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Setting Up Dynamic QR Timeclock

StaffAny avatar
Written by StaffAny
Updated over 2 weeks ago

Contents of this article are applicable to the following users

Product: StaffAny

Platform: Web

Dynamic QR Timeclock ensures staff clock in at the right place by requiring staff to clock in via a QR code displayed from an in-store device that changes every 5 seconds.

To use this, you will need a fixed in-store device to display this dynamic QR code.

This guide will cover the following:


How does Dynamic QR work?

  • Fraud Prevention: The QR code refreshes every 5 seconds

  • Validity Buffer: You can adjust the validity buffer to set how long a code remains valid, even after it disappears from the screen.

  • Mandatory Scans: Staff must scan at every attendance step (clock in/out, break in/out, unscheduled clock request, work more request)

  • Offline Support: If you lose internet connection or close and reopen the tab/app after the set up, the dynamic QR code will still refresh every 5 seconds.

  • Multiple Device Support: Set up dynamic QR on multiple devices for 1 location


Setting Up Dynamic QR

Enabling Dynamic QR for Sections

You may enable dynamic QR timeclock for certain sections

  1. Under Section Settings > Clocking Method, select Dynamic QR Timeclock

  2. Set the Validity Buffer.

    1. The validity time is the additional time the QR code remains valid after its display period. The total validity time will always be 5s (display time) + the validity buffer you set in the system.

    2. If you are setting up dynamic QR for the first time, we’d recommend setting the validity buffer to the lowest possible value (1 second). You can adjust the buffer in the future if staff are using old phone devices and take longer to clock in/out.

  3. Click to Save to save your changes

Denying / Enabling Permission to Set Up

By default, all owners have the permission to set up dynamic QR code for their assigned sections in the organisation on the outlet’s device. Users with manager access and below do not have permission to set up. To deny / enable permission for selected people, follow the steps below:

  1. Go to Settings > Permission Groups > Add Permission Group

  2. Fill up all the fields in Step 1: General Settings

  3. Under “Access dynamic QR webpage for own sections”, select Deny / Allow > click on Add Permission Group

  4. Tag the staff to the permission group under My Team profile

Setting Up QR Code on Outlet Device

Users with permission to set up dynamic QR code will need to access a separate URL on your preferred browser. You can access the page via either:

  1. Clicking on the open link icon in the dynamic QR card under section settings

To set up dynamic QR,

  1. Login with your mobile number and OTP

  2. Select the organisation and section to set up for

    1. You will only be able to see the list of sections with dynamic QR selected in the webapp. If you do not see a section, enable dynamic QR for the section.

  3. Click on Set Up to proceed

  4. The dynamic QR code is ready for use on the device!


Using Dynamic QR

Refer to this help article to learn how to clock in and out using the mobile app.

Possible Errors

Set Up

Device Time Out of Sync

This occurs when the difference in your device time and the server time exceeds the validity buffer set.

  • E.g. Device time = 14:17:15 | Server time = 14:18:36 | Validity buffer = 5 secs

  • The difference between device time and server time is 1min 21 seconds and this exceeds the buffer time of 5 secs

To resolve, you will need to sync your device to the Internet time.

  • For Apple devices, go to Settings > General > Date & Time > Turn on Set time and date automatically / Set Automatically

  • For Android devices, go to Settings > System (or General management) > Date & time > Turn on Automatic date and time

During CICO

QR Code Expired

This occurs when a user scans a QR code after its validity period has expired. To resolve,

  • staff need to scan the latest QR code on the screen.

  • If the problem persists after scanning the latest QR code, increase the validity buffer or ensure that your device is synced to internet time.

Invalid QR Code

This occurs when a user is not scanning the valid StaffAny QR Code (i.e. StaffAny’s physical static QR code / non StaffAny QR codes). To resolve, get staff to scan QR code displayed on the outlet device

Wrong Section QR Code

This occurs when a user scans a QR code that belongs to another section. To resolve, ensure that the right section is selected when clocking in/out, and the respective QR code is scanned

Logging Out

Once the dynamic QR code is set up, staff cannot log out of the account. This prevents accidental logouts that could disrupt attendance tracking.

In the event that the wrong section was set up on the device, you will need to clear your browser’s cache to be able to log out.


FAQ

Q: I encountered this no permission error when I’m trying to set up dynamic QR. What should I do?

A: You are seeing this error because you do not have permission to set up dynamic QR code. Please contact your administrator to help you with the set up or provide you access.

Q: What devices can I set up dynamic QR on?

A: You may set it up on any device (mobile phone, tablets, desktop, POS) as long as it can be connected to the internet during setup. We highly recommend for the device to be fixed in the outlet to prevent time fraud.

Q: Does dynamic QR work without the internet?

A: Yes, the dynamic QR will still refresh every 5 seconds. However, if you need to set up the dynamic QR, you will need to be connected to the internet

Q: What happens if I close the tab / app and reopen it?

A: You will not be logged out. The dynamic QR will still be displayed and ready for use

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