QClock Attendance Verification Options Guide

Use this guide to choose how employees confirm attendance, explain the daily process to staff, and review exceptions clearly.

Purpose

QClock records employee check-in and check-out activity. Attendance verification helps the company confirm that the right employee is recording the time from an approved place or approved device.

The company chooses the policy. QBM provides attendance options. Your company decides which options to enable, which employees use them, and what fallback process is allowed.

Verification Options

Option Best For Employee Action Manager Review
Password Confirmation Basic attendance confirmation from QClock. Enter the employee password before check-in or check-out. Review unusual activity, missed check-outs, and employee notes.
Approved Computer Office computers, reception kiosks, and controlled attendance stations. Use the computer approved by the company. Review warnings when attendance is recorded from an unapproved computer.
Photo Evidence Companies that want a photo attached to attendance activity. Allow the camera and take the required photo when clocking. Check the photo when attendance needs confirmation.
Fingerprint Device Sites where employees clock from a company attendance device. Place the registered finger on the device. Review failed reads, missing punches, duplicates, or fallback use.
Face Device Sites that prefer contactless attendance confirmation. Stand at the device and wait for the successful confirmation. Review failed matches, lighting issues, missing punches, or fallback use.
Badge Or PIN Fallback Employees who cannot use fingerprint or face confirmation, or when the device cannot read correctly. Use the approved badge or PIN method according to company policy. Review fallback punches and confirm the reason when needed.

Choose A Company Policy

Before using attendance verification, decide the rules that employees and managers will follow. Keep the rules simple and write them in the same way employees will hear them during training.

  • Choose which employees use QClock, fingerprint devices, face devices, or fallback methods.
  • Decide whether employees must use an approved computer or an approved attendance device.
  • Decide whether photo evidence is required for any role or location.
  • Decide who can approve a new attendance device or unregister an old one.
  • Decide what employees should do if they forget to check in or check out.
  • Decide what managers must review daily, weekly, and before payroll processing.
  • Decide how long attendance evidence should be kept according to company policy.

Manager Setup Checklist

  1. Confirm that each employee has the correct QBM employee record and user access.
  2. Choose the attendance method for each location: QClock, approved computer, fingerprint device, face device, or fallback.
  3. Register or approve the computers and attendance devices that employees are allowed to use.
  4. Enroll employees on the attendance device when fingerprint or face confirmation is used.
  5. Tell employees exactly where to clock in and clock out.
  6. Explain the fallback process before the first workday using the new method.
  7. Review the first few days of records daily to catch setup mistakes early.
Start with a pilot. Use one branch, one department, or one attendance device first. Expand only after managers confirm that employee matching, fallback handling, and review reports are working as expected.

Daily Employee Use

When Using QClock

  1. Open QClock from the company link or shortcut.
  2. Confirm that your name and current status are correct.
  3. Use Check In when starting work.
  4. Use Check Out when leaving work.
  5. Enter your password or follow the required confirmation step.
  6. Add a short note only when the company asks for one or when something unusual happened.
  7. Check today's history to confirm that the time was recorded.

When Using A Fingerprint Or Face Device

  1. Go to the approved attendance device at your work location.
  2. Follow the device prompt for fingerprint, face, badge, or PIN.
  3. Wait for a success message before leaving the device.
  4. If the device does not accept the attempt, try again once or use the company fallback process.
  5. Tell your manager immediately if the device still cannot record your attendance.

Fingerprint And Face Devices

Fingerprint and face devices are normally used at company-controlled attendance points. The device confirms the employee at the location, then the attendance record can be reviewed by managers in QBM.

Good Device Practices

  • Place the device where employees can use it easily at the start and end of the workday.
  • Keep the device clean and protected from damage.
  • For face devices, avoid strong backlight and very dark corners.
  • Enroll each employee carefully and test the first check-in before the employee relies on it.
  • Keep a fallback method ready for employees who cannot use the biometric method.
  • Remove old employee enrollments when an employee leaves the company.

Fallbacks And Exceptions

A fallback is not a failure of the system. It is the approved way to keep attendance accurate when the normal method cannot be used.

Situation Employee Action Manager Action
Forgot to check in Tell a manager as soon as possible. Review the reason and correct the record if company policy allows.
Forgot to check out Report the missing check-out before leaving or at the next shift. Confirm the leaving time and add a reviewed correction.
Fingerprint cannot be read Try again once, then use the approved fallback. Review repeated failures and re-enroll the employee if needed.
Face device cannot confirm Adjust position or lighting if instructed, then use the fallback if it still fails. Check device placement, lighting, and employee enrollment.
Attendance device is offline Follow the local fallback process and tell a manager. Confirm that delayed records are reviewed when the device is restored.
Employee used the wrong location Tell a manager and explain the reason. Review the warning and decide whether to accept or correct the record.

Manager Review

Managers should review attendance records regularly, especially during the first weeks after enabling a new verification method.

  • Check missing check-ins and missing check-outs.
  • Review warnings from unapproved computers or unexpected locations.
  • Review duplicate or repeated attempts from attendance devices.
  • Review fallback punches and confirm that the employee followed company policy.
  • Correct approved exceptions before payroll work starts.
  • Keep notes short, factual, and related to attendance.

Privacy And Employee Communication

Fingerprint and face attendance should be introduced clearly. Employees should know what method is being used, why it is used, who can review attendance, and what fallback is available.

  • Tell employees which attendance method applies to their location or role.
  • Explain that the company controls whether fingerprint, face, photo, badge, PIN, or password confirmation is used.
  • Give employees a fallback process before the first day of use.
  • Limit attendance review access to authorized managers.
  • Follow local laws, employment rules, and company policy before enabling biometric attendance.

Simple Staff Instructions

For Employees Using QClock

Open QClock, confirm your name, choose Check In when you start work, choose Check Out when you leave, complete the required confirmation, and check today's history before you close the screen.

For Employees Using A Device

Use the approved attendance device at your work location, wait for a success message, and tell your manager immediately if the device cannot record your attendance.

For Managers

Review attendance warnings, missing punches, fallback use, and device issues every day during rollout. Correct only records that match company policy and keep the correction note clear.