Attendance (QR Code Check-In/Check-Out)

Purpose

The QR Code Check-In/Check-Out feature allows employees and administrators to record attendance by scanning employee-specific QR codes.

This attendance method is designed to provide a fast and secure way to record attendance without requiring manual attendance entry. QR code attendance is valid only for attendance activities performed on the current date.

Each employee is assigned a unique QR code that can be downloaded, printed, and displayed at designated attendance locations.

Administrators can scan QR codes on behalf of employees, while employees can only record attendance for themselves.

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Create

Prerequisites

Before using QR Code Attendance:

1. The employee QR code must be generated and available.

2. The QR code should be downloaded or printed.

3. The employee or administrator must have access to the Attendance screen.

4. If using camera scanning, the required camera connection software must be installed.

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View

Employees and administrators can access QR code attendance functions from the Attendance screen.

Available actions include:

• Downloading employee QR codes

• Uploading QR code images

• Scanning QR codes using a connected camera

• Recording check-in and check-out activities

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Create (Check-In / Check-Out)

Step 1: Download Employee QR Code

1. Navigate to the Attendance screen.

2. Click the QR Code icon located in the upper-right corner.

3. Download the employee QR code.

4. Print or display the QR code at the desired attendance location.

The QR code will be used during future attendance scans.

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Step 2: Open QR Code Attendance

1. Navigate to Timesheets & Leave → Attendance.

2. Click the Scan QR Code button.

The system provides two attendance methods:

• Scan QR Code Image

• Scan QR Code Using Camera

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Method 1: Upload QR Code Image

Step 1: Select Image Upload

1. Click Scan an Image File.

Step 2: Upload QR Code

1. Select the QR code image file.

2. Upload the image.

Step 3: Automatic Attendance Processing

1. The system reads the QR code.

2. Attendance is processed automatically.

3. The system determines whether a check-in or check-out action should be recorded.

Attendance is completed immediately after successful QR code validation.

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Method 2: Scan QR Code Using Camera

Step 1: Request Camera Access

1. Click Request Camera Permission.

2. Grant camera access when prompted.

Step 2: Approve Permission

1. Click Accept to authorize camera access.

Step 3: Configure Camera Connection

Depending on the operating system, install and configure the required application.

Windows PC + Android Mobile

Required application:

• DroidCam

Install DroidCam on:

• Windows computer

• Android mobile device

macOS + Mobile Device

Required application:

• iVCam

Install iVCam on:

• macOS computer

• Mobile device

Different Operating Systems

Required application:

• SyncDroid

Use SyncDroid when the computer and mobile device use different operating systems.

Step 4: Connect Mobile Camera

1. Open the selected application on both devices.

2. Establish the connection between the mobile device and the computer.

3. Start the camera connection.

Step 5: Scan QR Code

1. Point the mobile device camera toward the QR code.

2. Wait for the system to detect the QR code.

When the QR code is successfully recognized:

• The system displays a blue border around the QR code.

• Attendance is processed automatically.

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Field Descriptions

Field	Description
QR Code	Unique attendance identification code assigned to an employee.
Download QR Code	Downloads the employee's QR code for printing or display.
Scan QR Code	Opens the QR code attendance interface.
Scan an Image File	Allows attendance processing from an uploaded QR code image.
Request Camera Permission	Requests access to the device camera for live QR code scanning.
Camera Scanner	Live QR code scanning interface using a connected camera.
QR Recognition Indicator	Visual confirmation that the QR code has been successfully detected.

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Workflow Rules

QR Code Attendance Rules

• QR code attendance is available only for the current date.

• Each employee is assigned a unique QR code.

• Attendance is automatically recorded after successful QR code validation.

Check-In / Check-Out Behavior

When a QR code is scanned:

1. The system identifies the employee associated with the QR code.

2. The system validates the attendance request.

3. The system records a check-in or check-out action as appropriate.

Attendance is processed automatically without manual attendance entry.

Employee Attendance Rules

Employees may:

• Scan their own QR code.

• Record their own attendance.

Employees may not:

• Scan another employee's QR code.

• Record attendance on behalf of another employee.

Administrator Attendance Rules

Administrators may:

• Scan QR codes for employees.

• Record attendance on behalf of employees when necessary.

Permission Validation Rules

If an employee attempts to scan another employee's QR code:

• Attendance is rejected.

• The system displays the following message:

"Permission denied."

QR Code Validation Rules

Attendance is recorded only when:

• The QR code is valid.

• The QR code belongs to an authorized employee.

• Attendance is performed on the current date.

Image Upload Rules

When using image-based scanning:

• The uploaded image must contain a valid QR code.

• The system automatically processes attendance after successful QR code recognition.

Camera Scanning Rules

When using live camera scanning:

• Camera permissions must be granted.

• A camera connection must be active.

• The QR code must be clearly visible.

Successful recognition is indicated by a blue border around the QR code.

Attendance Processing Rules

Attendance records generated through QR code scanning are treated the same as standard attendance records and are used for:

• Attendance calculations

• Working hour calculations

• Attendance reports

• Overtime evaluations

• Payroll-related attendance processing

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Status Behavior

Successful Attendance

When:

• The QR code is valid.

• Attendance is performed on the current date.

• Permission validation succeeds.

Result:

• Attendance is recorded successfully.

Permission Denied

When:

• An employee scans another employee's QR code.

The system displays:

"Permission denied."

Attendance is not recorded.

QR Code Recognition

When:

• The QR code is successfully detected.

The system:

• Displays a blue border around the QR code.

• Automatically processes attendance.

Camera Permission Status

Status	Description
Granted	Camera-based scanning is available.
Denied	Camera-based scanning cannot be used.

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Synchronization

Data created in this screen is synchronized with:

• Attendance Management

• Employee Attendance History

• Employee Records

• Check-In Processing

• Check-Out Processing

• Attendance Reports

• Overtime Management

• Workforce Reports

• Payroll Processing

Attendance records generated through QR code scanning are immediately available throughout the Attendance & Leave Management module.

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Important Notes

• QR code attendance is valid only for attendance activities performed on the current date.

• Each employee has a unique QR code that should be kept secure.

• Employees can only record attendance using their own QR code.

• Administrators are permitted to record attendance for employees by scanning employee QR codes.

• Attempting to scan another employee's QR code as a non-administrator results in a "Permission denied." message.

• Camera permissions must be granted before live QR code scanning can be used.

• Image-based QR code scanning and live camera scanning are both supported.

• QR code recognition is indicated by a blue border around the detected code.

• Attendance records generated through QR code scanning are included in attendance calculations, reporting, and payroll-related processes.