QR code check-in/out via terminal
QR code check-in/out is used for onsite time registration, 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 grant employees access to terminal check-in/out via 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 this article.
It is important that the terminal has Location Services enabled and automatic date and time settings turned on, so that the time zone and clock are updated correctly.
👉 We recommend using an iPad as a QR code scanner, but the choice of terminal is flexible.
Get started in 5 minutes
1) Activate your QR scanner
Open the following URL in a web browser on a screen with a camera:
Log in with your personal BitaBIZ PIN code
(Setup Admin → Modules → Notifications & rules → Time registration)
2) Grant 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 registration without hour bank
Time registration with hour bank
Time registration - WITHOUT hour bank | Time registration - WITH hour bank |
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Once the above has been set up:
The employee clicks Check in or Check out in the app
The personal QR code is displayed
The QR code is scanned on 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 employees who need to register their working hours via QR code check-in & check-out? Read these user guides:
FAQ
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 edit their own start or end time. 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.
BitaBIZ’s 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 take place when the employee is physically present.
I have changed an employee’s policy to QR check-in/out, but why is the QR option not displayed?
I have changed an employee’s policy to QR check-in/out, but why is the QR option not displayed?
If you have enabled QR check-in/out for an employee but the QR icon does not appear when checking in, the user must log out and log back in so the app updates with the new setting.
After this, 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 “Add event”
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 in the policies under Enterprise settings.
Who can set up and manage our QR terminal(s)?
Who can set up and manage our QR terminal(s)?
Setup Admin role are required.
The PIN code used to log in to 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/
How do we test that the kiosk is working correctly?
How do we test that the kiosk is working correctly?
Any screen with a camera and internet connection can be used as a terminal and therefore to test the solution.
Employees who need to test must have check-in and check-out via QR code enabled in their policy.
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 registration app runs as a 24/7 terminal with a built-in web-based QR scanner, the brand or type of device is not crucial. What matters most is camera quality, placement, and lighting conditions.
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 may work but often require very precise distance
Frame rate
30 fps or higher provides faster recognition
Especially important with worn phone sceens or screens with reflections
Camera type
Rear camera or external camera typically performs 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 vibrations)
Mounted straight — not at a sharp angle
It is recommended to set up:
A visual marker (screen text or sticker) indicating 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 suitable for continuous operation
Disable:
Automatic sleep
Screen dimming
Aggressive power-saving features
Ensure:
Adequate cooling and ventilation, especially if the device is enclosed
5. Internet and performance
A stable internet connection (Wi-Fi or wired) is required.
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?
Which terminal device do you recommend?
Our time registration solution can run on many types of camera-equipped devices, but for stable operation and reliable QR scanning, we recommend the following device types depending on your environment and usage.
1) Rugged Android tablets / enterprise tablets
These devices are designed for continuous use and demanding environments and are ideal if the kiosk is placed in a high-traffic or physically demanding area.
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 durabilitybarhed
Typical benefits:
Enterprise and industrial grade
Cameras suitable for scanning and user interaction
Designed for long lifespan and continuous operation
2) Standard tablets (mounted as kiosk)
Not industrial-grade but with excellent camera and performance. Suitable for indoor kiosks with limited risk of physical impact.
Examples:
✅Apple iPad (e.g., standard iPad) (recommended by BitaBIZ)
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 benefits:
Very high camera quality → stable QR scanning
Fast and stable web app performance
Easy mounting with many available kiosk holders
3) Industrial panel PCs / All-in-One terminals
Specialized kiosk devices with integrated touchscreen and often built-in camera or scanner. Suitable if a fixed, dedicated check-in terminal is preferred.
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 benefits:
Designed for 24/7 operation
Can be mounted flush 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.
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 allowed in the device’s operating system.
On the QR scanner page, there is a Refresh button that can be used to reload the webpage. Reloading the page can often resolve temporary camera or scanning issues.
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, test both options.
If the QR code cannot be scanned, ensure even and adequate lighting at the scanning point and hold the QR code approximately 15–45 cm from the camera.
If the terminal screen goes black, locks, or turns off, automatic sleep, screen dimming, and power-saving features must be disabled, as the terminal is intended for 24/7 operation.