Time Attendance System for TVET Colleges and Training Institutes in Kenya: Setup Guide

01Why TVET colleges and training institutes need a time attendance record

Instructors, workshop technicians and admin staff work to a timetable, and students depend on classes starting on time.

• Instructors work split days across workshops and classrooms
• Part-time trainers are paid per session
• Admin and support staff hours are not tracked

A paper register or a verbal "I was here" cannot settle these. A fingerprint terminal records when each person actually arrives and leaves, and the software turns that into a report payroll can use.

02How attendance works at TVET colleges and training institutes

Technical colleges run a day timetable with practical workshops, and some offer evening classes. Full-time instructors and admin follow fixed hours; part-time trainers come in for specific sessions and are often paid by hours taught.

03Where to put the terminal

Put the terminal at the staff room or administration block entrance. If workshops are far apart, a second terminal at the main workshop saves a long walk.

Count how many people arrive at the same time. If a queue forms at shift change, add a second terminal instead of asking staff to wait. See where to install a ZKTeco K40 Pro and how many employees one terminal can handle.

04Setting it up in ZKBio Time.Net

This is the order we follow when we set up a system for TVET colleges and training institutes. Each step has its own guide with screenshots.

1. Install the software, then add the terminal over TCP/IP.
2. Create departments or areas that match how you are organised (departments and areas).
3. Add staff one by one or import them from Excel, then enrol their fingerprints.
4. Create Instructors, Admin and Support departments and a short evening timetable for evening-class trainers.
5. Press Calculate and check the first day's report before you trust the numbers (Calculate attendance).

05Reports you will actually use

Use the monthly hours for part-time trainers, and the late report to spot a pattern behind missed first lessons.

They all come from the standard reports: daily report, late and early report, and export to Excel for payroll.

06Supply and installation by Qyvea

Qyvea Limited supplies ZKTeco attendance terminals, installs them, configures the software, enrols your staff and trains whoever runs payroll. We work in Nairobi and deliver countrywide. See ZKTeco K40 price in Kenya or message us on WhatsApp for a quote.

07Related guide

A wider guide for this sector: Biometric attendance for universities and colleges.

08A typical scenario

A TVET college paid part-time trainers from sign-in sheets they filled in themselves. Hours claimed looked higher than the timetable could support. After a fingerprint terminal, claimed hours matched the timetable and disputes at pay time stopped.

Illustrative example based on common cases, not a named customer.

09Common mistakes

• Not enrolling part-time trainers because they come irregularly.
• Counting break time as teaching time in the timetable.
• Having only one terminal for a large campus.

10Quick checklist

1. Count staff and entrances before you buy.
2. Write the working hours down as timetables.
3. Enrol everyone, including casual and part-time staff.
4. Run a one-week trial and compare it with your old register.
5. Name one person who owns the reports.

11Frequently asked questions