EventMarker database and can be reported on as required.  This system evidences all non-timetabled studies (that students are required to do) and provides management information which is invaluable to senior staff.

Thanks NCC Group, we hope you love your latest addition from idXtra!

To find out more about our systems, click on the below links!

Attendance monitoring software, EventMarker

Visitor Management System, VisiTapp

idXtra at The AoC 2022!

We were thrilled to exhibit at the AoC Annual Conference and Exhibition once again this month at the ICC in Birmingham.

The Association of Colleges is the national voice for further education, sixth form, tertiary and specialist colleges in England, and the AoC is the must-attend further education event of the year!

It was great to catch up with some existing idXtra customers at the event, and to make some new connections too!

This year we had a lot of interest in our attendance monitoring system, EventMarker. To find out more about it, please click here.

To find out about our visitor management system, VisiTapp, which can be integrated to work seamlessly with our attendance monitoring system, please click here.

Attendance monitoring at West Notts College!

We are thrilled to welcome on board West Nottinghamshire College to the idXtra family of customers!

Recently we completed the installation of EventMarker, our attendance monitoring system, in all of their classrooms and teaching spaces. The system was installed in a way that incorporates their existing student ID cards, which meant they didn’t need to get all new cards printed, thus saving time and expense.

Through the installation the idXtra team also fine-tuned the link to their MIS system, for the purpose of exchanging timetable and attendance data. This system was a major investment by the college, which will inevitably result in even better student retention rates and the funding associated with it.

Thank you West Notts College, we look forward to seeing how you get on with your new system!

For information on our attendance monitoring system, EventMarker, and to find out how to book a free remote demonstration, please click here.