Your attendance process should be easy to explain after the onboarding meeting ends. A short employee guide gives staff somewhere to check the normal routine without asking a manager the same questions each week.
When using ScanAttendance for QR attendance, pair the software with a concise description of your workplace expectations. The guide should explain the process employees need to follow and where to ask for help.
Start with who the guide applies to
Name the team or location covered by the instructions. Give the guide an owner and a revision date so staff know whom to contact and whether they have the current version.
Reference the employee’s agreed working schedule rather than inventing one standard arrival time for everyone. If different arrangements apply, explain where the employee can confirm their own schedule.
Describe the normal attendance action
Write the arrival and departure steps in the order employees perform them. Identify the correct app or account, the QR display location and the confirmation the employee should look for.
Use a real test to check the wording. Ask someone unfamiliar with the process to follow the instructions. If they need extra explanation, revise the guide before distributing it.
Explain what happens when the normal step fails
A guide that covers only successful scans leaves employees uncertain when a phone is unavailable or an entry is missed. Include the reporting channel, the responsible reviewer and the details needed to investigate a question.
- The date and attendance action concerned.
- The employee identifier used by the company.
- A brief explanation of the problem.
- The internal deadline for raising the question.
Explain that reporting an issue starts a review; it does not automatically approve a replacement time. Our missed-scan process guide can help you define that distinction.
Show employees where to review records
ScanAttendance provides personal attendance history for employees. Demonstrate where staff can review it and encourage them to raise unexplained differences while the details are recent.
Keep the explanation practical: what to check, whom to contact and how the employee learns the outcome. Avoid promising that every request will be accepted or that a message automatically changes a record.
Keep the guide focused and readable
Use short headings and plain language. A one-page operational guide should point to the company’s fuller policies where needed, rather than trying to compress every employment rule into small print.
Have the appropriate person review the guide for consistency with your existing policies. Keep payroll decisions, leave approvals and disciplinary matters with their authorized reviewers. Attendance instructions should not silently create new rules.
Review the guide after the first week
Collect the questions employees still ask. Check whether those questions reveal missing instructions, a hard-to-read QR display or a workflow that needs adjustment. Update the document and make the current version easy to find.
For a complete introduction to the process, use our new-hire attendance checklist. A consistent guide also helps a backup administrator give the same answers when the usual owner is away.
Make daily attendance easier to understand
Clear instructions and a dedicated attendance system work together. Give employees a normal action, an exception route and a place to review their records.
Start with ScanAttendance and compare plans for the employee capacity and reporting options your team needs.