1

Wifi-Based Room Access Control System With School Database Integration

John Victor D. Dumrique, Wilson B. Merilles, Joemer M. Trinidad, Eden T. Gabion
Electronics Engineering Program, College of Engineering and Information Technology
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ACKNOWLEDGEMENT

The proponents would like to extend their deepest gratitude to the following for their contribution

in making this thesis project a success:

To the Almighty God. For giving them the strength and knowledge they need to complete all the

tasks involved in the research.

To their parents. Who support them financially and encourage them always.

To Dumrique and Guevarra family. For letting the researchers stay in their house when working

on the prototype.

To Engr. Eden T. Gabion. Thesis adviser, for imparting her knowledge to the researchers,

supporting them and guiding them all the way.

To Engr. Gabriel Rodnei G. Geslani. Research Methods Adviser, for encouraging them and

giving them time to finish the project.

And to all who supported, guide and believed in the researchers. Thank you. Arriba!
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Wifi-Based Room Access Control System With School Database Integration

Dumrique, John Victor 1, Merilles, Wilson 1, Trinidad, Joemer1, Gabion, Eden 2

1Bachelor of Science in Electronics Engineering
2Registered Electronics Engineer
Colegio de San Juan de Letran
College of Engineering and Information Technology

ABSTRACT

Accessing a classroom and checking of attendance manually have been part of the routines in
any school, college, and university such as Colegio de San Juan de Letran, in order to update their
school databases. The way of manually accessing a room is sometimes more time consuming than it
is supposed to be and there are some situations where manual access to rooms would be a hindrance
and would waste a lot more time. On the other hand, monitoring the attendance of teaching personnel
takes a lot of effort and time by roaming around the facilities and checking every classroom in the
Colegio. Also, checking the attendance of students consumes time depending on the number of the
students. It requires the participation of both the teaching personnel and the students by calling on
their names one by one.
Internet of Things is the new trend in technology. It refers to the interconnection of things. By
connecting things in a reliable network, controlling them using a gadget has been made possible.
Also, due to the fact that software is involved, storing of data can also be integrated. Through the
advancement of technology, people are tending to adapt. This paper uses the principle of Internet of
Things to create a system that can access a classroom, control its facilities, and can also record the
attendance of the users – teachers and students. Only the teacher can control the facilities of the
room. By simply connecting to the Wi-Fi provided by a router in which a microcontroller is
connected to, the user will be able to control the facilities of the room. The facilities include the
doors, lights and air conditioning units. Also upon logging-in, the attendance of the user will be
recorded and stored on a database which is only accessible to the authorized personnel.

Keywords: Room Access, Attendance Monitoring, School Database, Internet of Things, Wi-Fi,
Microcontroller
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INTRODUCTION

The advancement of technology aims to make every work a lot easier. This includes the

upgrading of a manual system into an automatic system. The use of Internet as a connection in order

to send messages or signals is one of the advancements in this generation.

The Internet of Things makes connections more relevant and more valuable than ever before.

Physical devices can be connected to the Internet for the purpose of making everything faster and

more efficient. A system can also be controlled by connecting the components into a microcontroller

through the use of Internet as the pathway of the information. Also, integrating a system that stores

data such as school databases has been made possible through Internet.

The study focused on the manual way of accessing a room and checking of attendance in the

Engineering Faculty of Colegio de San Juan de Letran. The concept of Internet of things is used to

automate the room and to provide an attendance monitoring system for the professors and also for the

students. Professors and students are registered in the system and upon logging-in, their information

including the logged in time would be stored in the database. The professors could only access and

control the facilities of the room if they log-in according to their schedule. The facilities of the room

include the doors, the lights, and the AC units. Since the study focused on the faculty of Engineering,

the results would benefit the Colegio as a whole.

