What is proof of presence?

Proof of presence is a verified, timestamped record confirming that a person was physically at a specific location at a specific time. It is commonly used by cleaning companies, security firms, facility managers, and field service providers to document that a service has been carried out — and when.

Unlike GPS tracking or manual sign-in sheets, a reliable proof of presence system must be tamper-proof: it should be impossible to generate a valid record without being physically on-site.

Why standard QR codes are not enough

Many organizations use printed QR codes for check-ins. However, a static printed QR code can be photographed, copied, and scanned from anywhere — long after the actual visit, or from a location miles away. This makes standard QR codes unsuitable for genuine proof of presence.

Ubiqod addresses this with two dedicated hardware solutions: SafeQod and TaqtOne.

Solution 1 — SafeQod: the rolling QR code

SafeQod is a battery-powered device with an e-paper screen that displays a QR code which automatically refreshes at regular intervals. Each code is unique and time-sensitive.

How it works

1. SafeQod is installed on-site (wall-mounted, no wiring required)
2. The field worker scans the QR code currently displayed on the screen using their smartphone camera
3. The Ubiqod platform validates that the code is active at the moment of scanning
4. The scan is logged instantly with a timestamp and sent to your connected tools

If someone tries to reuse an old screenshot or a copied code, the system rejects it immediately. You must be physically in front of the device to generate a valid scan.

Key properties

• No app or login required for the field worker
• Battery-powered, no WiFi or cable needed
• Configurable for multiple use cases from the Ubiqod platform (check-in, task completion, incident reporting, feedback)
• Connects natively to Google Sheets, Monday.com, Zapier, Make, and Microsoft Power Automate

Best for: organizations where workers use their own smartphone and where fraud prevention is a priority.

Solution 2 — TaqtOne: touchless NFC check-in

TaqtOne is a wall-mounted device designed for touchless clock-in and clock-out. Instead of scanning a QR code, field workers tap their NFC badge against the device to register their presence.

How it works

1. The TaqtOne device is installed on-site (adhesive mounting, operational in under 3 minutes)
2. The field worker places their NFC badge on the device
3. The check-in or check-out event is instantly sent to the Ubiqod platform
4. Attendance records are updated in real time and synced with your tools

Key properties

• Touchless interaction — hygienic by design, with an antibacterial protective film
• Battery-powered (AA batteries, 2 to 8 years of battery life depending on usage)
• Autonomous low-power wireless connectivity — no WiFi or cable required
• Supports both named (nominative) and anonymous check-ins
• Displays last recorded visits or cleanings directly on screen

Best for: sites where workers are issued badges, and where a dedicated on-site device is preferred over smartphone scanning.

Choosing between SafeQod and TaqtOne

Both devices connect to the same Ubiqod platform and send data to the same integrations. They can be deployed together on the same site if needed.

What happens after a scan?

Regardless of the device used, every proof of presence event recorded through Ubiqod can:

• Trigger a form for the worker to complete (checklist, incident report, service request)
• Send an alert to a supervisor if a location has not been visited within the expected window
• Update a dashboard or spreadsheet in real time (Google Sheets, Monday.com, etc.)
• Feed into your reporting for client billing, SLA monitoring, or compliance documentation

Typical use cases

Cleaning and facility management — Verify that cleaning rounds are completed on schedule, per zone. Share automated reports with building managers.

Security and guarding — Document checkpoint patrols with tamper-proof timestamps. Generate audit-ready records for insurance and contractual purposes.

Maintenance and technical services — Log technician visits to specific equipment or assets. Build a service history automatically.

Healthcare and home care — Record care worker visits at patient locations. Provide families and supervisors with transparent, timestamped evidence of each intervention.

Airports and public facilities — Track cleaning and inspection rounds across high-traffic environments at scale.

Getting started

1. Create your sites in the Ubiqod platform
   
2. Order your SafeQod or TaqtOne devices
3. Install on-site — no wiring, no technical setup required
4. Configure your data dispatch (where scans should be sent)
   
5. Your teams can start scanning immediately

Not sure which device fits your use case? Contact us or book a free demo.