QR code time clock and attendance system
A QR code time clock lets employees clock in by scanning a code at the workplace with their own phone. With QRtimetrack you print a QR code for each site, or show a rotating QR on a tablet that changes every 15 seconds. No terminal to buy, no fingerprints stored. From €19 per month.
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How QR clock-in works
- Create a location in the dashboard and print its QR code, or open the rotating QR on a tablet or screen.
- Place it where people arrive – at the staff entrance, in the site container, next to the back door.
- Invite employees with an activation link. They add the app to the phone's home screen (Android or iPhone), no app store needed.
- Employees scan the code when they arrive, go on break and leave. The punch is saved with server time.
- You see who is at work, who is late and who is "not in yet" on the dashboard.
Printed QR or rotating QR?
| Printed QR code | Rotating QR on a screen | |
|---|---|---|
| What you need | A sheet of paper or a sticker | Any tablet, monitor or old phone with a browser |
| Code changes | No | Every 15 seconds |
| Photo of the code works? | Yes, unless combined with GPS | No – the code expires |
| Best for | Outdoor sites, small shops, vans | Offices, warehouses, receptions, factories |
| Extra security | Add a GPS zone or selfie | Built in |
The weak point of a printed QR code is that someone can photograph it and scan it from home. Combine it with a GPS geofence so the punch is accepted only on site, or use the rotating QR, where a photo sent to a colleague is useless after 15 seconds.
Why a QR code attendance system instead of a time clock terminal
- No hardware cost. A printed code costs nothing; a rotating QR runs on a tablet you may already have.
- Any number of sites. Print one code per site, client or vehicle. Terminals usually mean one device per entrance.
- No biometric data. Fingerprint and face terminals process biometric data, a special category under the GDPR that normally needs extra safeguards. With QR codes, nothing like that is stored. If you want an extra identity check, Face ID or fingerprint can be used through the phone's passkeys – the check stays on the phone.
- Works offline. If there's no signal, the punch is stored on the phone with the real time and sent when the connection returns.
- In the worker's language. The app is available in English, Romanian, Spanish, Italian, French, German, Dutch and more being added.
No smartphone? Use the kiosk
Not everyone has a phone they want to use for work. On the Standard plan, a tablet at the entrance works as a kiosk: the employee types a PIN, or shows a personal code from their phone that changes every 30 seconds. Kiosk users and phone users appear in the same reports.
Anti-fraud checks behind every scan
- One phone per employee; a new phone needs manager approval.
- Server time – a changed phone clock is flagged.
- Impossible travel detection between punches.
- A green, yellow or red risk light per punch; you approve or reject the doubtful ones, and rejected punches don't count.
From scans to a payroll-ready report
Breaks, overtime and weekend hours are calculated from the scans. Set schedules to see late arrivals and early departures, and get a morning e-mail report. At month end you close the period, employees confirm their hours from the phone, and you export Excel, CSV or PDF with daily start and end times, breaks and totals. In the EU, this supports the requirement set by the Court of Justice on 14 May 2019 (case C-55/18) for a system that measures daily working time; the details depend on national law. See all features of the employee time tracking app, or start with a free timesheet template.
Pricing
€19/month for 1–9 active employees. From 10 employees, €1.99 per active employee per month – 20 employees cost €39.80, 50 cost €99.50. Prices exclude VAT; billed monthly, cancel any time. The 14-day free trial needs no card and covers up to 25 employees (integrations are not included in the trial).
Frequently asked questions
Can employees just photograph the QR code and clock in from home?
With a printed code alone, they could try. That's why QRtimetrack lets you add a GPS zone to each location, so the punch is accepted only on site, or use a rotating QR on a screen that changes every 15 seconds. Each employee is also tied to one phone, and suspicious punches are flagged.
Do I need special hardware for a QR code time clock?
No. A printed QR code needs only paper. A rotating QR runs in the browser of any tablet, monitor or spare phone. Employees use their own phones, adding the app to the home screen from an activation link – no app store install.
What if the QR code gets damaged on site?
Print a new one from the dashboard in seconds. A laminated sheet or a weatherproof sticker lasts longer outdoors. On sites where codes keep getting damaged, GPS geofence clock-in is a good alternative.
Can I use one QR code for several sites?
It's better to create one location and one QR code per site. That way you see who is at which site, site managers can be limited to their own locations, and reports are split by location automatically.
Is QR clock-in GDPR friendly?
Scanning a QR code does not involve biometric data, unlike fingerprint or face terminals. QRtimetrack stores data in the EU (Frankfurt), deletes optional selfies after 30 days and never receives fingerprints or face templates. You still need to inform employees how their attendance data is used.