Several tests are conducted to prove the accuracy, security, and reliability of the system. The

results showed that WiFi-Based Room Access Control System with School Database Integration is

faster and more efficient than the manual way of accessing a room and checking of attendance. This

study could then prove how technology can be the key to an easier yet reliable output-oriented task.
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METHODOLOGY

Design Considerations/Approach

Process Flow Diagram

Figure 1. Process Flow Chart

Figure 1 showed process flow chart of the project. The first step is to connect the user’s device to

the router placed in the room. After that, address of the host wherein the user will log in must be

typed in the browser’s address bar. Only the user which device is connected to the wifi can access the

host. Then, the username and the password of the user will be asked. Upon submitting the username

and password, the PHP will verify if the user’s username and password is in the database of users and
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if it matches the schedule based on the database. If the user I registered as a student, the PHP will

record the attendance of the student in the attendance database. If the user is a professor, the PHP will

also record the attendance of the professor in the attendance database. Also, if the user is a professor,

he will be allowed to control the facilities of the room such as the doors, lights and AC units. These

facilities will be control through buttons in the website. The microcontroller will process the signal

coming from the website by clicking a button. The locking and unlocking of doors and the turning on

and turning off of the lights and doors will be controlled through the relay circuits connected to the

output of Arduino. By using relay circuits, high-powered utilities such as locks, lights and AC units

can be controlled with small current.

Design Requirements

The design of the project was based on the following criteria: Accuracy of the router, Security of

the router and database, Time delay in accessing the room, time delay in taking of attendance, and the

Accuracy of the whole system’s operation.

Accuracy Test

Accuracy test determined the accessibility of the router. The test was divided into three parts.

The first part determined the accuracy of the router in letting the teachers access the router. A total of

8 enrolled teachers were asked to log in since in a regular school day, a maximum of 8 teachers is

suitable in a standard class schedule starting 7:00AM until 5:00PM. This includes 4 scheduled

teachers in the morning and another 4 scheduled teachers in the afternoon. This schedule is applied

from Monday to Friday, standard regular school days, thus each teacher was asked to log-in five

times.
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The second part of the test included the testing of the router’s accuracy in letting the students

access it. 8 students were asked to log in. The students must be enrolled in the correct schedule for the

testing. Each student was asked to log-in five times since there are five school days.

The last part of the test for the router’s accuracy included the testing of more than one enrolled

student logging in simultaneously. The students must be enrolled in the correct schedule for the

testing. There are five trials representing the weekdays. Each trial included different numbers of

enrolled students logging in at the same time.

Security of the Router

Due to the fact that the study used wireless network, security was an issue. The researchers

addressed the issue in security by implementing protocols in using the system. The system should

reject any attempts of unauthorized access of the rooms. Also, the system should not let a student to

access the room by logging in as a professor. To ensure that the system is secure, tests were

conducted. Unauthorized persons were asked to log in. The test included 8 teachers who are not

scheduled to use the classroom and 8 students who are not enrolled in the subject. 5 trials per teachers

and students were conducted.

Security of the Database

The system used a database to store the attendance of the teachers and students. The attendance

of the teachers can be monitored by the area chairs and dean. The database should only be accessed

by the authorized persons. The security of the database was tested. 8 unauthorized persons were asked

to access the database. There were 5 trials for each unauthorized persons.

Time Delay in Accessing the Room

Accessing the room should not consume too much time for maximization of time for lecture is

one of the objectives of the study. If the room is closed, there will be too much time consumed before
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the room will be accessed for limited persons have access to the key that will be used to open the

door. The researcher aimed to minimize the time in accessing the room by integrating this new and

automated system. This test compared the time delay in accessing the room using the new system

with the manual way. The system was accessed 8 times using both ways. This number represents the

teachers that accessed the room in a regular school day.

Time Delay in Taking of Attendance

The study helped to minimize the time in taking the attendance of teachers and students. A test

was conducted to compare the duration of time in taking the attendance of the students using the

automated system with the traditional system. Since there are 8 teachers that were allowed in

accessing the room, the test were composed of 8 trials. In each trial, the attendance of the students

was taken using both systems. The time delay for each trial was recorded. On the other hand, the

attendance for the teacher was also recorded

Reliability of the System

The whole system should operate as intended by the researchers. A test was conducted to know

if the system is operating correctly. The following tasks must be performed by the system:

a) When the teacher logs in, he will have the controls of the facilities of the room. Also, the

teacher must be marked present in the database. Furthermore, the teacher will be able to see

who logged in in his class. Unauthorized teacher access must be rejected.

b) When the student log in, he or she should be automatically marked present in the database. A

student who is not enrolled in the class in session must be rejected to enter the system.

