Frequently Asked Questions
Common questions about the clinical attendance system.
🎓Students
Do I need to download an app?
No. The system works entirely in your phone’s web browser. Just scan the QR code with your camera and the check-in page opens automatically.
What if I don’t have my phone?
Ask your tutor. They can note your attendance manually and the administrator can add a check-in record for you.
Why does it need my location?
Location is used once at the moment of check-in to verify you are at the clinical site. It is not tracked at any other time. You can check in without location, but your attendance may be flagged for review.
What if the QR code doesn’t scan?
Make sure your camera is focused and the QR code is well-lit. If it still doesn’t work, ask the tutor for the session URL or use the self-reporting function in your student portal.
Can I check in for a friend?
No. Each check-in is linked to an individual K-number and verified by geolocation and tutor review. Checking in on behalf of another student is academic misconduct and a fitness to practise concern.
How do I see my attendance record?
Sign in at clinical-attendance.co.uk with your KCL email. Your student portal shows your full attendance history, including verified check-ins, absences, and any flags.
What happens if I miss a session?
Report your absence through the student portal as soon as possible. The programme team reviews absence reports. Repeated or prolonged absence may affect your ability to sit examinations.
I checked in but my attendance doesn’t show. What happened?
Your tutor may not have verified your check-in yet, or the session may have expired before you scanned. Contact the programme administrator if you believe there is an error.
What is the Code of Conduct?
The first time you sign in, you’ll be asked to read and accept a Code of Conduct for clinical attendance. This covers your responsibilities around honest reporting, absence notification, and data use, in line with the programme regulations.
I’m a visiting student from another institution. Can I check in?
Yes. When you scan the QR code, select “Guest check-in” and enter your details. Your attendance will be recorded and flagged for the administrator to review.
👩‍⚕️Clinical Tutors
How do I log in?
Go to clinical-attendance.co.uk and enter your email address. You’ll receive a login link — no password needed. Tap the link to access your tutor dashboard.
How long does the QR code last?
Sessions are active for 15 minutes by default. You can extend the session from the active session screen, or end it early once all students have checked in.
What if I close my phone during a session?
No problem. When you return to clinical-attendance.co.uk, you’ll see an “Active session in progress” banner. Tap it to return to the QR code.
Do I need to select a module?
Module is optional. If you’re not sure which module the students are on, or the session isn’t linked to a specific module, just leave it as “Not specified”.
What does “verify” mean?
After ending a session, you can confirm which students were genuinely present. Tap the tick to verify or the cross to reject. This provides an independent confirmation alongside the timestamp and geolocation data.
A student says they checked in but I didn’t see them. What should I do?
You can reject their check-in from the session review screen. The administrator will be notified and can follow up with the student.
Can I run more than one session at a time?
You can only have one active session at a time. End your current session before starting a new one.
What if the students don’t have phone signal?
The check-in works on WiFi too — students just need a data connection to load the page. Hospital WiFi (e.g. NHS WiFi) is sufficient. If there’s truly no connectivity, the administrator can add attendance records manually.
đź”’Data & Privacy
What data is collected?
The system collects: K-number, timestamp of check-in, approximate geolocation (at point of check-in only), device user agent string, and absence reports. No data is collected outside of the check-in moment.
Who can see my attendance data?
Your attendance records are visible to programme administrators, module leads, your personal tutor, educational supervisor, and the clinical tutor who ran the session. Data may also be shared with fitness to practise panels where necessary.
How long is my data kept?
Attendance records are retained in line with KCL’s student records retention policy, typically for the duration of your programme plus a post-graduation period. See the Privacy Notice for details.
Is my location tracked continuously?
No. Location is captured once at the moment of check-in only. The system does not track your location at any other time.
Can I request my data?
Yes. Under data protection legislation you have the right to access your personal data. Contact the programme administrator or visit the KCH website for Data Protection Officer contact details.