QR clock-in: honest on-site time recording

Employees must scan a QR code at your business before they can clock in. The code changes automatically every day — nobody can clock in from home.

Durationapprox. 5 min setup

RequirediPad/tablet in the staff room

Costincluded in your plan

Why QR clock-in?

Trust is good, control is L-GAV compliant

Without QR, employees could in theory write «Start» from the sofa. In practice, this almost always works out — but if someone does cheat, it gets expensive:

Wrong hours in the payroll
Hard to explain during an L-GAV inspection
Difficult to prove who was really there and when

With the QR requirement, everyone knows: «You can only clock in at work.» Clear rule, no discussion.

Setup in 4 steps

Setup

Open Settings and click the «QR clock-in requirement (anti-spoofing)» card.

Click «Enable». A code and a unique URL for your business are generated automatically — the status changes from «Disabled» to «Enabled».

Copy the iPad display URL from the card and open it on an iPad/tablet in the staff room (or behind the bar). Tip: «Add to Home Screen» turns the iPad into a clock-in kiosk.

Done. At the start of their next shift, every employee sees the notice that they have to scan — instructions arrive automatically via WhatsApp.

Settings overview with the «QR clock-in requirement (anti-spoofing)» card — In Settings you'll find the «QR clock-in requirement (anti-spoofing)» card — click it to expand it.

QR card expanded with status «Disabled» and the «Enable» button — Card expanded: on the right, the green «Enable» button. Once enabled, the «iPad display URL» and the «Current daily code» appear.

💡

iPad tipOn the iPad, open the iPad display URL in Safari → Share button → «Add to Home Screen». The page then starts in full screen, without the address bar. It looks professional and nobody leaves it by accident.

How it works

From the employee's point of view

At the start of the shift, the employee scans the green QR code («Beim Kommen», arriving) with the WhatsApp camera. The text «Start ABC12345» is pre-filled automatically — they just tap «Send». When leaving, they scan the red code («Beim Gehen», leaving) the same way («Ende ABC12345»). Clocking in takes less than 5 seconds.

Gastroraonline

Start ABC1234510:58 ✓✓

✅ Shift started at 10:58. Have a good shift!10:58

🔒

SecurityThe code changes automatically every night at midnight. Anyone who copied yesterday's code or tried to take a photo of it won't get far — it is only valid for one day.

What to do if…

Real-life scenarios

…the iPad is broken or the battery is dead

In an emergency, briefly switch off the requirement (Settings → «Disable»), and switch it back on after the repair. Alternatively, as the manager you record the hours manually under «Time entries».

…an employee forgot to clock out with «End» before leaving

To finish, the employee scans the red QR code («Beim Gehen», leaving) — WhatsApp pre-fills «Ende ABC12345», they just tap «Send». A plain «End» without a scan is not accepted while the QR requirement is on. If the clock-out is missing, the shift stays open: you complete the end time as the manager under «Time entries».

…an employee wants to record hours retroactively («Start 10:00 End 14:00»)

This also works without a scan — but the entry is automatically marked as a draft. You confirm it under «Time entries» before it counts towards the balance. That way it stays clear what was really clocked on site.

…I want to change the code immediately

The QR card has a «Replace now» button next to the current daily code. Handy if you suspect someone has passed on today's code.