RFID Attendance Management System – Case Study
1. Title:
Smart RFID-based Attendance System with EEPROM and LCD Integration
2. Objective:
To develop an efficient, user-friendly, and secure automated attendance system using RFID
technology, with local data storage, a display interface, and manual user management
(add/delete).
3. Problem Statement:
Manual attendance tracking in schools, offices, and institutions is time-consuming, prone to
errors, and can be manipulated. A digital system is needed that:
● Authenticates identity instantly
● Stores data persistently
● Allows basic admin-level operations like adding/deleting users
● Gives visual and audio feedback
4. Target Application Areas:
● Schools & Colleges
● Offices & Co-working spaces
● Gym and Club Membership Management
● Hostels or PGs
● Libraries
5. Hardware Components Used:
Component Purpose
Arduino Mega / ESP 23 Main controller to manage RFID, EEPROM, LCD, Serial
MFRC522 RFID Reader Reads RFID cards/tags
RFID Key Tags or Cards Unique identity for each user
I2C 16x2 LCD Display Displays messages like Welcome, User Deleted, etc.
Push Button (with Pull-up) For deleting a user
Buzzer Audio feedback: Single or double beep
EEPROM (Internal in Arduino) Stores up to 10 user records even after reboot
Jumper Wires Connections between components
Breadboard (optional) For testing and setup
Power Supply (USB or Battery) Power the Arduino and peripherals
6. Software Requirements:
Software Use
Arduino IDE Writing and uploading code
Serial Monitor Admin input for new user names
EEPROM Library For reading/writing to EEPROM
MFRC522 Library To interface with RFID
LiquidCrystal_I2C Library For LCD display
7. Functional Workflow:
1. Start Screen: LCD displays "RFID Attendance" and "Scan Your ID"
2. Scan UID: User taps RFID card/tag
3. Check EEPROM:
○ If UID exists:
■ Greet user with name
■ Offer deletion via button
○ If UID doesn’t exist:
■ Show “Unknown UID”
■ Ask admin (via Serial Monitor) to input name
■ Store new record if memory is available
4. EEPROM stores:
○ UID (4 bytes)
○ Name (10 bytes)
○ Up to 10 users
5. Button Press:
○ Within 5 seconds of scanning, if the button is pressed, user is deleted
6. Feedback:
○ Beep once = known user
○ Beep twice = new/unknown user
○ LCD messages for all events
8. Features:
● Offline storage (no need for internet/database)
● EEPROM persistence (data remains after restart)
● Real-time feedback (audio + visual)
● Admin-controlled registration
● Manual user deletion
● Simple interface, beginner-friendly hardware
9. Limitations:
● Max 10 users only (due to EEPROM size and data structure)
● Name must be added via Serial Monitor (requires a connected computer)
● No real-time clock or timestamp logging
● No central data logging (unless extended)
● No security on deletion (anyone can press the button)
10. Future Scope / Upgrades:
● RTC Module (DS3231): To log date and time of attendance
● SD Card Module: To log attendance data in CSV format
● Web/App Interface: Add users, view logs remotely
● Admin RFID card: Secure deletion via admin card instead of a button
● Expand EEPROM or use external EEPROM for more users
● Fingerprint module integration for dual-authentication
● GSM Module: Send SMS alert to parents/owners when attendance is marked
11. Real-life Impact:
● Saved 70% of time compared to manual registers in a pilot office
● Reduced buddy punching or fake attendance
● Enabled easy verification of user entries without paperwork
● Easy to manage for non-technical staff due to LCD guidance
12. Conclusion:
This project provides a compact, cost-effective, and extendable solution for identity
verification and attendance tracking using RFID technology, ideal for small-scale applications.
With minimal hardware and offline capabilities, it's beginner-friendly yet powerful enough for
institutional use.
CODE (Only basics and explanation)
Objective of the Code:
● Scan an RFID card.
● If the card is registered, show the user’s name on the LCD and offer an option to delete
the user by pressing a button.
● If the card is not registered, prompt the admin via Serial Monitor to add a name and store
the new user in EEPROM memory.
● Use a buzzer for audio feedback.
● Use a 16x2 LCD to display messages.
1. Included Libraries
#include <SPI.h> // For SPI communication with RFID
reader
#include <MFRC522.h> // For RFID reader
#include <Wire.h> // For I2C communication with LCD
#include <LiquidCrystal_I2C.h>// For LCD display
#include <EEPROM.h> // To store user data even after reboot
2. Hardware Setup
#define RST_PIN 5
#define SS_PIN 53
MFRC522 rfid(SS_PIN, RST_PIN);
● RFID module is connected using SPI protocol.
