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QR Codes For Attendance Tracking

Posted: November 15th, 2017 | Author: | Filed under: General | 21 Comments »


 
Quite often there’s a need for a quick and easy way to check people into a meeting or an event, or to register the attendance of one or more people at a location. Our Attendance Tracking data type QR codes do exactly that by allowing you to link your QR code to a Google spreadsheet that records the name of the person scanning the QR code and the date and time of the scan.

Whether it’s team members at a staff meeting or training session, students at a seminar, attendees at a conference or trade show, or a security guard at a monitored location, create a single QR code that simplifies the attendance monitoring process.

This new feature is a standard part of the QR Stuff paid subscriber feature set and is available to all full subscribers. Become a paid subscriber now.

Create Your Attendance Tracking QR Code

  1. First up, choose the Attendance Tracking data type from column 1.
  2. In column 2 click on the “Google Sheet Name” field. You will then be asked to log into your Google account which will give us the authority to create the tracking spreadsheet in your Google Drive, and the update it on your behalf as each scan event is recorded. (Please note that this access authority is limited exclusively to the tracking spreadsheet only and doesn’t give us any other user or access privileges for your Google account).

QR Code Attendance Tracking

  1. In the “Google Sheet Name” field enter the name you would like to give your tracking spreadsheet, and complete the 3 fields for “Location”, “Action” and “Event Description” – these 3 fields will be recorded in your spreadsheet. For example, if you’re having a sales staff meeting in Room 101 and you’d like to record attendee check-ins, you would enter Room 101 as the Location, Check-in as the Action, and Sales Staff Meeting as the Event Description.
  2. At this stage you can simply download your completed QR Code by clicking the “Download QR Code” tab.

QR Code Check In

When the QR code is scanned by the attendee, the location, action and event description details that you specified above are displayed, and the person scanning the QR code is asked to enter their name of identification number. Clicking on “Go” confirms their attendance check-in and records their details in your Google Sheet.

QR Code Location Recording

Note: The date and time recorded for the scan event will be based on the time zone that you have specified in your subscriber account setup.

Employee Time Sheets

An alternative use of this type of QR code could be for logging employees in and out of work, whether it be on-site employees or remote employees. All you would need to do is create a “Check-In” QR code and a separate “Check-Out” QR code using the process outlined above, and have your employees scan one on the way into work and the other one when leaving work.

Since the check-in and check-out data is stored in spreadsheets, with each scan event tagged by employee name and time-stamped, calculating employee hours would simply be a matter of merging the two speadsheets and extracting the start and finish times for each employee.

About Your Google Sheet

To access the spreadsheet that contains the attendance tracking data collected from scans of your QR code, log into Google Docs at https://docs.google.com using the Google Account that you specified in Step 2 above. The spreadsheet you authorised us to create and update on your behalf will be displayed in the list of available sheets.

QR Codes And Google Sheets

Note: The process outlined above will create a brand new spreadsheet in your Google Sheets account for the recording of your attendance tracking scan data. Do not enter the name of an existing spreadsheet in the “Google Sheet Name” field.

If you need to give other people access to the spreadsheet, use the “Share” button in the top right corner.

QR Codes And Google Docs

More information about Google Sheets, and how to use them, can be found here.

See It In Action

via GIPHY

Make It A Bit Fancy

QR Code Styling

While free users can change the foreground colour of their QR code, paid subscribers have the ability to also change the appearance of QR code image and embed a logo or image in the centre of it. Just use the steps outlined above to create your Attendance Tracking QR code, and then, before you download your finished QR code, click the “Style Your QR Code” button to change its appearance.

To the right is an example that shows what could be done to the Attendance Tracking QR code created above using our QR Code Styling feature. Our styling interface allows you to make your QR code more visually distinctive and, by embedding a suitable image, perhaps more intuitive as well.

Our previous post on QR Code Styling will give you more information about how to use this feature.

QR Code Attendance Logging


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21 Comments on “QR Codes For Attendance Tracking”

  1. lemke  November 22nd, 2017

    is there a scanner you recommend?

  2. Greg Slapp  November 22nd, 2017

    The scanning apps we recommend are QR Code Reader By Scan or QRafter for iPhone, and either QR Code Reader By Scan, QRDroid or QRPal for Android devices.

