A new attendance system is easier to introduce when employees know what changes and when. Sending only an app link can leave people uncertain about the start date, departure routine or what to do after a missed scan.
Use a short announcement to introduce ScanAttendance, then demonstrate the actual workflow. The template below is a suggested company communication that you can adapt to your approved attendance arrangements.
Confirm the process before announcing it
Test the QR display and employee access with a small group. Decide who handles questions and what happens if someone cannot complete the normal scan. Confirm that the selected plan supports the employee count and features needed for launch.
Choose an effective date and explain whether there is a temporary comparison with the previous process. Staff should not have to guess which record the administrator will use during the transition.
Use a clear announcement structure
Subject: Our QR attendance routine starts on [date]
From [date], employees covered by [team or location] will use ScanAttendance for the agreed arrival and departure attendance steps.
Please complete your access setup using the instructions from [administrator]. The workplace QR code will be displayed at [location]. We will demonstrate the process at [time and place].
After each attendance action, check that it was recorded. If your phone is unavailable, a scan fails or you notice a missing entry, contact [person or channel] with the date and details. Requests will be reviewed through our normal correction process.
Your agreed working arrangements continue to apply. Please raise questions with [contact] before the start date.
Replace every bracketed field before sharing the message. Adjust the wording if your rollout changes a workplace policy, and have the authorized person review those changes separately.
Demonstrate the normal day
Show arrival and departure expectations, the correct account and where employees can review their attendance history. Ask a participant to repeat the steps without coaching. This reveals unclear instructions before the first busy morning.
Include the exception route in the demonstration. An employee should know that sending a question begins a review and does not automatically change an attendance record.
Answer predictable questions
- Where is the current QR code?
- Who helps with access problems?
- What should employees do if a phone is unavailable?
- How do they question an attendance entry?
- Which process applies during the transition?
Give answers that match your tested configuration. Avoid promising remote scans, automatic corrections or other behavior unless you have verified that it is supported and appropriate for your setup.
Give the first week a review point
After the launch, collect recurring questions and review incomplete entries promptly. Improve the instructions if several people misunderstand the same step. A visible support contact is useful only if somebody is responsible for responding.
Our one-page attendance guide can provide an ongoing reference after the announcement. Use the onboarding checklist to introduce future hires to the same routine.
Turn the announcement into a working routine
A clear message, a tested scan process and an understood support route give employees a practical start. Introduce the workflow in a small, manageable way and expand when the instructions and records work together.
Create your ScanAttendance account, review plans or ask sales about your rollout requirements.