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QR Codes For Attendance Tracking

Posted: November 15th, 2017 | Author: | Filed under: General, QR Codes For Attendance Tracking, QR Codes For Attendance Tracking, QR Codes Use Cases | 58 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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58 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.

  22. Lisa C  September 28th, 2018

    I’m looking for a way for staff to sign in. Our finance officer is still using paper/pencil. How can I make reading this easy for her?

  23. QRStuff Admin  October 4th, 2018

    Hi Lisa,

    You can generate an attendance tracking QR Code using the above blog post detailed instructions, print the newly created code and post it in a noticeable location for the staff to scan the code, all the scanning results will be displayed in a Google Spreadsheet for your finance officer to explore.
    If you need any specific assistance, please contact us at support@qrstuff.com we are very responsive.

  24. L. Stoffel  October 1st, 2018

    How hard is it for the payroll person to read the reports each day? We are trying to switch from a paper sign in to a QR check in and I need to convince her that this is easy.

  25. QRStuff Admin  October 4th, 2018

    Hi,

    It’s super easy, the payroll person can open the correspondence Google Spreadsheet at any time and the scanning information is displayed in real time. Since it’s all set up in a Google Spreadsheet the payroll person can manipulate the Spreadsheet similar to an excel file which can make his work easier.
    If you need any specific assistance, please contact us at support@qrstuff.com, we are very responsive.

  26. Rae  October 5th, 2018

    would it be possible to just scan the QR code for each person without putting in the name? Just because we have a few hundred people at the event and if all of them have to enter their names, then we might as well do a manual check in instead.

  27. QRStuff Admin  October 5th, 2018

    Hi,

    If you don’t need the name then it will be better for you to only track the QR Code analytics from your user dashboard

    QRStuff Analytics Example

    OR use google analytics reports: https://blog.qrstuff.com/2011/05/01/using-google-analytics-with-qr-codes

  28. Adam Wojciehowski  November 4th, 2018

    Is it possible to use the code to geo track the scan? I’m thinking of lost items to track where it was scanned and then have the scanner I put contact info?

  29. QRStuff Admin  November 4th, 2018

    Hi Adam,

    Yes, you can use the new Attendance tracking geo-location feature located in the generator at http://www.qrstuff.com
    QRStuff geo-location feature

  30. Odin  November 15th, 2018

    Hi, my need is to create multiple QR codes (30) that must be scanned by the janitor each day. for instance a code near a window or a light switch will ensure us that he or she actually was at the place to make sure it was closed or switched off.
    is this possible? I do not need a name or any other interaction from the janitor besides scanning the code and moving to the next one. if I can pull a record for each scanned code it would be awesome

  31. QRStuff Admin  November 15th, 2018

    Hi Odin,

    You can easily get this done using the attendance tracking QR Codes we offer, and we are currently working on changing the “Attendee Prompt” page to be optional and not mandatory so the customer who scans the QR Code will only have a confirmation page that the code has been scanned and will not need to input his name.

  32. weilies  November 27th, 2018

    For worker’s attendance tracking, what happen if someone took a picture of the QR code and send to another worker at home? Isn’t that person from hope can still clock his attendance where he is at home?

  33. QRStuff Admin  November 27th, 2018

    Hi Weilies,

    We added a geolocation option for the attendance tracking feature so if someone takes a picture of the code and sends it to his friend you can see that the scanning location is wrong.

    qrstuff attendance tracking geo location

  34. Mimma Sayuti Mat Khalid  January 2nd, 2019

    hi
    I would like to use qr code to track attendances of students in my organizations.
    Will I be able to generate individual report for the attendance so that the parents can be informed of their children’s activities?

    tq

  35. QRStuff Admin  January 3rd, 2019

    Hi,

    One of our intention in using Google Spreadsheet as the data table was to allow our customers the option to do various calculations on top of the attendance tracking records.
    For example, you can filter by the student name and get a specific student attendance report.

  36. Muhammad  February 12th, 2019

    Can it be use to check in ticket for an event and also count the number of tickets scanned. If yes please how can I do it

  37. QRStuff Admin  February 12th, 2019

    Hi Muhammad,

    Yes, you can use the Attendance tracking to record check in tickets and can count the number of scans.
    Simply generate an attendance tracking QR Code to be printed on the ticket, once a user scans the code you will see a new line added to the attendance spreadsheet.
    To know how many scans users made you can simply count the number of lines in the spreadsheet, or go to your account dashboard and explore the QR Code analytics.
    For further assistance, you may message us at support@qrstuff.com

  38. Terri  February 13th, 2019

    Is there a limit on the # of events that can be scheduled in a year?

  39. QRStuff Admin  February 13th, 2019

    Hi Terri,

    If you are referring to the number of attendance tracking codes that you can create, there is no limit. If you are referring to something else, or for further assistance, you may message us at support@qrstuff.com

  40. Cindy  February 19th, 2019

    We need the ability to sign in and sign out attendees to CE sessions. How can that be done?

