AttendanceGM QR Documentation

Complete guide for users and administrators

Table of Contents

User Guide

Organization Registration User Login Password Management Inviting Team Members Uploading Offline Attendance

Check-In Features

User Check-in Options Working Hours & Office Location History Page

Admin Features

User Management Quick Scan Attendance Analytics

1. Organization Registration

Registration Process

  1. Visit the registration page and fill in your organization details
  2. Provide your name, email, password, and organization information
  3. Submit the registration form
  4. Check your email inbox for the activation link
  5. Click the activation button in the email to activate your account
  6. Once activated, you can log in and start using the system

Important Notes

  • Duplicate emails are not allowed - Each email can only be registered once
  • Fake emails may be rejected - Use a valid email address for security reasons
  • Activation link expires in 24 hours - Activate your account promptly
  • Before activation, your organization will not be able to access the system

Tip: Make sure to check your spam folder if you don't receive the activation email within a few minutes.

2. User Login

Login Process

  1. Navigate to the login page
  2. Enter your registered email and password
  3. Click the "Login" button
  4. You will be redirected to your dashboard

For Invited Users

  • When invited by an admin, you will receive a temporary password via email
  • Copy or save this password before attempting to log in
  • Use the temporary password to log in for the first time
  • After login, you will be immediately prompted to change your password
  • Choose a strong, secure password that you can remember

Security Tips

  • Never share your password with anyone
  • Use a unique password that you don't use elsewhere
  • Change your password regularly
  • Log out when using shared computers

3. Password Management

Forgot Password Options

If you forget your password, you have two options:

Option 1: Contact Admin

Contact your organization administrator or HR to reset your password manually.

Option 2: Self-Service Reset

  1. Click "Forgot Password" on the login page
  2. Enter your registered email address
  3. Check your email for the password reset link
  4. Click the link and create a new password
  5. Log in with your new password

Changing Your Password

To change your password while logged in:

  1. Click the "Password" button in the navigation bar
  2. Enter your current password
  3. Enter your new password twice
  4. Click "Change Password"

4. Inviting Team Members

Admins and HR can invite team members to join the organization. There are two types of invitations:

Individual Invitation

  • Invite one user at a time
  • Enter their name, email, and role
  • System sends an automatic email with login credentials
  • User receives a temporary password

Bulk Invitation

  • Invite multiple users at once
  • Upload a CSV or Excel file with user details
  • System processes all users automatically
  • Each user receives their own email

Important Information

  • The system automatically emails all invited users with their credentials
  • Users with existing accounts are skipped - no duplicate accounts will be created
  • Invited users must change their password on first login
  • Invitations are sent immediately after submission

5. Uploading Offline Attendance

Admins can upload offline attendance data for users who were unable to check in through the system.

Requirements

  • Username and email must already exist in the system - You cannot create new users through bulk upload
  • The spreadsheet must include the following columns:
    • Name - Full name of the user
    • Date - Date of attendance (YYYY-MM-DD format)
    • Check-in - Check-in time (HH:MM format)
    • Check-out - Check-out time (HH:MM format)
  • Supported file formats: CSV, Excel (.xlsx, .xls)

Upload Process

  1. Navigate to the "Upload" page from the admin menu
  2. Download the sample template (optional)
  3. Prepare your attendance data in the correct format
  4. Upload the file
  5. Review the results and any errors

Note: If a user's email or name doesn't match existing records, that entry will be skipped with an error message.

6. User Check-in Options

Users have multiple ways to check in and check out:

Dashboard Check-in

  1. Log in to your account
  2. Go to your dashboard or check-in page
  3. Allow location access when prompted
  4. Click the "Check In" or "Check Out" button
  5. Confirm your action

QR Code Scan

  1. Access your personal QR code from your dashboard.
  2. Go to the HR department or any designated scanner point.
  3. Scan your QR code yourself using the provided scanner device.
  4. The system will automatically record your check-in or check-out.
  5. You’ll receive an instant confirmation on the screen.

