Share Clock-In With Your Team: Kiosk, QR, or Link

You have a team that needs to record hours, and you do not want to create fifteen accounts, hand out fifteen passwords, and field the reset requests that follow. Good news: your crew never signs in. You share one of three clock-in methods and they start tapping. The question is which method fits how your people actually show up to work.

Here is how to decide, and then the exact steps to get each one running.

Which method fits your setup

All three do the same job: a worker records a start time and an end time against their name. The difference is where and how they touch the clock.

Method	Best when	What you need
Shared-tablet kiosk	Everyone passes one spot: a kitchen pass, a front desk, a check-in table	A tablet or spare laptop that stays put
QR poster	People carry phones and arrive at different doors or stations	A printed poster and a wall
Personal link	Remote tutors, drivers, or scattered volunteers who work off-site	A way to message each person their link

You can mix them. Run a front-desk kiosk for staff who work on-site and hand personal links to the two people who work from home. The hours land in the same report either way. If you want the short reference version of all this, the page on how to share clock-in with your team covers it in brief.

Set up the shared-tablet kiosk

This is the option most restaurants and event tables use. One screen, everyone taps their own name.

In your admin dashboard, add your workers by name. No email, no phone number required for them. If you call them volunteers or crew, rename the label to match.
Open the kiosk URL. Try the live kiosk demo first so you know exactly what your team will see: a list of names, a big clock-in button, and a running list of who is on the clock.
Put the tablet where people already stop. A device tucked in a back office gets skipped. A device on the pass or the sign-in table gets used.
Set the screen to stay awake and lock the browser to that one tab so nobody wanders off to check scores. A tablet that sleeps mid-shift is the number one cause of missed punches.
Do one live run with the first person who arrives. Watch them tap their name, confirm the "on the clock" list updates, and confirm they can tap out.

A worker who forgets to clock out at the end of the night will not wreck your numbers. A stale open entry closes at its start time plus your cutoff, not at the current time, so a shift left open overnight never reports as sixteen hours.

Print and post a QR code

Use this when people carry phones and there is no single choke point. A caterer working three rooms, a park cleanup spread across a trail, a tutoring center with four tutoring rooms.

Generate the code. The QR sign-in poster generator builds a printable sheet with the code and a short instruction line already on it.
Print it large enough to scan from a step or two back. A code the size of a coaster forces people to crowd the wall.
Tape it at eye level next to every entrance or station people use. Print several copies if you have several doors.
When someone scans it, their phone camera opens the clock page. They tap their name and they are in. Nothing installs.
Add one plain line under the poster: "Scan to clock in when you arrive, scan again to clock out when you leave." State it and you will get cleaner data.

One caution: a posted QR points at a shared URL, and anyone who photographs it can reach the page. If the link leaks past your team, rotate it, and re-print. That takes two minutes and invalidates the old code.

Hand out personal links

Personal links suit people who never come to a shared spot: a driver, a tutor who meets students at a library, a volunteer who logs hours from home.

Generate a personal link for each worker from the dashboard.
Send each person their own link by text, email, or your group chat. Tell them to bookmark it or save it to their home screen.
They open the link and land straight on their own clock, no name-picking, no account.
Remind them the link is theirs alone. If someone shares theirs with a coworker, the hours record under the wrong name.

The links are keyed to a person, so the record ties to the right worker automatically. When you pull hours later, each name comes out separated and countable.

Confirm hours land where you need them

Rolling out clock-in is only useful if the numbers come out clean at the end of the period. Once a day or two of data exists, run an export and check it.

Your CSV export uses a fixed column layout that does not shift between downloads, so a spreadsheet or grant template built once keeps working every period. It includes a distinct-worker count, which grant reports and headcount questions almost always ask for. If you need to turn clocked time into pay figures, the payroll hours converter switches between decimal and HH:MM without any manual math.

Tags help here too. Label entries by event or program and you can filter one report down to a single fundraiser or a single tutoring block without sorting rows by hand.

Pick the method that matches how your people arrive, set it up today, and run one test punch before your next shift. If you have not built a workspace yet, start a free workspace and add your first few names.