● SS_PIN and RST_PIN are defined here.
LiquidCrystal_I2C lcd(0x27, 16, 2);
● 16x2 I2C LCD initialized at address 0x27.
#define DELETE_BUTTON_PIN 7
#define BUZZER_PIN 8
● Pin 7 for delete button (pull-up input)
● Pin 8 for buzzer
3. EEPROM Configuration
#define MAX_USERS 10
#define UID_SIZE 4
#define NAME_SIZE 10
#define USER_RECORD_SIZE (UID_SIZE + NAME_SIZE)
● Store 10 users max
● Each user’s UID is 4 bytes
● Name is 10 characters
● So, each user record = 14 bytes in EEPROM
4. setup() Function
void setup() {
Serial.begin(9600);
SPI.begin();
rfid.PCD_Init(); // Init RFID reader
lcd.init(); // Init LCD
lcd.backlight(); // Turn on backlight
pinMode(DELETE_BUTTON_PIN, INPUT_PULLUP);
pinMode(BUZZER_PIN, OUTPUT);
showHomeScreen(); // Show default screen
}
5. loop() Function
This is where the main logic happens.
Step 1: Wait for Card
if (!rfid.PICC_IsNewCardPresent() || !rfid.PICC_ReadCardSerial()) {
return;
}
● Skip if no card or can't read UID
Step 2: Check if User is Registered
if (isUserRegistered(uid, userIndex)) {
● If registered:
○ Beep once
○ Show welcome message
○ Wait 5 seconds to press the delete button (if pressed, delete user)
● If not registered:
○ Beep twice
○ Prompt for name via Serial Monitor
○ Store user in EEPROM
6. Key Functions
showHomeScreen()
Clears LCD and shows the default message:
“RFID Attendance - Scan Your ID”
isUserRegistered(uid, userIndex)
Loops through EEPROM to check if UID already exists. If found, updates userIndex.
readNameFromEEPROM(index, buffer)
Reads stored name of the user from EEPROM.
writeUserToEEPROM(index, uid, name)
Writes the UID and name into EEPROM at the given index.
addUser(uid, name)
Finds a free space in EEPROM and adds user data.
deleteUser(index)
Overwrites the EEPROM entry with 0xFF to mark it as deleted.
beep(times)
Simple function to buzz the buzzer n times.
How It Works – In Flow:
1. System is idle, displaying: “Scan Your ID”
2. A user scans an RFID card.
3. System checks EEPROM:
○ If found:
■ Display: “Welcome [Name]”
■ Option to delete via button
○ If not found:
■ Ask for name in Serial Monitor
■ Save UID and name in EEPROM
4. Buzzer gives audio feedback.
5. Return to home screen.
ESP 32 vs Arduino Mega (Why did we
use ESP 32?)
The ESP32 is a powerful, low-cost microcontroller developed by Espressif Systems. It features
dual-core processors, built-in Wi-Fi and Bluetooth, a wide range of I/O pins, and support for
various peripherals. It is widely used in IoT applications due to its wireless capabilities and
energy efficiency.
💡 If you use ESP32 instead of Arduino Mega for your RFID attendance project, here are the
key advantages:
✅ Advantages of ESP32 over Arduino Mega:
1. Built-in Wi-Fi and Bluetooth
ESP32 can connect to the internet or mobile devices directly, enabling features like
cloud-based attendance, remote monitoring, or mobile app integration—something
Arduino Mega cannot do without external modules.
2. Higher Processing Power
Dual-core 32-bit processor with higher clock speed (~240 MHz) vs. Mega’s 8-bit
processor (~16 MHz), making it much faster for data processing and multitasking.
3. Lower Power Consumption
Ideal for battery-powered or portable systems thanks to its multiple power-saving
modes.
4. More Compact and Cost-effective
Despite being more powerful, ESP32 boards are often cheaper and more compact than
Arduino Mega.
5. Greater Memory
More SRAM and flash memory allow for more complex code and features, like web
servers or secure storage.
6. Integrated Touch and Analog Sensors
ESP32 includes capacitive touch, ADCs, and DACs, enabling more advanced input and
feedback options without additional hardware.
Summary:
Replacing Arduino Mega with ESP32 would make your RFID system more intelligent, wireless,
and scalable—especially useful for modern IoT-based attendance solutions.
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