Emergency Check-in/Out

If you lose your phone or face technical issues:

  • Contact your admin or HR immediately
  • They can perform check-in/out on your behalf
  • This feature is for emergencies only
  • Admins can access this from the user management page

Location Tracking

For security and accuracy, the system uses location tracking:

  • The system compares your location with the office location
  • If you are outside the allowed area, check-in/out is blocked
  • You must be physically at the office to check in
  • Make sure to enable location services on your device
  • Grant location permission to your browser when prompted

Tip: If you're at the office but getting location errors, try moving closer to the center of the office or contact your administrator to adjust the location radius.

7. Working Hours & Office Location

Working Hours

  • Admins can set working hours for morning and afternoon shifts
  • The system automatically locks after working hours end
  • You can only check in during designated working hours
  • Late check-ins are tracked and reported
  • Contact your admin if you need to check in outside normal hours

Office Location

  • Admin must enter the exact office location coordinates
  • Users outside this location will not be able to check in/out
  • The system uses GPS to verify your location
  • A radius is set around the office location for flexibility
  • This prevents fraudulent check-ins from remote locations

Admin Configuration

Admins can configure these settings from the admin dashboard:

  • Working Hours: Set start and end times for morning/afternoon shifts
  • Office Location: Set the office coordinates and allowed radius
  • Grace Period: Configure late arrival tolerance

8. History Page

The History page allows users to view their complete attendance records.

What You Can View

  • Check-in times - When you arrived at work
  • Check-out times - When you left work
  • Dates - Full calendar of your attendance
  • Duration - Total hours worked each day
  • Status - Present, Late, Absent indicators
  • Monthly summaries - Overview of your attendance patterns

Features

  • Filter by date range
  • Search specific dates
  • Export your attendance records
  • View detailed statistics
  • Print attendance reports

Note: Your attendance history is private and can only be viewed by you and authorized administrators.

Admin Features

The following features are available to administrators and HR personnel

1. User Management

Admins and HR have comprehensive user management capabilities:

User Information

  • Edit user details (name, email, role)
  • Update user positions and departments
  • Change user passwords
  • View user attendance history

QR Code Management

  • Send QR codes via email to users
  • Regenerate user QR codes
  • Download QR codes as PDF
  • View QR code status

Access Control

  • Block or unblock users
  • Activate or deactivate user accounts
  • Manage user roles and permissions
  • Reset user passwords

Emergency Actions

  • Perform emergency check-in for users
  • Perform emergency check-out for users
  • Edit attendance records
  • Delete incorrect entries

Important: Emergency check-in/out should only be used in genuine emergencies when a user cannot access the system themselves.

2. Quick Scan

The Quick Scan feature allows users to securely check in or out by scanning their own QR codes at the HR department or any designated scanner point.

How It Works

  1. Go to the HR department or a designated scanner point.
  2. The scanner device will display the Quick Scan page.
  3. Open your personal QR code from your phone or use the printed QR on your ID card.
  4. Scan your QR code yourself using the scanner camera.
  5. The system automatically records your check-in or check-out.
  6. You’ll see a confirmation message instantly.

Benefits

  • Fast and secure – Users scan and record attendance in seconds.
  • Reduces admin workload – No need for manual check-ins.
  • Convenient setup – Place scanner at entrances or HR desks.
  • Instant confirmation – Users get immediate feedback.
  • Offline support – Works even without internet; data syncs later.

Tip: Keep the Quick Scan page open on a tablet or computer at the HR department or main gate for easy self-check-in and check-out.

3. Attendance Analytics

Admins have access to comprehensive analytics and reporting tools.

Available Analytics

  • Daily attendance - Who's present today
  • Weekly trends - Attendance patterns over the week
  • Monthly reports - Comprehensive monthly summaries
  • Late arrivals - Track punctuality
  • Absence tracking - Identify attendance issues
  • Department statistics - Compare departments
  • Individual performance - User-specific reports
  • Custom date ranges - Flexible reporting periods

Visual Charts

  • Bar charts - Compare attendance across periods
  • Line graphs - Track trends over time
  • Pie charts - Visualize attendance distribution
  • Heat maps - Identify peak attendance times

Export Options

  • Export reports as PDF
  • Download data as Excel/CSV
  • Print formatted reports
  • Share reports via email

Use Case: Use analytics to identify attendance patterns, reward punctual employees, and address chronic lateness or absenteeism.

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