8 teachers and 8 students were asked to use the system. The operation of the system was

observed using this test.

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Design Description

Main Parts Description

1. gizDuino IOT-644

The gizDuino IOT-644 is a microcontroller board which has a main controller engine of

ATMEGA644P. The ATMEGA644P is comparable to ATMEGA328 which is commonly used in

Arduino Uno, and other compatible boards but has more improved specifications. It has 64Kbytes

program memory, 4Kbytes RAM and 2Kbytes EEPROM space. The gizDuino IOT-644 has 30 digital

Input/Output pins, 6 analog pins, a 16 MHz Crystal Oscillators and a 7-9V input voltage. The

gizDuino IOT-644 has additional hardware built in it that are not present in other microcontroller

boards. These are USART Serial 1, Ethernet port and Ethernet controller W550, and a microSD card

symmetry. These improved memory and additional hardware make the gizDuino an ideal

microcontroller board for IOT projects.

The gizDuino IOT-644 was used in the study to process the input from the website and output

signals to the relay circuits connected to it. The gizDuino is connected to the router through the built-

in Ethernet port in the gizDuino.

2. Gadgets

Phones, laptops, and other gadgets are used by the professors and students in logging in into the

database. The users are given usernames and passwords with stored personal information in the

database that serves as basis in order to access the room. Usernames and passwords are encrypted to

the local host through the use of the users’ gadgets.

3. Router

A router is used to connect the microcontroller and the devices of the professors and students.

The router provided the wireless connection of a local area network. Only connected devices to the
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wifi are the ones who can communicate to the microcontroller. The microcontroller is connected to

the router through an Ethernet cable.

4. Relay Circuit

A relay is a switch that is control electronically. Relays use electromagnetism to operate the

switch mechanically. When the relay is energized, the coil inside it acts like a magnet which changes

the position of the switch from an open position to a close position. Relays are used to control

relatively high current devices using relatively low current.

Relay Module SPDT (Single Pole Double Throw) relays were used in the study to control the

facilities of the classroom with the output of the microcontroller.

5. Solenoid Locks

Solenoid locks are electronically controlled locks. When the lock is not energized or at rest

position, the slug is out and will be still locking the door. When the lock is energized, the coil in the

middle of the lock acts as electromagnet and pulling the slug to the center unlocking the door. The

solenoid locks are often used because it will be locked unless it was energized.

6. Server and Database

The server served as a host for all the clients that connects to a local area network. The server

contained the database of the system. A computer database is a software application that

communicates with end-users and other computer applications. The researchers used MySQL

Database to store information of the users, professors and students, including their schedules. This

information was analyzed and used as a basis for the professors and students to login and access the

room. The information of the logged users was then stored to another database as an attendance

monitoring database. A computer is installed in the Engineering faculty room to serve as a server that

could display all the information of the system. An admin is enrolled in the system to access the room
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and to monitor the attendances of both teachers and students. This was also added to serve as a

backup account.

Project Cost

Table 1. Room coverage of the Engineering building

Room coverage of the Engineering building

Floor Room Assignment No. of Rooms
2nd Floor 200-214, Civil / Industrial Laboratory 1 16
3rd Floor AH1A 6
AH1B
MLAB
CL 2,3,4
4th Floor Drawing Room 10
Physics Lab
EE Lab
ECE Lab
AH2A
AH2B
CL4,CL5,CL6,CL7
Total No. of Rooms: 32

Table 2. Components assembly installation of room (4 Rooms)

Components assembly installation of room (4 Rooms)

Components Price
gizDuino IOT-644 ₱ 1,350.00
Lock-style Solenoid 12VDC (x8) ₱ 2,800.00
5V 2 way 2--Channel Relay Module(x4) ₱ 720.00
9V 2A Power Supply ₱ 175.00
12V 2A Power Supply (8) ₱ 1,400.00
Ethernet Cable ₱ 175.00
Miscellaneous ₱ 1,000.00
Total: ₱ 7,620.00

Table 3. Total costs of materials to be used in the project applied to rooms covered of the

engineering building

Total cost of materials to be use in the project applied to rooms covered of the engineering
building
Components assembly installation of room Total: ₱ 7,620.00
(4 Rooms)
Room coverage of the Engineering building Total No. of Rooms: 32
Total No. of Rooms by twos: 8
Total Cost of the project implemented in the engineering Total: ₱ 60,960.00
building
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The tables showed only an estimate of what would be the individual cost per four rooms and the

total cost if ever the system should be implemented added cost may be applied since this was only an

estimation of the design project.

