A new hire should not have to learn your attendance rules by making a mistake. If the first instructions are just “scan the code near reception,” questions will follow: Which account should I use? Do I scan again when leaving? What if my phone stops working?
An employee attendance onboarding checklist turns those questions into a short, repeatable conversation. With ScanAttendance, you can combine employee management and QR check-ins with a clear introduction to the way your workplace records attendance.
Before the first day: prepare the right employee record
Assign one administrator to prepare the employee’s account and confirm the details used to identify them. Check the name, contact details and applicable working arrangements. Avoid creating a second record simply because the first invitation or login attempt was confusing.
Keep the attendance explanation consistent with the employee’s agreed schedule. If the company has different departments or locations, review the relevant product configuration and plan features before assigning people to a workflow.
- Confirm which administrator handles attendance questions.
- Prepare the employee record and explain the access steps.
- Identify the usual check-in point and the agreed working schedule.
- Prepare a short exception process for missed scans or unavailable devices.
On day one: demonstrate a complete working day
Show the employee the attendance process from arrival through departure. Explain which actions your company expects at each point, rather than assuming the employee understands how your check-in and check-out routine works.
Let the employee perform the steps on their own phone while someone is available to help. Then review the resulting record together. This makes it easier to catch a wrong account or misunderstood instruction before it becomes a recurring issue.
ScanAttendance provides a personal attendance history for employees. Showing where to review records can make corrections easier to raise while the details are still fresh.
Explain what to do when a scan is missed
A clear exception procedure matters as much as the normal process. Tell employees what to do if their phone battery runs out, connectivity fails or they forget to scan. Name the person to contact and explain what information they should provide.
For example, your internal request could include the date, the approximate arrival or departure time and a brief explanation. The authorized reviewer can then follow your company’s correction procedure. This is a suggested management process, not a claim that the software automatically approves these requests.
Explain how employees will know a correction has been reviewed. Avoid promising automatic acceptance, and do not leave staff guessing whether sending a message changed the attendance record.
Make attendance expectations understandable
Explain when attendance is reviewed, how employees can question a record and which workplace policy governs lateness or absence. Keep payroll decisions with the appropriate reviewer rather than treating every recorded time as an automatic pay adjustment.
Be clear about the attendance information the company uses and direct privacy questions to the responsible person. Employees should understand the purpose of the process and where to seek an explanation.
At the end of the first week: review before habits settle
Arrange a brief check with the new hire and their supervisor. Review a few days of records and ask the employee to explain what they would do after a missed scan. This reveals misunderstandings that a one-way demonstration can miss.
- Confirm the employee can access their attendance history.
- Check that the normal arrival and departure routine is understood.
- Review any incomplete entries through the company’s correction process.
- Confirm the contact person for future attendance questions.
- Update the written instructions if the same question keeps arising.
Use the same checklist for each new hire so the quality of onboarding does not depend on which manager happens to be available. When preparing the month-end review, follow our attendance-to-payroll checklist.
Give every new employee a clear start
Attendance software works best when people know how to use it and how to handle exceptions. ScanAttendance gives your team a digital QR attendance workflow; your onboarding checklist makes that workflow repeatable.
Start your ScanAttendance company account and walk through the process with your next new hire. Compare plans for your team size, or ask sales about your setup.