Field team time tracking with QR codes: monitor attendance and working hours with Ubiqod

On-site staff time tracking with QR codes

Ubiqod allows you to set up a simple and reliable QR code-based time tracking system for on-site teams.
This solution is ideal for use cases such as cleaning teams management or temporary staff tracking during events.

Create a time tracking form

Access QR code forms

  1. Open the Interfaces menu
  2. Go to the QR code forms tab
  3. Click Create

Configure the form

  1. Select Intervention tracking
  2. Choose Single choice
Creating a time tracking form for qr codes (clock in clock out)

By default, the form includes:

  • A button to check in (arrival on site)
  • A button to check out (departure from site)
Clock in and clock out form for qr codes

You can customize buttons, colors, labels, and even add additional buttons.

Secure proof of presence

To ensure that users are physically present when they check in, several options are available:

Configure user identification

In the advanced form settings, you can enable user identification:

Identification methods

  • Numeric input: the user enters a personal PIN code
  • Scan: the user scans their personal QR code (generated from the PIN list)

Additional options

  • Enable Remember code or identifier
    → The user only needs to enter their code once within a defined time period
  • Link a PIN code list to:
    • Match users directly in Ubiqod
    • Prevent incorrect PIN entries
  • Add a custom instruction displayed during identification

Photo capture

You can enable photo capture during check-in.

Warning
Systematic photo capture for identification purposes is prohibited in some countries. You must ensure compliance with local regulations.

Add form options

You can enhance your form with additional features:

  • Add a comment field
  • Redirect users to a specific page (e.g. customer satisfaction survey)

These features require user consent. Enable them only if they are strictly necessary.

Centralize and use your data

To use collected data, configure a dispatch. For example, you can:

  • Send data to Google Sheets
  • Connect to your HR system (HRIS) 
  • Use View, Ubiqod’s analytics interface (requires an active subscription)

Create your tracking points with QR codes

Once your form is ready, create your tracking points:

  1. Go to the Trackers menu
  2. Choose one of the following options:
    • Import a list via CSV file
    • Create QR codes manually
    • Duplicate trackers in bulk with different labels

You can also organize your trackers by site for better readability.

Best practices

  • Place QR codes in staff-only areas (locker rooms, technical rooms, etc.)
  • Choose the identification and verification methods that best fit your operations
  • Combine methods (e.g. SafeQod + PIN) to improve reliability

Result

Within minutes, you can deploy an efficient tracking system that allows you to:

  • Accurately track time spent on site
  • Ensure staff presence on client sites
  • Improve reliability of field operations

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