Your attendance QR code can be correct and still be awkward to use. Glare, a crowded doorway or unclear instructions can turn a simple scan into a repeated question at reception.
Before introducing ScanAttendance to the whole team, choose a check-in point employees can use comfortably. This office entrance checklist helps you test the physical setup alongside the digital attendance workflow.
Choose a place employees naturally pass
Walk the route an employee takes when arriving. Look for a visible location close to that route, with enough space to stop briefly without blocking a door, staircase or access control point.
A code tucked behind a reception desk may require staff assistance each morning. A code placed among several unrelated posters may be overlooked. Give the attendance display a clear purpose and a consistent location.
Test lighting with real phones
Check the display during the morning arrival period, when sunlight and indoor lighting may differ from setup time. Glossy covers and reflective screens can make a code harder to capture.
Ask a few employees to scan from a comfortable standing position using their normal phones. Adjust the placement or display size if they repeatedly lean, stretch or move close to the code. Keep the entire code clear and readable rather than adding decoration over it.
Put the essential instructions beside the code
Use a short instruction that tells employees which app or account to use and what action your company expects. Include the attendance contact person or internal support channel.
- Identify the display as the employee attendance check-in point.
- Explain the normal arrival and departure routine.
- Tell employees to check that their attendance action was recorded.
- Provide a clear next step when a scan does not work.
Keep the text readable. A long policy printed in small type is unlikely to help somebody arriving for their first day. Cover the full policy during onboarding and keep entrance instructions focused on the immediate task.
Assign someone to maintain the display
The maintenance task depends on your QR mode. A permanent printed code needs checks for damage and readability. A daily code needs a responsible person to replace the display. A rotating code on a screen needs power and a visible current code.
Choose a backup owner so the process continues when the usual administrator is absent. Our QR mode comparison explains how those options fit different office routines. Confirm the required mode is included in your selected plan.
Review the record after the physical test
A successful camera scan is only part of acceptance testing. Review the attendance record with the employee and confirm that it belongs to the correct person and reflects the expected action.
Test any verification settings your company depends on using an authorized test account. Physical code placement alone does not establish the identity or location of every scan. Handle exceptions through a documented process, such as our missed-scan review guide.
Make the entrance ready for everyday use
A visible display, readable instructions and a named owner make QR attendance easier to use consistently. Test the entrance during a normal working morning, resolve the friction and then introduce the routine to the wider team.
Create your ScanAttendance account and compare plans for your employee count and preferred QR setup.