QR code check-in and check-out at the workplace
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 covers
how to set up 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 internet access and a camera can be used.
See our hardware recommendations in the FAQ section at the bottom of the article.
It's important that the terminal has Location Services enabled and automatic date and time settings so the time zone and clock update correctly.
👉 We recommend using an iPad as the 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 & rules → Time registration)
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 registration without hour bank
Time registration 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 time zone you choose should match the main time zone where employees work.
Once the above is set up:
The employee taps check in or check out in the app
Their personal QR code appears
The QR code is scanned at the terminal
The employee is automatically checked in or out
ℹ️ Employees automatically get a QR code in the app when their policy is set to QR code check-in/out.
💁 Not sure how QR code check-in/out works? Or do you want to send a guide to employees who need to register their work hours via QR code check-in & out? Check out 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)?
Setup Admin rights are required.
The PIN code used to log in to the terminal must be kept confidential and can be reset if needed.
A terminal is set up/activated by logging in from the terminal device with your PIN code on this website in a web browser: https://qr.bitabiz.com/
I changed an employee's policy to QR check-in/out, but why don't they see the QR option?
I changed an employee's policy to QR check-in/out, but why don't they see the QR option?
If you've enabled QR check-in/out for an employee but the QR icon doesn't appear at check-in, the user needs to log out and back in so the app updates 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 presence status "Working elsewhere", the app allows manual time registration without using the terminal.
How does it work technically?
QR terminal requires the employee to be assigned to a policy with QR check-in/out enabled.
Registration types are created under the custom registration types module.
Presence status controls whether the employee must use the terminal or can register manually.
When do you use which method?
Situation | Registration method |
At the office | QR terminal |
Working from home / elsewhere | Manual registration in 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 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 an 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, and Outlook app.
Alternatively, a user with the Payroll Admin role can use Calendar Access to 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 happens 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 happen when the employee is physically present.
Can your solution be used at multiple locations and countries?
Can your solution be used at multiple locations and countries?
Yes. There are no limits on the number of terminals, and the solution supports time zones.
Remember to set the correct time zone on 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 are off from the actual time, it's because the time zone on the employee's policy doesn't match the time zone they are working from.
Open the employee's policy -> Click the "Enterprise settings" tab and select the correct time zone.
Technical
What are the camera and setup requirements for the QR scanner to work optimally?
What are the camera and setup requirements for the QR scanner to work 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 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, we recommend the following:
Resolution
At least 720p (HD)
1080p is recommended for faster and more reliable scanning
Autofocus
Strongly recommended
Cameras without autofocus can work, but often require very precise distance
Frame rate
30 fps or higher provides faster recognition
Especially important for worn cards or screens with reflections
Camera type
Rear or external cameras typically work better than front cameras
2. Lighting conditions (very important)
Most scanning issues are caused by lighting conditions – not the camera.
Make sure to have:
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, we recommend:
Scanning the QR code at a distance of about
15–45 cm from the cameraThe camera should be:
Stable (no vibrations)
Mounted straight on – not at a sharp angle
Consider setting up:
A visual marker (screen text or sticker) showing where to hold the QR code
4. Device stability and operation
Since the kiosk runs 24/7, we recommend the following:
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
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 we use?
Which terminal device do you recommend we use?
Our time registration solution can run on many types of devices with a camera, but for stable operation and reliable QR scanning, we recommend the following device types – depending on your environment and usage.
1) Standard tablets (mounted as a kiosk)
Not industrial grade, but with excellent cameras and performance. Suitable for indoor kiosks where the risk of physical wear is limited.
Examples:
✅Apple iPad (e.g., standard iPad) (BitaBIZ recommends)
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 screens 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 somewhere it will be used intensively or is at risk of bumps and knocks.
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 of camera, performance, and durability
Typical advantages:
Enterprise and industrial quality
Cameras suitable for scanning and user interaction
Designed for long lifespan and continuous operation
3) Industrial panel PCs / All-in-One terminals
Specially developed kiosk devices with integrated touch screens and often built-in cameras or scanners. 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 mounted flush in a wall or in special enclosures
Better support for external equipment (Ethernet, GPIO, extra readers)
What happens if the phone's clock is incorrect?
What happens if the phone's clock is incorrect?
The phone's clock 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 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 can therefore be used to test the solution.
Employees who are testing must have check-in and check-out via QR code enabled in their policy.
What should we do if the QR scanner is not working as expected?
What should we do if the QR scanner is not working as expected?
Most QR scanning issues are caused by camera settings, lighting conditions, or power saving 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 web page. 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 iPad you can choose between the front and rear cameras. It is recommended to use the front camera, as it typically provides the best QR scanning experience. But try different options to see what works best.
If the QR code cannot be scanned, make sure there is even and good lighting at the scanning point and hold the QR code about 15–45 cm from the camera.
If the terminal goes black, freezes, or the screen turns off, automatic sleep, screen dimming, and power-saving features should be disabled, as the terminal is intended for 24/7 operation.