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Scan the poster, you are clocked in

Every site gets its own QR code, printed as a poster for the staff entrance, the till or the kitchen door. Staff scan it with their phone camera and WagePilot opens straight on the clock-in for that site. Where GPS is weak, in a basement bar or a thick-walled kitchen, the poster gives them a reliable way in, and the punch still records a position whenever the phone can give one.

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QR code clock-in in the app

Print a QR poster for each site. Staff scan it with their phone camera to clock in, and scan again to clock out.

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The WagePilot staff app on shift: earnings so far, timer, Break and slide to clock out

What you get

  • One printable QR poster per site, with a short code staff can type if the camera will not scan

  • Scan to clock in; scan again to clock out

  • Only staff assigned to that site can clock in there

  • Clocking out always works, whichever site’s poster is scanned

  • Regenerate a code if a photo of the poster gets shared: the old one stops working

  • Included on every plan, including Free

Pricing: from £29 a site See all features

How it works, step by step

  1. 1

    Turn on QR clock-in

    Choose the clock-in methods your business allows. QR can sit alongside geofenced GPS and the kiosk, or you can switch it off entirely, in which case a scan tells staff plainly that QR clock-in is turned off for your workplace.

  2. 2

    Print the poster for each site

    Each site gets its own code. Print the poster and put it where staff arrive: the staff entrance, the till, the kitchen pass. The poster carries both the QR code and a short typed code as a fallback.

  3. 3

    Staff scan with their phone camera

    Scanning opens WagePilot on that site. WagePilot checks the code is current, that the person is signed in to their own staff account, that the site is active and that they are assigned to it. If all of that is true and they are not on shift, they are clocked in.

  4. 4

    Scan again to clock out

    If the person is already on shift, the scan clocks them out. Clocking out is never blocked: it works from any of your sites’ posters, and the shift is closed at the site where it was opened, so nobody is left on the clock because they left by a different door.

  5. 5

    Review and approve

    QR punches land on the audited timesheet with the method recorded. Review the week, correct anything with a logged reason, approve, and export the hours and estimated pay for your payroll software or accountant.

Who it is for

QR clock-in is the natural fit for sites where GPS struggles: basement bars, cellar kitchens, large buildings, hospitals and offices where a cleaning or security team works indoors all shift. It is also a good middle ground for owners who want a clear, physical "clock in here" point without buying or managing a shared tablet.

Because each poster belongs to one site, it works well for cleaning companies, security firms and trades teams that move between several client premises. Put a poster at each location and the punch records exactly where the shift happened.

Related tools, guides and comparisons

More of what WagePilot does

Geofenced clock-in Tap to clock in; we check location once, at that moment. GPS with a QR code by the till: no buddy-punching. Live labour cost A running total of what every site is costing right now, summed from everyone on shift. Catch an over-staffed shift before it is paid. Rota builder A week grid you fill in minutes. Copy last week, publish, and staff are notified instantly. No more Sunday-night spreadsheets. Holiday and leave Staff see their balance and request in taps. You approve from an inbox with a clash warning. Accrual and bank holidays handled. Audited timesheets Review, flag and approve. Every edit needs a reason and is logged: staff can see it too. Disputes get a paper trail. CSV export to payroll Approved hours out to your payroll in one click. Works alongside Xero, Sage & BrightPay; we never touch the pay run itself.

QR code clock-in: common questions

How does QR code clock-in work?
Each site has its own QR code, which you print as a poster. A member of staff scans it with their phone camera, which opens WagePilot on the clock-in for that site. If they are not already on shift, they are clocked in; if they are, the scan clocks them out.
What stops someone clocking in from a photo of the poster?
Only staff assigned to that site can clock in there, using their own signed-in account, and the punch records the phone’s position whenever it can get one. If a photo of the poster starts doing the rounds, regenerate the code: the old poster stops working immediately and staff see a clear "this code is out of date" message.
Do my staff need to download an app?
They need their WagePilot staff account, which runs in the phone’s browser and can be added to the home screen. There is no app store download, and no QR scanner app: the normal phone camera opens the link.
Is QR clock-in included on the Free plan?
Yes. Every clock-in method (geofenced GPS, QR and the shared-tablet kiosk) is on every plan, including Free for one site and up to 3 staff. Paid plans are £29 or £59 a site a month with unlimited staff.
What if the camera will not scan the code?
The poster also shows a short site code. Staff can type it into the app instead of scanning, and it works exactly the same way.

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