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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 | 59 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, go to https://www.qrstuff.com/?type=attendance and have the “Attendance tracking” data type pre-selected from the first section. 
  2. In the Content section, 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).

  1. Next, 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.

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 spreadsheets 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

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.

Subscribers Get More QR Stuff!

Become a QR Stuff paid subscriber and get unlimited QR codes, unlimited scans, analytics, history reporting, editable dynamic QR codes, high resolution and vector QR code images, batch processing, password-protected QR codes, QR code styling and more, for one low subscription fee.

Full subscriptions start from just $11.95 per month (lower monthly rates for longer periods). Subscribe now.