Have employees clock in/out by scanning a QR Code!
If your business operates in the event space or you manage shift workers and want to streamline the process of employee clock-in to prevent congestion around your iPads, consider using QR codes.
These codes can be customised and printed for each staff member, allowing them to automatically clock in at the start of their shift simply by scanning their unique QR code.
Please note: This QR code functionality is exclusively available when using the foundU Clock App on iOS devices, such as iPads.
In this article, we will cover:
- Enabling QR Clocking for your platform
- Creating QR codes for your employees
- FAQs
If you would like to use Clocking within your business or learn more about the clock settings, please refer to our helpful guide here.
Before your employees can start using the QR clocking feature to record their shifts, you need to enable this function in your Clock Settings menu. After activating QR clocking for the relevant Operations, you will generate and provide each employee with a unique QR code.
This QR code will serve as their personal tool to clock in at the beginning of their shifts, ensuring a smooth and efficient clocking process.
A couple of reasons why you might use this feature are:
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- The QR code can be printed and attached to an employee's lanyard or ID card. Employees can also have their QR codes on their mobile phones.
- For health and safety reasons, you may want to limit the number of people handling your iPad in the staff room.
- It can make the clocking process quicker as the employee does not need to remember and enter a Clock ID and passcode - just scan the QR code!
Hot tip: Each QR code is unique to each employee. They will not be able to use another person's code to sign in.
To enable QR code clocking, you will need to do the following:
- Navigate to Platform Settings > Clock Settings and ensure that the 'Enable Clock App' setting is enabled.
- There are 2 ways you can enable QR Clocking these are:
- From the Clock Settings page - This will enable QR Clocking for all Operations on your platform.
- From an Operation - Enabling QR Clocking per Operation lets you select which Operations can use this feature. To update, select Clocking from the Operation Overrides section.
- From the Clocking section > Clock App Devices, enable the 'Employees can sign in using an access card (QR code)' setting.
- Optionally, you can enable the 'Automatically clock an employee in/out when access card is used' setting if you want your employees to be automatically clocked in or out of their shift, provided that comments/questions aren't required. If this setting is enabled, employees who clock outside of shift thresholds will be required to clock their breaks and start or end shifts manually.
- To apply your updates, select Save from the taskbar.
Once the QR code has been enabled on your platform, you can generate a QR code for each employee. The employee can use this as a printed copy or display an image of the QR code on their phone to clock in for their shifts.
To generate the QR codes for your employees to print:
- Navigate to People > Approved People.
- Next, select the group of employees you are generating the QR code for:
- For an individual employee - You can search for the relevant employee names.
- For a group of employees - Select' Show Filter', filter your employee list and select people from the checkbox next to their name.
- For all employees - Select 'Show Filter' and update your Page Size to display all of your employees on one page. 'Apply Filter' and select the checkbox to select all employees.
- After you have filtered/selected the relevant employees, select Bulk Actions > Generate QR Code for Selected.
- The QR codes for the relevant employees will display in a new tab in your browser, allowing you to screenshot or print them to provide to your employees.
What if an employee's QR code printout gets lost? Can the employee still clock in for their shift?
Yes, they will just need to use their Employee ID and Passcode to clock. If they are unsure of what these details are, please see our 'View your Employee ID & Reset Passcode' guide here. You can simply reprint the employees existing QR code by using the instructions from the Generating a QR code for your employees section above.
Can employees use their phones with the QR code instead of a printout?
Yes, employees can take a photo of their QR code and use that to clock. Just ensure that they have their brightness turned up when clocking.
Do employees need a clock passcode to use QR clocking?
Yes, all employees will need to have a Clock passcode set before they can use the QR clocking feature. This is so that the can still clock for their shifts if any errors or issues occur. You may experience an error if the employee doesn't have a Clock passcode set.
Can QR passcodes be used with browser-based Clocking, or are they only compatible with iPads?
No, the QR code functionality is only available when using the foundU Clock App on iOS devices, such as iPads.
We have multiple platforms with employees working across them. Can they use the same QR code to clock in?
No, the employee will need to have a QR code for each platform .