QR code check-in and check-out at the workplace
QR code check-in/out is used for onsite time tracking, where employees must physically check in and out via a shared terminal at the workplace using their personal QR code in the BitaBIZ app.
This article describes:
How to install a terminal for daily check-in/out at the workplace
How to give employees access to check-in/out from the terminal using their personal QR code in the BitaBIZ app
Terminals
All hardware devices with an internet connection and camera can be used.
See our hardware recommendations in the FAQ section at the bottom of the article.
It is important that the terminal has Location Services enabled and automatic date and time settings, so the time zone and time are updated correctly.
👉 We recommend using an iPad as a QR code scanner, but the choice of terminal is up to you.
Get started in 5 minutes
1) Activate your QR scanner
Open the following URL in a web browser on a device with a camera:
https://qr.bitabiz.com/
Log in with your personal BitaBIZ PIN code
(Setup Admin → Modules → Notifications and rules → Time tracking)
2) Give employees access
Select QR code check-in/out on the policies that should use terminal check-in/out.
QR code check-in/out supports:
Time tracking – without hour bank
Time tracking – with hour bank
Time registration - WITHOUT hour bank | Time registration - WITH hour bank |
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💁 Remember to select the correct time zone on the policy. The selected time zone must match the primary time zone in which the employees work.
Once the above is set up:
The employee clicks check in or check out in the app
The personal QR code is displayed
The QR code is scanned at the terminal
The employee is automatically checked in or out
ℹ️ Employees automatically receive a QR code in the app when their policy is set to QR code check-in/out.
💁 Are you unsure how QR code check-in/out works? Or would you like to send a guide to the employees who need to register their working hours using QR code check-in/out? Read these user guides:
FAQ
Setup and access
Who can set up and manage our QR terminal(s)?
Who can set up and manage our QR terminal(s)?
This requires Setup Admin permissions.
The PIN code used to log in on the terminal must be handled confidentially and can be reset if needed.
A terminal is set up/activated by logging in from the terminal device using your PIN code on this webpage in a web browser:
https://qr.bitabiz.com/
I have changed an employee’s policy to QR check-in/out, but why is the QR option not shown?
I have changed an employee’s policy to QR check-in/out, but why is the QR option not shown?
If you have activated QR check-in/out for an employee but the QR icon does not appear when checking in, the user must log out and log in again so the app updates with the new setting.
After that, the QR icon will appear, and the employee can check in via the “Check in” button in their mobile app.
The employee should not select “Create registration” in the web portal.
Can the QR terminal be used in a hybrid workplace?
Can the QR terminal be used in a hybrid workplace?
Yes. The QR terminal can be combined with manual registration in the app via the Custom registration types module.
When an employee works at the office, they check in and out via the QR terminal.
If the employee works from home or another location, you can create a registration type (e.g. Working from home) and set its Presence status to “Working elsewhere.”
When the employee has an active registration type with the presence status “Working elsewhere,” the app allows manual time registration without using the terminal.
How does it work technically?
The QR terminal requires that the employee is assigned to a policy with QR check-in/out enabled.
Registration types are created under the Custom registration types module.
The Presence status determines whether the employee must use the terminal or can register time manually.
When is each method used?
Situation | Registration method |
At the office | QR terminal |
Working from home / elsewhere | Manual registration in the app |
Absent | No check-in |
Operation and functionality
What if an employee forgets to check out?
What if an employee forgets to check out?
If an employee forgets to check in or out via the terminal, the employee cannot change their start or end time themselves. Start and end times for employees using QR code check-in/out are managed exclusively via the terminal.
The employee’s manager can check the employee out and select the correct end time. The manager can also delete a time registration and create a new one with the correct start and end time. This can be done from the manager’s mobile app, web, or Outlook app.
Alternatively, a user with the Payroll Admin role can, via Calendar access, check an employee out, delete a registration, or create a new registration with the correct start and end time.
How does the solution prevent colleagues from checking in or out for each other?
How does the solution prevent colleagues from checking in or out for each other?
Buddy punching occurs when an employee checks in or out on behalf of a colleague who is not physically present.
The BitaBIZ solution prevents this by combining personal identification and live scanning:
Each employee has a personal QR code in the app
The QR code is dynamic and changes every second
Screenshots or sharing cannot be used
Check-in/out requires both the employee’s app and physical scanning at the terminal
This ensures that time registration can only occur when the employee is physically present.
Can your solution be used across multiple locations and countries?
Can your solution be used across multiple locations and countries?
Yes. There is no limit to the number of terminals, and the solution supports time zones.
Remember to set the correct time zone on the policies under Enterprise settings.
Our employees are checked in 1 hour earlier than the actual time. How do we fix this?
Our employees are checked in 1 hour earlier than the actual time. How do we fix this?
If the check-in and check-out times differ from the actual time, the reason is that the time zone on the employee’s policy does not match the time zone they are working in.
Open the employee policy → Click the “Enterprise settings” tab → Select the correct time zone.
Technical
What are the requirements for the camera and setup to ensure the QR scanner works optimally?
What are the requirements for the camera and setup to ensure the QR scanner works optimally?
