Frequently Asked Questions

ImLate is a student attendance and visitor registration system. It lets visitors sign in and out by scanning RFID keys at terminal kiosks. The system tracks attendance, generates reports, and can synchronize with school management systems like iSAMS.

1. Open the RFID Reader page (/) in a browser on the terminal device.
2. A registration popup will appear automatically.
3. Enter an admin login, admin password, and a terminal name (e.g., "Main Entrance").
4. Click Submit. The terminal is now registered and ready to accept RFID scans.

The terminal credentials are saved in the browser's local storage. Registration only needs to be done once per browser.

See: Terminal Registration

The system will show a warning that a terminal with this name already exists. You can click Continue to regenerate the access token for this terminal name. This will disconnect any other terminal currently using the same name — they will need to be re-registered.

See: Terminal Name Conflict

1. Log in to the Admin Panel.
2. Go to Manual Tracking in the sidebar.
3. Search for the visitor by name.
4. Choose Sign In or Sign Out and confirm.

This is useful when a visitor forgot their RFID key or needs to be registered retroactively.

See: Manual Tracking

1. Log in to the Admin Panel at /admin.
2. Go to the Visitors section.
3. Fill in the Name, Surname, and toggle "Is Student" if applicable.
4. Click Save.

See the full guide: Managing Visitors

1. Log in to the Admin Panel.
2. Go to Visitors, select the visitor.
3. In the RFID Keys section, enter the key ID and click Add.

See: Visitors → RFID Keys

If the visitor was imported from iSAMS (has an iSAMS ID), their profile fields are read-only in ImLate. iSAMS is the single source of truth for synced records. You can only manage RFID keys and photos locally. To change a synced visitor's data, update it in iSAMS first.

See: ERP as Single Source of Truth

• Signed In — the visitor scanned their key and is currently in the facility.
• Signed Out — the visitor signed in earlier and has since signed out.
• Not Signed — the visitor has not scanned their key at all today.

The system determines the status by counting scan events: odd scans = sign in, even scans = sign out.

See: Attendance & Statuses

If ERP integration is enabled, the system runs a scheduled check during morning hours. Any student who has not signed in by the end of the main registration period is automatically marked as absent in iSAMS.

This applies only to students in the configured year groups.

See: Automatic Absence Marking

1. Log in to the Admin Panel.
2. Click your username in the top-right corner.
3. Enter your new password and confirm it.
4. Click Change Password.

See: Profile

Ask another administrator to reset your password. They can do this from the Admin Users section by selecting your account and clicking Change Password.

See: Admin Users → Changing a Password

Yes. Each visitor can have multiple keys linked to their account (for example, a card and a key fob). Any of the linked keys can be used for sign-in.

The RFID Reader shows an error message saying the key is not found. The visitor should contact an administrator to register their key via the Admin Panel.

No. ERP integration with iSAMS is optional. Without it, ImLate works as a standalone sign-in/sign-out tracking system. You still get visitor management, reports, and all terminal features.

• Admin — full access to all admin panel features (visitors, users, reports, manual tracking).
• Terminal — dedicated role for physical terminal devices. Terminal users are created automatically during terminal registration.

All environment variables and setup instructions are documented in the Server Setup section:

• Installation Guide — Docker and local setup
• Configuration Reference — all environment variables