Staff Check-in Gate turns a tablet, TV or phone at the school gate into a check-in point. Staff scan a live QR code with their own phone to clock in and out, and the gate keeper can scan printed badges for staff without a smartphone. Every scan goes straight into the Staff Attendance register.
- Where HR → Staff Check-in Gate
- Who can use it Anyone whose role includes Staff Check-in Gate. For a security guard, create a role with only this module in Users.
- Set up first Staff logins in Non-teaching Staff (for phone scans) and the work start time in Staff Attendance
Set up the gate screen
- Sign in on the device that will stay at the gate, using an account whose role includes Staff Check-in Gate.
- Open HR → Staff Check-in Gate.
- Choose Phone scan or Scan staff badge. The device remembers your choice.
- Click Full screen. The screen tries to stay awake while the gate is showing.
Tip: Keep the device plugged in. Some battery-saver settings still let the screen sleep.
Phone scan: how staff check in
The gate shows a QR code that changes every 30 seconds, with a bar counting down to the next one.
- The staff member points their phone camera at the code and opens the link. Or, in the app, they tap Scan gate QR on the My attendance today card on their Dashboard (Chrome and Edge on Android and computers; on an iPhone, use the Camera app).
- If they aren’t signed in on their phone, they sign in as normal and are taken back to finish.
- The first scan of the day clocks them in, and marks them late if it’s after the start time. A later scan clocks them out.
Because the code keeps changing, a photo of it soon stops working. If your school has turned on Also require the phone to be at school (GPS) in Staff Attendance (Gate & badges tab), the phone must also be within the allowed distance of the school.
Phone scans only work for staff whose login is linked to their staff record. See Logins for staff and parents.
Scan a staff badge
For staff without a smartphone, print badges from Staff Attendance (Gate & badges tab). Staff can also show My check-in code from their Dashboard.
- Choose Scan staff badge.
- Scan the badge with a USB or Bluetooth scanner, type the code and press Enter, or click Use camera.
- The staff member’s name and today’s status appear. Check it’s the right person.
- Click Clock in or Clock out, or Cancel.
Use camera only appears in browsers that support live scanning, such as a recent Chrome or Edge. Otherwise use a scanner.
Watch who has arrived
Beside the code, the gate shows today’s counts: In, Late, Not yet in and Gone home, with a clock in school time. The Latest list shows the most recent check-ins and check-outs. These refresh on their own.
For the full picture, open the Daily register in Staff Attendance. Gate entries show there as “Scanned in at the gate” or “Badge scanned at the gate”, and can be corrected by hand.
Good to know
- After clocking in, a scan can only clock someone out once 30 minutes have passed. The screen says from what time they can clock out.
- A badge works like a key card. If one is lost, click Issue new badge in Staff Attendance so the old one stops working.
- Too many scans in a short time are refused for a few minutes.
- Location checks need the app to be on a secure (https) address.