Circuit Diagram

Figure 2. Circuit Diagram of the Actual Prototype of the System

Table 4. Pin Assignments

Relay gizDuino LED gizDuino

Board Pins Pins
VCC 5V For lights 6
GND GND For AC Units 5
VIN 9

The figure above showed the interconnection of the components and the microcontroller. The

microcontroller used is the gizDuino IOT-644. A relay circuit was connected to the gizDuino. The

relay circuit was also connected to the solenoid lock and the 12V supply. The output from pin 9 of the

gizDuino is connected to Vin of the relay. In this way, the lock is controlled through the relay. LEDs

were used to represent the other two facilities of the room which are lights and the AC units. The

LEDs were connected to the gizDuino through pins 6 and 5 for the lights and AC units.
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RESULTS AND DISCUSSION

Project Evaluation

The system was evaluated to determine its effectiveness. The effectiveness of the system was based on

several criteria such as accuracy, security, time delay and reliability. The accuracy, security, reliability, and

time delay of the system were measured by performing several tests on to the working prototype. These tests

were made under several possible conditions encountered by the system. The results were recorded, tabulated,

and interpreted.

Prototype

The prototype was a mini classroom made out of wood casing. There’s only one door which the solenoid

lock is attached to. The solenoid lock was connected to the microcontroller through the relay board. There

were also LEDs which represent lights and air-conditioning units. There’s also a router that was connected to

the microcontroller through the Ethernet cable.

Figure 3. Actual Prototype (a) Front View (b) and (c) Top View (d) Back View

(a) (b)

(c) (d)
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The mini-classroom has a 16in. x 16in. x 12in. wooden casing with a rectangular base of

20in. x 24in. in size. The lock was mounted beside the door. The relay and the microcontroller

were in the interior of the prototype. The light was mounted at the ceiling of the room. An LED

was used to represent the AC Units. If the LED is on, the AC unit is on. If the LED is off, the AC

unit is off.

On the exterior of the prototype, the power supplies of the microcontroller and the

solenoid lock can be found. Also, the router which is connected to the microcontroller via an

Ethernet cable was located outside the prototype.

Materials used:

• gizDuino IOT-644

• solenoid lock

• relay board

• LEDs

• 12 V and 9 V DC power supplies

• Router

• Ethernet cable

Operation of the System

Figure 4. Operation Flow Diagram

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Figure 4 shows the flow of operation of the system. The user must connect to the router in order

to access the host. By typing, “192.168.1.3/login/rooms.php” on the address bar of the browser, the

user will have access on the page of the host. The user then must choose the room in which he wants

to access. Upon choosing a room, the user will be asked to enter his account and password. The

program will check if the account, the password and the schedule of the user are all matched in the

database. If the user has a match and he is a student, his attendance will be recorded including the

exact time of his log in. If the user is a professor, his attendance will be recorded including the exact

time of his log in and he will have the controls of the facilities of the room which includes the

unlocking and locking of doors and turning on and off of the air-conditioners and lights. The user can

also view the records of the attendance of the student.

An administrator account is also created for the authorized persons to access the room anytime

they want. The administrator account is granted to the Dean and chairpersons.

Database

All of the information of the students and the professors were stored in the database. The

attendance of the students and teachers would also be stored if the log in was successful. The

databases were stored in the server. There were four databases which included the users’ information,

schedule, and attendance of both students and teachers. In the user’s information, the given name,

middle name, last name, username and password of the users were stored. Status was the

differentiation of the user whether he/she is a student, professor or an administrator. In the schedule,

the name of the subject and the start and end time of the subject were stored. In the attendance of the

students and the teachers, the time and date of which the students and the professors were stored.

