When a founder manages attendance personally, many instructions live in conversations rather than a documented process. Hiring an HR administrator is a good time to make those responsibilities clear.
ScanAttendance can provide a dedicated QR attendance workflow and records to review. A useful handover explains how the business uses those records, which questions need approval and what the new administrator is expected to deliver.
Explain the current routine before changing it
Walk through a normal working day: how employees record arrival and departure, where the QR code is displayed and who answers access questions. Identify any temporary workarounds that are still being used.
Do not present an informal practice as a written company rule. Note where the founder needs to confirm an arrangement so the administrator does not inherit conflicting instructions.
Provide a reviewed employee list
Confirm identifiers, contact details needed for the workflow and the working arrangements that apply. Explain how joiners and departures are communicated to the attendance owner.
Review possible duplicates before making changes. Our employee-list checklist helps keep reporting scope and historical records understandable.
Separate preparation from approval
The administrator may collect explanations and prepare reports without having authority to approve every correction or payroll decision. Name the reviewer for each responsibility.
- Who receives questions about missing entries?
- Who confirms an approved schedule change?
- Who authorizes a correction?
- Who approves the final report?
Keep these responsibilities in the company’s approved process. Do not assume the product automatically assigns the same permissions or provides every approval step.
Demonstrate one complete reporting task
Ask the new administrator to find an agreed date range, identify unresolved questions and prepare the output the business needs. Confirm current plan capacity and export options before promising a particular report.
If another person receives the file, have them review a sample. A successful download is not enough if identifiers or dates are interpreted differently by the recipient.
Arrange access through the supported process
Confirm the provider’s supported account arrangements for the new administrator and follow your company’s access policy. Avoid putting passwords into a shared handover document.
Ask support about any requirement you cannot verify, including backup administrator access. Keep the handover focused on tasks and responsibilities rather than collecting credentials.
Review the first reporting cycle together
Set a follow-up after the first complete cycle. Resolve unclear instructions and document the answers that will help the administrator next time. Our administrator handover checklist provides a practical reference.
A clear process lets the founder delegate attendance administration while keeping important decisions with their authorized owner.
Start with ScanAttendance, compare plans or discuss your team’s requirements with sales.