Since the time tracking app runs as a 24/7 terminal with a built-in web-based QR scanner, the brand or type of device used is not crucial. The most important factors are the camera quality, placement, and lighting conditions around the scanning area.
1. Camera requirements (minimum recommendations)
For stable and fast QR scanning, the following is recommended:
Resolution
Minimum 720p (HD)
1080p recommended for faster and more reliable scanning
Autofocus
Strongly recommended
Cameras without autofocus can work but often require a very precise distance
Frame rate
30 fps or higher provides faster recognition
Especially important when scanning worn cards or reflective screens
Camera type
Rear cameras or external cameras typically perform better than front cameras
2. Lighting conditions (very important)
Most scanning issues are caused by lighting conditions, not the camera.
Ensure:
Even and consistent lighting at the scanning point
Avoid:
Strong backlighting (e.g., windows directly behind the employee)
Glare or reflections on phone or card screens
If lighting conditions vary:
Cameras with good low-light performance are recommended
3. Physical placement and distance
For a walk-up kiosk, the following is recommended:
The QR code should be scanned at a distance of approx. 15–45 cm from the camera
The camera should be:
Stable (no vibration)
Mounted straight and not at a sharp angle
You may also consider:
Adding a visual marker (screen text or sticker) showing where the QR code should be held
4. Device stability and operation
Since the kiosk runs 24/7, the following is recommended:
Use a device that is suitable for continuous operation
Disable:
Automatic sleep mode
Screen dimming
Aggressive power-saving features
Ensure:
Adequate cooling and ventilation, especially if the device is enclosed
5. Internet and performance
Requires a stable internet connection (Wi-Fi or wired).
Camera access must be:
Allowed in the operating system
Enabled in the browser used for kiosk mode
Modern browsers generally provide the best QR scanning performance.
Which terminal device do you recommend that we use?
Which terminal device do you recommend that we use?
Our time tracking solution can run on many types of camera-enabled devices, but for stable operation and reliable QR scanning, we recommend the following device types – depending on your environment and use.
1) Standard tablets (mounted as a kiosk)
Not industrial-grade, but with excellent camera quality and performance. Suitable for indoor kiosks where the risk of physical impact is limited.
Examples:
✅ Apple iPad (e.g., standard iPad) (BitaBIZ recommended)
Strong cameras and high performance
Excellent browser support for web-based camera access
Large ecosystem of kiosk solutions and mounts
Samsung Galaxy Tab (e.g., Galaxy Tab S series)
High-resolution displays and good cameras
Solid Android support for web apps
Typical advantages:
Very high camera quality → stable QR scanning
Fast and stable web app performance
Easy mounting with many available kiosk holders
2) Rugged Android tablets / enterprise tablets
These devices are designed for continuous use and demanding environments and are ideal if the kiosk is placed in an area with heavy use or risk of physical impact.
Examples:
Zebra ET60 / ET65 – enterprise tablet developed for data collection and mobility with high durability and strong support for barcode and QR scanning
Samsung Galaxy Tab Active series (e.g., Active5) – rugged Android tablet with IP-rated design and a good balance between camera quality, performance, and durability
Typical advantages:
Enterprise and industrial-grade quality
Cameras suited for scanning and user interaction
Designed for long lifespan and continuous operation
3) Industrial panel PCs / All-in-One terminals
Specialized kiosk devices with an integrated touchscreen and often built-in camera or scanner. Suitable if you want a fixed, dedicated check-in terminal.
Examples:
Industrial Android Panel PC (10”–15” All-in-One) – rugged touch terminal for factories, warehouses, and industrial environments
Industrial MES terminal with HD camera and QR scanner – professional kiosk hardware with integrated scanning components
Typical advantages:
Designed for 24/7 operation
Can be flush-mounted in walls or special enclosures
Better support for external equipment (Ethernet, GPIO, additional readers)
What happens if the phone’s time is incorrect?
What happens if the phone’s time is incorrect?
The phone’s time is not used.
Check-in/out is controlled by the system’s server time, including the correct time zone.
How do we test that the kiosk works correctly?
How do we test that the kiosk works correctly?
Any screen with a camera and internet connection can be used as a terminal and can therefore be used to test the solution.
The employees who will test it must have QR code check-in/out assigned to their policy.
What should we do if the QR scanner does not work as expected?
What should we do if the QR scanner does not work as expected?
Most QR scanning issues are caused by camera settings, lighting conditions, or power-saving settings on the terminal.
If the camera does not start, check that the browser has permission to use the camera and that camera access is enabled in the device’s operating system.
On the QR scanner page, there is a Refresh button that can be used to update the webpage. Reloading the page can often resolve temporary issues with the camera or scanning.
There is also a Settings page on the QR scanner. Here you can choose between the cameras available on the device. For example, on an iPad you can choose between the front and rear camera. It is recommended to use the front camera, as it typically provides the best QR scanning experience. However, you can test which works best.
If the QR code cannot be scanned, ensure there is even and sufficient lighting at the scanning point and hold the QR code at a distance of approximately 15–45 cm from the camera.
If the terminal screen turns black, locks, or powers off, you should disable automatic sleep mode, screen dimming, and power-saving features, as the terminal is intended to run 24/7.