Design Criteria Test Results

Accuracy Test
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The test was divided into three parts. The first part involved the logging in of 8 enrolled teachers.

The second part involved the logging in of 8 enrolled students. The last part involved enrolled

students logging in at the same time. The log in of the enrolled teachers and enrolled students should

succeed. - Log in succeed -Log in failed.

Table 5. Enrolled Teachers Test

Enrolled Teachers 1 2
1 
2 
3 
4 
5 
6 
7 
8 
Trials
3 4
 
 
 
 
 
 
 
 
5
 
 
 
 
 
 
 
 

Table 6. Enrolled Students Test

Enrolled Students Trials

1 2 3 4 5
1     
2     
3     
4     
5     
6     
7     
8     

Table 7. Enrolled Students Simultaneous Log-in Test

No. of Students Trials

Logging-in 1 2 3 4 5
1     
2     
3     
4     
5     
6     
7     
8     
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Table 5 and 6 showed the results of the Accuracy test. The results showed that the router

accepted the log in of the enrolled teachers and the enrolled students. Table 7 showed that the system

can handle log-ins of several users.

Security of the Router

The test was divided into two parts. The first part involved the logging in of 8 not enrolled

teachers. The second part involved the logging in of 8 not enrolled students. - Router rejected the

login -Router accepted the login.

Table 8. Not Enrolled Teachers Test

Not Enrolled Trials

Teachers 1 2 3 4 5
1     
2     
3     
4     
5     
6     
7     
8     

Table 9. Not Enrolled Students Test

Not Enrolled Trials

Students 1 2 3 4 5
1     
2     
3     
4     
5     
6     
7     
8     

Table 8 and table 9 showed the results of the Security test. The results showed that the router

rejects the log in of not enrolled teachers and students.

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Security of the Database

The test involved 8 unauthorized person access the database. The database should reject any

unauthorized access to it. - Database rejected the access -Database accepted the access.

Table 10. Unauthorized Access of Database Test

Unauthorized
Person 1 2
1 
2 
3 
4 
5 
6 
7 
8 
Trials
3 4
 
 
 
 
 
 
 
 
5
 
 
 
 
 
 
 
 

Table 10 showed that the database rejected all the unauthorized access to it.

Time Delay in Accessing the Room

The test involved 8 trials comparing the time consumed in accessing the room using the manual

way and the automatic way. The time consumed was labelled as time delay.

Table 11. Time Delay in Accessing the Room Test

Trials Automated System Manual System

1 0.23 sec 38.69 sec
2 0.25 sec 52.88 sec
3 0.37 sec 36.46 sec
4 0.32 sec 32.21 sec
5 0.28 sec 35.54 sec
6 0.35 sec 33.66 sec
7 0.26 sec 31.26 sec
8 0.30 sec 35.39 sec

Table 11 showed the summary of the time of unlocking the door and turning on the lights and

AC. In automated system, the time delay of opening of the doors was recorded when the button on

the room access controls was pressed. In manual system, a physical key was used to open the doors.

The results showed that 37 sec. was the average time of unlocking the door and switching the utilities

using manual operation and 0.295 sec for the automatic operation.
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Time Delay in Taking of Attendance

The test was divided into two parts. The first part involved the time delay in taking of attendance

of 8 teachers. The second part involved the time delay in taking of attendance of 8 students. Both

tests were conducted in 8 trials.

Table 12. Time Delay in Taking of Attendance of the Teacher Test

Trials Automated System Manual System

1 7.33 sec 136.02 sec
2 6.35 sec 128.49 sec
3 7.68 sec 122.66 sec
4 7.80 sec 141.27 sec
5 7.29 sec 129.44 sec
6 6.33 sec 146.35 sec
7 8.27 sec 133.62 sec
8 7.30 sec 145.26 sec

Table 12 showed the summary of the time of taking of attendance of the teachers. In automated

system, the teacher was asked to login to the system to record his attendance. The attendance of the

teacher was automatically checked upon logging in. The time to log in was recorded. In the manual

system, the time for the checker to reach and check the attendance of the teacher with a class in a

room in the Engineering building was recorded. The starting position of the checker was at the

Human Resource Department Office. The checker walked from the Human Resource Department

Office to the Engineering Building to manually check the attendance of the teacher. The results

showed that 135.39 sec. was the average time of taking of attendance of the teachers using manual

operation and 7.29 sec for the automatic operation.