  3. Josh  December 12th, 2017

    Use iOS 11 camera as it is. Opens Safari automatically. No fuss. Works perfectly.

  4. Joy  January 8th, 2018

    Hi
    I’m wondering if there is a way for me to use QR codes to log my students(200) and staff (25) in at two venues. I’d also like to use the staff time to generate payroll information.
    Many thanks
    Joy

  5. Greg Slapp  January 8th, 2018

    Yes, our Attendance Tracking QR code data type is specifically designed for tracking attendances at a location. Just create an Attendance Tracking QR code for each of your two locations and attendances by your students and staff will be tracked.

  6. Liz  January 13th, 2018

    Can it track over a period of time using the same scanning code, such as recording how many times people attended fitness classes over a period of 3 months? Without needing to have a new code each day?

  7. Greg Slapp  January 13th, 2018

    Yes it can Elizabeth. The link between the QR code and your spreadsheet will be active indefinitely.

  8. Liz  January 13th, 2018

    And can it generate a spreadsheet with attendance for each person showing how many times they each checked in over the course of 3 months?

  9. Greg Slapp  January 30th, 2018

    Yes it will Liz. Each scanned attendance event will be stored as a unique event in your spreadsheet.

  10. Beth Ferguson  January 29th, 2018

    Is there a way that the roles can be reversed and each attendee has an individual QR code and the person working the event scans their qr code?

  11. Greg Slapp  January 29th, 2018

    Unfortunately not Beth. At the moment the system is set up to be event-based rather than person-based, however we are collecting feedback received to determine the direction for future updates.

  12. Muna  July 10th, 2018

    Can I print a barcode for each employee when they scan I will know automatically who is absent or who is not?

  13. Admin  July 11th, 2018

    Yes, you can use one of the Event Details input fields:
    Attendance Tracking input fields

    To embed the name/id of the employee. for example:
    Input field

    The employee will still be asked to put his name when he scans the code though (that’s how the datatype works) and you can use it as a second verification that the employee actually scanned the right code.

    You can generate as many QR Codes you like for the same spreadsheet as long as you don’t change the spreadsheet name.
    Here is an example for the second employee:
    attendance tracking second employee

    And the final result:
    attendance tracking final result

    You can contact our support at support@qrstuff.com in case you have further specific questions

  14. Omer Iqbal  July 31st, 2018

    Can you please share, if someone scans on behalf of other attendees then how do you track this? It could be a case that one friend mark presence of his absent friend.

    Any solutions?

  15. QRStuff Admin  August 1st, 2018

    It is possible, but our system captures the scanning device and adds it to the spreadsheet. So if you suspect a student scanning the code for another student, you will see the same device scanning multiple codes.
    Another indication will be to compare the student scanning records and see if the same user scans the code with multiple devices, which will show it wasn’t him scanning the code.

  16. Jayson Pogi  August 24th, 2018

    Can I make a QR Code exclusively can be scanned by my phone to avoid attendance cheating? (sending of qr codes to other students who are not around)

  17. QRStuff Admin  August 29th, 2018

    Yes, you can make a QR Code for each student, please see my previous replay above.

  18. K Cole  September 6th, 2018

    Could this be used to track attendance at school events?

    I am looking for a way to have parents scan a QR code when they arrive at a school event, but I also want them to enter their names so I can keep track of which events parents attend throughout the year.

  19. QRStuff Admin  September 9th, 2018

    Yes, that’s one of the reasons we made this feature.
    You can generate an attendance tracking QR Code and when a parent scan to QR Code he will need to enter his name. You will see the results in a Google Spreadsheet.
    If you have further questions, you are welcome to contact us at support@qrstuff.com

  20. CRichard  September 13th, 2018

    We are needing to track attendance for students riding buses. So, if a parent calls the school and says their child did not get off the bus, we can look to see if their permanent QR code was scanned that day. Is this possible, or would we need to set up a new event everyday?

  21. QRStuff Admin  September 13th, 2018

    You will not need to set up a new event every day since we capture the scan time and date, you can simply look at a specific date on the spreadsheet.


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