An employee arrives on time but forgets to scan. Another checks in successfully and leaves without recording departure. These situations need an explanation, not an improvised decision each time they happen.
A missed attendance scan process gives employees a predictable way to raise a question and gives managers a consistent way to review it. ScanAttendance provides QR attendance records; your company supplies the rules for investigating and approving corrections.
Separate a missing entry from a confirmed absence
A gap in a record is a reason to check what happened. It does not, by itself, explain whether the employee was absent, forgot a step or experienced a device problem. Ask for context before making a decision under your attendance policy.
Identify the date and the missing action. “No departure recorded on Tuesday” is more useful than “your attendance is wrong.” Specific questions help both sides look at the same issue.
Give employees a short request format
Choose an approved communication channel and explain what information a request needs. This can be an internal email or another existing company process; it does not require assuming the attendance software has a built-in approval form.
- Employee name and the identifier your company uses.
- Date of the missing scan.
- Whether arrival or departure needs review.
- The time the employee believes applies.
- A short explanation of what happened.
Set a reasonable reporting deadline in your policy and explain whom to contact when the usual reviewer is away. Keep requests private and limit access to the people responsible for reviewing them.
Name the person who approves the outcome
The person receiving a request may not be the person authorized to approve it. Define who checks the explanation, who decides the outcome and who makes any permitted record adjustment through your established process.
Use information appropriate to the situation and your workplace policy. Do not automatically accept every requested time, and do not automatically reject every missing scan. Record the reviewer’s decision so the same question does not return at month end.
Tell the employee when review is complete
A message sent is not the same as a request resolved. Communicate whether the explanation was accepted, declined or needs more information. If an adjustment was made, ask the employee to review the resulting record where available.
Keep a simple record of the request, decision and review date in your approved administrative system. This is a recommended management workflow, not a claim that ScanAttendance automatically provides each approval step.
Investigate repeated problems at the source
If several employees miss departure scans, improve the departure instructions. If one QR display is hard to scan, check its placement, glare and readability. If new hires repeatedly use the wrong account, revisit the onboarding demonstration.
Use our attendance onboarding checklist to teach the normal process and the exception process together. A weekly attendance review helps you address unresolved entries before payroll preparation.
Make exceptions manageable without weakening the routine
A useful process makes it easy to report a genuine problem while keeping approval responsibilities clear. Collect attendance consistently, resolve questions promptly and retain one understood outcome for each request.
Start using ScanAttendance for your team’s QR attendance, then compare plans for the employee capacity and reporting options your routine needs.