Enable QR Code Clocking for Kiosk

The QR code clocking feature allows employees to clock in and clock out at a kiosk by scanning a QR code generated in the WorkEasy Mobile App. When this feature is enabled, employees open the mobile app to display their personal QR code. The kiosk scans the QR code and automatically authenticates the employee. This feature is controlled through Reporting Hours settings and requires the kiosk to use Employee ID/PIN verification.

How QR code clocking works

The QR code clocking workflow involves three components.

• An administrator enables the QR code option in Reporting Hours.

• The WorkEasy Mobile App displays a scannable QR code for the employee.

• The kiosk scans the QR code and authenticates the employee

When QR code clocking is enabled:

• The mobile app automatically opens a dedicated QR code screen for employees.

• The kiosk app displays a QR code scanner.

• Employees can clock in or out by scanning their QR code at the kiosk.

Prerequisites

• Kiosk clock in and clock out must be enabled in the employee rule.

• The kiosk must use Employee ID/PIN verification.

• The WorkEasy Mobile App must be installed on the employee’s device.

Enable QR code clocking in Reporting Hours

Administrators can enable or disable QR code clocking from Reporting Hours settings by following these instructions: Configure Reporting Hours for Kiosk Clocking.

Employee QR code in the mobile app

• When QR code clocking is enabled and the user is an employee, the mobile app automatically redirects the employee to a dedicated QR code screen.

• Employees can also access the QR code by opening My Portal from the left navigation menu.
  

• The QR code displayed can be scanned by the kiosk to identify the employee and process the clock action.

• The QR code does not expire. It is generated dynamically based on the employee number and PIN configured in the employee profile.

• If the employee number or PIN changes, the QR code reflects the updated values from the employee profile.

Kiosk QR code scanner

• The Kiosk App (iOS or Android) includes a QR code reader when Employee ID/PIN verification is enabled.

• Employees must press the Scan QR Code button on the kiosk screen to activate the scanner.

• Once the scanner is activated, the camera automatically detects and scans the QR code when it appears in view.

• The kiosk then identifies the employee and proceeds to the clock-in or clock-out screen using the same logic used for Employee ID/PIN clocking.

• If Employee ID/PIN verification is not enabled, the QR code scanner does not appear in the kiosk app.

Clock direction behavior

The kiosk determines whether the employee is clocking in or clocking out using the same configuration used for Employee ID/PIN clocking.

Depending on the system configuration, the kiosk may:

• Automatically determine the clock direction.

• Prompt the employee to select the clock action.

Supported kiosk types

• Tablet kiosk: Supported

• Web kiosk: Not supported

• Device kiosks (Xenio, M2000): Not supported

Reporting Hours rule hierarchy

The standard Reporting Hours configuration hierarchy applies to QR code clocking.

• Employee rules override Group rules.

• Group rules override Company rules.

If QR code settings differ between rules, the most specific applicable rule determines the behavior.

Behavior summary

Error messages

The kiosk may display the following messages during QR code scanning.

• Camera permission is required to scan QR codes

• Invalid QR code format

• Cannot verify your identity. Please try again or contact your manager