ZenHR QR Code Clocking Setup - Admin User Guide

With ZenHR’s QR Code Clocking feature, employees can seamlessly clock in and out by simply scanning a unique QR code displayed on a screen at the workplace. This setup eliminates the need for physical punch cards or shared devices, offering a hygienic and efficient alternative for attendance tracking. 

Admins have full control over security settings, you can require employees to be connected to a specific Wi-Fi network and/or on the same IP address when clocking in or out, ensuring accurate location-based validations and reducing the risk of misuse.

 

TABLE OF CONTENTS

• ZenHR QR Code Clocking Setup - Admin User Guide
  • How to Set Up QR Code Clocking
    • Step 1: Enable QR Code Clocking
    • Step 2: Enforce Wi-Fi Verification (Recommended)
    • Step 3: Restrict by Public IP (For Higher Security)
    • Step 4: Set QR Code Refresh Interval
  • How To Use QR Codes for Clocking In/Out 

How to Set Up QR Code Clocking
 

Step 1: Enable QR Code Clocking

• From the dashboard, go to User Menu → System Preferences
  
  Under Time Setup, click “Attendance & Time Tracking.” 
  
  Then, click “Attendance Setup.” 
  
  On the Attendance Setup page, under Attendance QR Codes, enable the toggle to activate the QR Code feature. 

• Once the toggle “Allow employees to clock in/out using a QR Code” is activated, the QR feature allows the system to start generating live, scannable QR codes.
  
  
  Step 2: Enforce Wi-Fi Verification (Recommended)

• Once you activate the QR feature, under it, you’ll find extra rules you can add to verify employees’ clocking in and out using this feature.
  
  If you want employees to be connected to the same Wi-Fi as the attendance device, check the box. 

• This ensures that only users physically present at the workplace (on the same Wi-Fi) can clock in/out to prevent remote clocking.
  
  
  Step 3: Restrict by Public IP (For Higher Security)
  
  Check the box “Restrict clock in/out to specific public IP addresses” if you want employees to be on a specific IP address when they click in. 
  
  You can add the allowed IP addresses that employees can use. 
   
  Enter your office’s public IP address in the input field.
  Example: 82.212.84.150
  You can enter multiple addresses separated by commas.
  
  You can autofill your current public IP address by clicking on “Click here”. 
• This measure ensures that even if someone is on the same Wi-Fi but not at the location (e.g., using a VPN or spoofing), they won’t be able to clock in/out.
  
  
  Step 4: Set QR Code Refresh Interval

• Choose the frequency at which the QR code refreshes. 
  Select Seconds or Minutes, this determines how often the QR code regenerates.
  
   

• Recommended setting:
  
  Input a value (between 15 to 60 seconds) - e.g., 25 seconds. In this case, a new QR code will be generated every 25 seconds. 
   

  This makes the QR code dynamic, changing frequently so no employee can reuse or screenshot the code for later.

How To Use QR Codes for Clocking In/Out 
 

Once the setup is completed, admins can then display the live QR code on a tablet or iPad at the office entrance.

Employees can scan the QR using:

1. The ZenHR mobile app (Clocking screen → QR scanner icon)

2. OR their phone camera, which redirects to the ZenHR app automatically to process clocking in/out. 
   
   The system will then:

3. Authenticate clocking via IP/Wi-Fi.

4. Match the scan to the correct user.

5. Automatically apply clock-in or clock-out based on their status.