Retail time tracking for shops and small store chains
In retail, staff clock in by scanning a QR code in the back office or at a tablet by the staff entrance. Every store sits in one account, you see who hasn't arrived before opening, and Sunday, public holiday and part-time hours appear separately in the month-end export.
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What makes time tracking harder in retail
- Opening hours longer than shifts – early, late and split shifts across seven days.
- Many part-time staff whose actual hours drift beyond what's agreed.
- Several stores with staff who cover for each other.
- Sunday and public holiday trading, which needs to be visible for pay and rest.
- Opening on time: a missing key-holder means a closed shop.
- Paper sign-in sheets in each store, collected (or lost) at month end.
Clock-in methods that suit shops
| Method | How it works | Best for |
|---|---|---|
| QR code in the back office | Staff scan the store's code with their phone | Small shops, zero hardware |
| Rotating QR on a screen | Code changes every 15 seconds; a photo doesn't work | Larger stores, staff entrances |
| Entrance tablet (kiosk) | PIN, printed badge or personal rotating code | Staff who don't want to use their own phone |
| GPS zone | Phone clock-in accepted only at the store | Pop-up shops, market stalls, events |
Staff open an activation link and add the app to the home screen; no app store needed. The app works in 23 languages. More on the QR code time clock and entrance tablet vs time clock.
One account for every store
- Each store is a location with its own QR code and, if you like, its own manager.
- Store managers use the team-lead app and see only their store; area managers see their region.
- Staff who cover in another store clock in there; hours appear per store.
- The "not in yet" list updates live before opening.
- Announcements, chat, tasks ("window display change Thursday") and leave requests in the same app.
- Several companies (for example a franchise and your own stores) in one account.
Sundays, public holidays and rest: what the record must show
- Daily rest: 11 consecutive hours between working days in the UK and Ireland – watch late close followed by early open.
- Weekly rest: 24 hours in each 7 days (or 48 hours per 14 days).
- Breaks: in the UK, 20 minutes when the day is over 6 hours; in Ireland, 15 minutes after 4.5 hours and 30 minutes after 6 hours.
- Sunday work in the UK: most shop workers have a statutory right to opt out of Sunday working, normally with 3 months' notice (1 month if you didn't tell them about the right in writing within 2 months of starting); keep the notices and the rota.
- Sunday work in Ireland: must be compensated if not already reflected in pay.
- Public holidays in Ireland: a paid day off, an extra day's leave or an extra day's pay.
In the app, weekend and public holiday hours appear in separate columns, ready for whatever premiums your contracts set. See working time records in the UK and Ireland.
Part-time staff without surprises
Part-time contracts are the norm in retail, and the gap between contracted and actual hours is where problems start: unpaid extra time can pull average pay below the minimum wage, regular extra hours affect holiday pay, and disputes are hard to settle without records.
- The schedule per employee shows when someone goes beyond their agreed hours.
- Overtime confirmation: staff who stay late confirm with the QR code and a photo; otherwise they're clocked out at the scheduled end.
- Breaks are punched, so you see real worked time.
Closing the month for payroll
- Review punches flagged yellow or red and approve or reject them.
- Close the month; from then on the hours are locked.
- Staff confirm or dispute their hours from the phone.
- Export Excel, CSV or PDF per store or for the whole company, with normal, overtime, Sunday and public holiday hours.
Calculating premiums? See how to calculate overtime pay.
Pricing and the entrance tablet
€1.99 per active employee per month, minimum 5 billed (€9.95/month), excl. VAT – for example 4 stores with 40 staff: €79.60/month. Pay only for staff active that month. 7 days free, no card, up to 10 employees.
Special offer for the staff entrance: Samsung Galaxy Tab A9+ tablet, 3 months of QRtimetrack free and a step-by-step setup guide – you set it up yourself in about 10 minutes – for €299 outside Romania. Limited stock of 100 systems. See the offer.
Frequently asked questions
Do I need a sign-in book in every shop?
No particular book is required. You need records of working time – in Ireland kept at the workplace for 3 years; in the UK enough to show compliance, with holiday and minimum wage records kept 6 years. A digital record per store, viewable on a manager's phone, does the job. See our attendance register guide.
How do staff clock in if they don't want to use their phone?
Put a tablet at the staff entrance. Staff type a PIN or show a printed badge. Others scan the QR code with their phone. Everyone appears in the same reports.
Is Sunday work paid extra?
In the UK there's no statutory Sunday premium; it depends on the contract, and most shop workers can opt out of Sunday work. In Ireland, Sunday work must be compensated – by a premium, payment, time off or a combination – unless it's already reflected in pay.
Can I see hours for each store separately?
Yes. Each store is a location; hours, late arrivals and overtime are reported per store, and you can export one store or all of them.
How much for 4 stores and 40 staff?
40 × €1.99 = €79.60 a month, excl. VAT. The number of stores doesn't change the price. Billing is monthly, for active employees only.