  41. QRStuff Admin  February 20th, 2019

    Hi Cindy, it would be best to have a separate QR code for each action. One for signing in and one for signing out. For further assistance, you may message us at support@qrstuff.com.

  42. Quan  February 25th, 2019

    I have a trash service and want to track when the trash is picked up. Is there a limit to unique codes that can be made having the address of each individual home?

  43. QRStuff Admin  February 25th, 2019

    Hi Quan, the attendance tracking feature is a paid subscription feature and with that, you have unlimited scans. For further assistance, please message us at support@qrstuff.com.

  44. Bill  March 19th, 2019

    I would like to track “check-ins” to multiple locations on the same day, not overall “attendance.” Is it possible to customize the entry form’s Title or Message? Or to hide the title? Or to replace the title and text with an image I can upload? Or to add a CSS code snippet to override the style? …Anything to make the entry form’s title/message either 1) more generic than “attendance” or 2) more specific for my use case.

  45. Bill  March 19th, 2019

    I would like to use this to track multiple check ins (across different locations) by the same user on the same day. Is it possible to change the form title to “Check In” instead of “Attendance Tracking” – or to just hide the title? Also, is there a way to make sure the name entered is unique? Or, when different forms are accessed in different sessions by the same user… will the browser remember the value? So, a ticket ID or an email could be used and not need to be re-entered?

  46. QRStuff Admin  March 20th, 2019

    Thanks for reaching out.

    You can create a QR Code for each location. When creating the QR Code keep the Spreadsheet unchanged and use one of the input fields to write the location, you will then get a new QR Code with the location embedded in it when scanning it:

    Use one of the Event Details input fields:

    attendance tracking

    To embed the location, for example:

    attendance location

    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 location:

    attendance second location

    And the final result:

    attendance tracking final result

    You can also create individual QR codes with the “record location” enabled and every time the code gets scanned you’ll know where (checkpoint location) and when that code was scanned:

    attendance tracking record location

    There’s no option to change the title or have a custom design to it. Regarding not needing to enter the name or ID you can simply disable the “Attendee Prompt” option. Each scanning device will have a unique ID in the spreadsheet under the “Platform” column.

    Feel free to reply with any questions.

  47. Michael  April 26th, 2019

    Do you have a system to let visitors push a button to generate a QR or barcode with a timestamp as a ID to print out the label for the visitor?Then after the scanner can pick up the code to read into pc?

  48. QRStuff Admin  April 28th, 2019

    Sorry, but we don’t have this functionality.

  49. chicku  May 23rd, 2019

    i have multiple qrcodes at different location. can i get the details all in a single spreadsheet?

  50. QRStuff Admin  May 24th, 2019

    Sure, just make sure that you use the same spreadsheet when you create all of the QR codes. Then you can sort by location if needed. Please feel free to contact us at support@qrstuff.com with any further questions.

  51. Kevin  May 24th, 2019

    If I just need one QRcode for a daily attendance check for a 2 month span, and I just want to post the QRcode up by the door, how do I get that one QRcode printed? Is it a simple process?

  52. QRStuff Admin  May 24th, 2019

    The standard formula for calculating image size is:
    Image Width in pixels / Image Resolution in pixels per inch (DPI) = Printed Image Size in inches.
    For example, a 450-pixel wide image at 300 DPI will be 450/300 = 1.5” wide.
    Using that formula you will be able to calculate the size of the image you need at a particular resolution.
    Your print vendor will be able to help you if you require further information about the resolution or file type they require from you.
    Please feel free to reply to support@qrstuff.com with any further questions.

    Best,
    Annette

  53. Jeff  July 31st, 2019

    Could the qr code be used to track church attendance by printing the code on the back of the bulletin and attendees scan it. Families with multiple members could scan the code several times. Would this work?

  54. QRStuff Admin  July 31st, 2019

    Yes, you can use the attendance prompt option which will require the person who scans the QR Code to input his name, that way the code can be scanned several times and each time there’s an option to input a new name.

    If you need further assistance creating the attendance QR Codes you are welcome to send us a message on support@qrstuff.com we usually reply faster on our support channel.

  55. Carrol  September 4th, 2019

    Is it possible to assign a QR code to each of the students (printed on their student pass), then the school will scan his QR code each time he reports to school?

  56. QRStuff Admin  September 4th, 2019

    Hi Carrol,

    Yes, it’s possible you can find a detailed guide on how to achieve individual QR Codes for attendance tracking here: https://blog.qrstuff.com/2019/04/22/creating-individual-qr-codes-using-attendance-tracking-data-type

  57. Simon  September 20th, 2019

    I’m organising a dinner event and want to use QR code to track the attendance of the attendee assigned to each table. How do I do this and how can I track this instantaneously? Can you send some demo?

  58. QRStuff Admin  September 20th, 2019

    Please take a look at this blog post and see if it helps: https://blog.qrstuff.com/2019/04/22/creating-individual-qr-codes-using-attendance-tracking-data-type
    If you have any further questions, please email us at support@qrstuff.com and we’d be happy to help you some more.


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