How to Create a QR Code Attendance Tracking Tool In 7 Steps

A QR code attendance tracking tool allows attendees to record their presence in real time during an event or class by scanning a QR code with their mobile phones.

QR codes are a modern take on attendance recording, replacing pen-and-paper registration, which often leads to long queues and delays. You need a free QR code generator to create a QR code and just a quick scan to fill out the attendance form wherever you’re seated. 

Here’s what you can learn from this blog:

Key takeaways

• Businesses lost around 1.5% and 5.0% of their annual gross payroll because of attendance fraud (Data Intelo)
• The Free QR Code Generator offers a free Google Form QR code solution to create an attendance QR code.
• Tiger Form is a substitute attendance form generator that offers pre-made templates and analytics.

How does the QR code attendance tracking tool work?

When attendees scan the QR code, it opens an attendance form, usually a Google Form, where they can register their name and arrival time.

The traditional way to record attendance, whether for a class or an event, is pen and paper, but it means long queues of attendees waiting to sign.

So, by preparing an attendance form first, then converting it into a QR code to register attendance—a single code strategically positioned at the entrance can resolve the issues of delays and waiting.

Why is strong attendance tracking a must?

There have been issues with buddy-punching fraud and time theft. According to Data Intelo, organizations lost around 1.5% and 5.0% of their annual gross payroll because of this. 

This prompted the need to find and acquire more reliable attendance-tracking tools.

Amongst many attendance trackers—paper sign-in sheets, punch cards, biometric scanners, mobile apps, and QR code check-ins—QR code attendance tracking showed a positive effect.

In a published study entitled “Effect of Quick Response (QR) Code Identification (ID) Card on the Students’ Attendance Monitoring at Jesus F. Magsaysay Technical Vocational High School,” the use of the QR code ID system revealed a high satisfaction rate, with 78% of respondents saying it improved accuracy, while 85% claimed it is easy to use.

Step-by-step guide to generate a QR code for attendance

1. Go to the Free QR Code Generator website.

2. Look for the “More” button and drag and drop to the Google Form QR code solution

3. Sign up for free to create an account

4. Paste the link to your attendance form if you already have an existing Google Form for attendance.

5. Generate your QR code

6. Proceed to customize QR code design

7. Test your QR code before downloading and using it.

Tips when creating an attendance form

The shorter the form, the better: Only include the necessary and most significant details; full name, email, department, company, employee/student ID, or class, and attendance status.

• Ensure it’s mobile-friendly: Make sure to use readable texts and easy-to-tap buttons, considering that mobile phones have smaller screens than computers.
• Use a clear title and instructions: Label your form properly; show the event name, date, time, and venue so users know they scanned the correct QR code.
• Record the submission time automatically: Use the timestamp to confirm when each attendee checked in.
• Prevent duplicate submissions: Limit entries by email, ID, or account when possible. This is to ensure that one account is used for one person only and to avoid multiple entries under a single email.
• Add a confirmation message: Example: Your attendance has been recorded successfully.

Create an attendance form via Google Forms

1. Open Google Forms on your browser.
2. You can choose from the available templates or click “Blank Form” to draft from scratch.
3. Add a form title, then proceed to add your instruction or question.
4. Besides the question, toggle the drop-and-drag button to choose how respondents can input their answer (e.g., short answer, date, or time).
5. After completing the form, you may customize the color using the paint palette button on the upper right side of your screen.
6. Then proceed to publish.
7. Copy your link to proceed with generating a QR code.

Create an attendance form via Tiger Form (alternative)

1. Sign up for the TIGER Form website online.
2. Choose from the templates for a ready-made design or design your own by clicking Form Builder.
3. Enter the necessary data in your form, especially the date, time, event name, and attendance purpose.
4. Then proceed to the Appearance section, where you can add logos and customize colors.
5. Generate, preview, then save your QR code.

Advantages of recording attendance using QR codes

Here are some of the advantages of using QR codes for attendance:

Faster and more convenient check-ins

Scanning a QR code takes 0.1 to 1 second, which is much faster than manually writing your name and signing up—considering that each person’s writing speed varies.

Reduces long queues and waiting time

Printing a single QR code attendance tracking tool is enough to cater to all attendees without causing long queues. It also reduces waiting time, because you can record your attendance from anywhere you’re seated as long as you have your phone with you.

Reduces paperwork and printing costs

Since all you need is to print one code, you no longer need to print attendance sheets or have pens ready. One QR code that’s printed in high quality can last even after many events.

Works with most smartphones

Both dynamic and static QR codes are highly accessible with any smartphone, so whether you’re using an iOS or Android phone, it’s guaranteed that you can record your attendance.

For iOS, launching the camera and hovering it over the QR code will instantly decode it. On Android devices, newer models also have this feature, but if it does not work that way, downloading a third-party scanner is an option.

Can include security features

Using a dynamic QR code for attendance provides an option to add password protection to your QR code, ensuring that only those invited can enter the venue.

Create a QR code check-in system today!

The growing concerns about honest and on-time attendance tracking must end. But it does not have to cost you so much or require software that is hard to manage.

By using QR codes to track attendance, you’ll be able to resolve all pending issues with delays and long lines in an instant—all you need is a scan.

Visit the Free QR Code Generator today and see for yourself!

FAQs

How to take attendance with a QR code?

Scan the QR code using your mobile phone’s camera or native QR scanner, then fill out the form to record your attendance.

What is the easiest way to generate a QR code?

The easiest way to generate a QR code is through Free QR Code Generator; it’s a free attendance tracker that’s easy to use and offers flexible solutions.