A QR Code enables employees to scan from the app or website to create a Punch The entries on a timecard that mark the beginning (in-punch) or end (out-punch) of a work interval, such as the beginning of a shift or transfer. that contains a specific Known Place. The Punch that is created can include transfers.
The QR Code can be printed and distributed at the work location. A logged-in, geofenced employee (with the proper permissions) can scan the QR Code from the Punch screen on the Mobile App to successfully create a punch transaction with a Known Place.
QR scanning is useful for work locations with less than optimal location detection and in situations where:
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You prefer a tighter control than GPS
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The location has bad or no Wi-Fi network available
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You want employees punch in when they are exactly where they are supposed to be.
This adds a level of ease for the punching employee and also provides an alternative for locations with poor GPS or WiFi detection. For punch location validation, QR Code punching works in conjunction with (or independent of) the other two punch validation methods, GPS and WiFi, for geofenced employees.
The content of each QR Code includes a unique identifier (a “key”) that verifies the authenticity of the code. The key is generated and embedded into the code when the code is created or edited.
Creating and editing QR Codes
You can create new codes and edit existing codes at the QR Codes screen in Setup.
1. Navigate to Application Setup > Common Setup > QR Codes. The QR Codes page appears where you can create, edit, print, and delete QR Codes.
2. Click Create to create a new code or select a code from the list and click Edit to edit an existing code. The QR Code editing screen appears.
3. At the editing screen:
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Name – Enter a name for the QR Code.
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Description – optional description for the code. This description does not display with the printed code.
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Display Name (optional) – If you want a descriptive label to display with the code, enter the text here. Note that if this field is blank, no text will display with the printed code.
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Known Place – Select an existing Known Place from the drop-down list. You cannot save until a Known Place is selected here. When a Known Place is selected here, a QR code preview appears on the screen.
Warning: If you are editing an existing code and you change the Known Place, this will create a new, unique QR Code. After saving, any existing printouts of the QR Code will be invalidated.
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Transfer – Include a job transfer as part of the QR Code. You can enter the job manually, paste it in, or choose it by clicking the double arrow icon to the right of the Transfer field. Clicking the double arrow icon displays a slide-out panel with a list of the possible jobs to select:
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If you click the arrows with no Known Place selected, then all jobs display in the slide-out.
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(Recommended) If you click the arrows with a Known Place already selected, then only the valid jobs for that known place are contained in the slide-out.
Error messages appear in the transfer setup in the following instances: An invalid format is entered / The string contains illegal characters / The job is not valid for the Known Place.
For convenience, a Clear Transfer option allows you to “start over.” -
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Active – Checkbox to enable the code.
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Expiration Date – Defines when this code will expire. Leave this blank for “forever” (no expiration date).
4. Click Save.
Printing QR Codes
You can print codes from the QR Codes screen in Setup.
1. Navigate to Application Setup > Common Setup > QR Codes. The QR Codes page appears where you can print the QR Codes.
2. Select a QR Code from the list and click Print. The Print screen appears.
3. From the Print screen:
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Choose a Printer.
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Choose an Error Correction level –Available error correction level for the code are L (lowest), M, and Q (highest).
Error Correction provides the ability to still read a dirty or otherwise “damaged” QR Code. The higher the error correction level, the more damage the QR Code can sustain before it becomes unreadable. The downside is that you may need a larger print size for codes with higher error correction levels. It is recommended to use trial and error to find the best level and print size.
• Size – Choose a size for printing as a percentage of a standard letter page (8 ½” x 11”). As you change the percentage, the sample code displays within a box estimating the size of the printed code on the standard page.
4. Click Print to print the code. If you need to exit without printing, close the window down.
Renewing QR Codes
The Renew function allows a manager to invalidate all existing printouts of a QR Code. A part of all QR Codes is a “key” inside the code. The Renew operation creates a new key in the code. After a renew, any existing printouts of the code will contain the old key and will therefore be invalid. Renewing is useful in situations where existing QR Codes have been moved or tampered with. Renewing requires that the managers have Edit allowed in their Function Access Profile.
1. Navigate to Application Setup > Common Setup > QR Codes. The QR Codes page appears, displaying all the codes in the system.
2. Select a QR Code from the list and click Renew.
3. Confirm the deletion.
Permissions: Enabling employees and managers to use QR Codes
In order for Managers and Employees to view and use QR Codes, certain Function Access Control Points must be allowed and included in the users’ Function Access Profile. See Application Setup > Function Access Profiles.
EMPLOYEES
Go to Application Setup > Function Access Profiles. Set (“Allow”) the following for Employee access:
Employee > Timestamp for Employees > Allow scanning of QR Codes
If Allowed, the “Scan” icon will appear in the Employee’s Punch Tile A container that provides navigation or action from its summary view..
MANAGERS
Go to Application Setup > Function Access Profiles. Set (“Allow”) the following for Manager access:
Manager - Common Setup > QR Codes
View – Ability to see and print QR Codes in Setup.
Edit – Ability to Create new QR Codes and the ability to modify existing QR Codes.