Smartcard Classroom Control System

To improve security, energy saving and streamline facilities utilization in the University, the Smartcard Classroom Control System works with the EdU Cards to control room access and its facilities.

To use a teaching venue, it must be reserved by iBooking in advance.

Access Control Reader and Attendance Reader

An access control reader and attendance reader are installed outside and inside of each teaching venue respectively. By presenting a valid EdU Card, staff can check in, check out or extend (if there is no booking after the session) a booked session through the access control reader. While for the attendance reader, it is designed for counting the number of users in the teaching venues.

Check In a Reserved Room

20 minutes before the booking starts, booking details will appear on the access control reader and the control system will automatically turn on the lights, air conditioning and unlock the door to allow participants to enter the room. Users are required to check in the room within 20 minutes after the session starts by presenting a valid EdU Card over the access control reader. If you do not check in within 20 minutes, the system will turn off the lights, air conditioning and lock the door even though the room has been reserved. As reminder, there will be buzzer sound 5 minutes before the system shuts down if you do not check in by that time.

For successful check-in, the display on the access control reader will change from ‘Room Not In Use’ to ‘Room In Use’.

Attendance Tracking

The attendance reader (beside the door inside the room) is designed to capture the number of participants using the room. Participants simply present their EdU Cards over the attendance reader to take record. Departmental attendance report can be obtained through iBooking

Check Out a Room After Use

Users should check out the room when they finish using the room before the session ends.  To do so, present a valid EdU Card over the access control reader outside the room. The display on the access control reader will change from ‘Room In Use’ to ‘Checked Out’.

After checking out, the system will turn off the lights, air conditioning and lock the door 5 minutes later.

Session End

1 minute before a booked session ends, user will hear buzzer sound as reminder. If there is booking after the current session, lighting and air conditioning will remain on when the session ends so that they are ready for use by users of the next session. However, if there is no booking right after the current one, the system will turn off the lights, air conditioning and lock the door 15 minutes after the session ends.

End-grace Period

If there is no booking after the current booked session, user can extend the booking and continue to use the room for another 30 minutes (end-grace period). To do so, users need to do the followings within 20 minutes before the session ends:

1. Tab “View Booking” on the access control reader outside the room
2. Tab “Extend”
3. Place EdU Card over the access control reader. The display on the reader will change to “Extended” after successful extension.

Door Release Button

For safety purpose, each classroom is installed with a "door release button" beside the door inside the room. Users can use it to unlock the classroom door in case it is locked by the system.

Note: Please also see FAQ for related questions about Smartcard Classroom Control System.