Table 13. Time Delay in Taking of Attendance of the Students Test

Trials Automated System Manual System

1 6.33 sec 58.36 sec
2 8.35 sec 62.28 sec
3 7.28 sec 56.54 sec
4 7.30 sec 60.12 sec
5 7.89 sec 59.44 sec
6 6.83 sec 60.66 sec
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7 7.27 sec 57.50 sec

8 7.55 sec 59.39 sec

Table 13 showed the summary of the time of taking the attendance of 8 students using the

automated and manual system. In automated system, 8 students were asked to simultaneously login

to the system to record their attendance. The attendances of the eight students were automatically

checked upon logging in. The time delay of their logins was recorded. In the manual system, a

teacher called the name of the 8 students one by one and recorded their attendances manually. The

time of which the teacher finished recording their attendance was noted. The results showed that

59.29 sec. was the average time of taking the attendance of the eight students using manual operation

and 7.35 sec for the automatic operation.

Reliability Test

The test determined if the whole system operated as intended. The test was composed of two

parts. The first part determined the response of the system when the teachers log in. The system

should allow the access of the teacher, allow the control of the facilities of the room, mark the teacher

present in the database and allow the teacher to see the attendance of the class. The second part

determined the response of the system when the students log in. The system should mark the students

present in the attendance upon logging in.

Table 14. Operation of the system when teachers log in

Teachers Has the Are all the facilities (lock, Is the teacher Can the teacher see the
teacher lights, AC Units) can be marked present attendance of the
logged in? controlled by the teacher? in the database? students in his class?
1 YES YES YES YES
2 YES YES YES YES
3 YES YES YES YES
4 YES YES YES YES
5 YES YES YES YES
6 YES YES YES YES
7 YES YES YES YES
8 YES YES YES YES
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Table 15. Operation of the system when students log in

Students Is the student marked present in the database?

1 YES
2 YES
3 YES
4 YES
5 YES
6 YES
7 YES
8 YES

Table 14 and 15 showed the results of the reliability test. The results showed that the whole

system works properly when the teacher logs in and when the students log in.

CONCLUSION

The wifi-based room access control system was accurate since the proponents used 8 different

professors and 8 different students enrolled and scheduled to the system and garnered a result of 16

valid logged in users out of 16 attempted trials. Also, the 8 logged in professors successfully

controlled the utilities of the room.

The result for the unauthorized users accessing the room showed that the system assured that the

room was secured from unauthorized access. Thus, the wifi-based room access control system was

properly working and was secured.

The operation of accessing the room worked with less than 1 second input response time. Less

time was consumed than going to the information’s desk and waiting for the personnel to open the

door using the conventional key.

The room access system, lock system, and the utilities control system were working based on the

conditions made in the codes encrypted in MySQL databases and Arduino software. The attendance

log from the system generated exact users’ information and date and time log entries. Thus, this could

be used by the Human Resource department for attendance monitoring purposes.

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The comparison of the manual and automated system showed that the automation was time

efficient. The automated system consumed less time in opening and locking the doors as well as the

switching of the utilities. Also, the automated system produced a highly accurate attendance

monitoring for teachers and students. The time delay in taking of attendance was also reduced when

the automated system was used.

RECOMMENDATION

Based on the results, the proponents would like to recommend the following:

An application can be developed for easier use and access of the system. The application must be

compatible to all gadgets.

To increase the security, the mac addresses of the gadgets can be integrated in logging in and

accessing the room. The mac addresses of a gadget should be registered so that only one specific user

can use the gadget.

The databases should contain more information such as the sections, departments, absences,

lates, and log out time of the users.

A spring mechanism should be added to the door so that it would close on its own after it has

been opened for entrance or exit. A sensor could also be installed on the lock of the door to notify the

users if the door is still locked or not. The solenoid locks should have an indicator if it fails to work

since it is the main access element for entrance and exit.

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