How a QR code time clock works
A QR code time clock uses the tablet's front camera as the badge reader. Each worker gets a badge with an employee QR code. They hold it up to the tablet, the camera reads the code, and the punch is saved for that person.
There is no reader to buy and no card to order from a supplier. If you can print a page, you can make employee QR badges today. That makes them a good fit for a small team, a seasonal crew or a site where badges get lost often.
- Cost: paper or PVC cards, ink and a lamination pouch.
- Speed: a scan takes about as long as tapping a card, once people learn to hold the badge steady.
- Hardware: any tablet with a working front camera.
What to put in an employee ID QR code
An employee ID QR code for a time clock should hold only a random ID, not personal data. The time clock looks up the ID and finds the worker. Do not put a name, phone number, birth date or pay rate in the code. Anyone with a phone can read a QR code.
The time clock should generate the codes for you. For an employee attendance QR code, that is the safe way: each code is unique, it can be switched off, and it means nothing to anyone outside the system.
A QR badge is an ID card, not a password. A photocopy or a phone photo of the badge will also scan. If that worries you, turn on a photo at each punch so you can see who actually stood at the tablet.
What size is an ID badge? CR80 explained
The standard employee ID badge size is CR80, the same size as a credit card. The international standard calls it ID-1. Badge holders, lanyard sleeves, card printers and lamination pouches for ID cards are all made for it.
| Measure | CR80 value |
|---|---|
| CR80 card size in mm | 85.60 x 53.98 mm |
| CR80 card size in inches | 3.375 x 2.125 in |
| CR80 card size in pixels at 300 dpi | about 1013 x 638 px |
| CR80 card size in pixels at 600 dpi | 2025 x 1275 px |
| Usual PVC card thickness | 30 mil (0.76 mm) |
So what size is an ID badge in practice? If you design a badge in Word, Google Docs or a design tool, set the page or box to 3.375 by 2.125 inches, or 85.6 by 54 mm. Choose landscape or portrait; both fit standard holders, as long as the holder matches.
QR code badge design that scans every time
Good QR code badge design is mostly about the code, not the logo. A tablet camera at arm's length needs a clear, flat, high-contrast code.
- Make the code at least 2 cm (about 0.8 inch) wide. Bigger scans faster; on a CR80 card, 3 to 4 cm is comfortable.
- Print it black on white. Colored or inverted codes scan worse.
- Leave a white border around the code, at least 4 of its small squares wide. Do not run text or the card edge into it.
- Print the worker's first name and last initial in large letters, so a manager can tell badges apart.
- Add a small badge number, so a lost badge can be identified without scanning.
- Keep the logo away from the code. Never place it on top of the code.
Print one badge, laminate it, and test it on the actual tablet in the actual spot before you print the whole team. Light from a window behind the worker can make scanning slower.
How to print badges at home or in the office
Here is how to print badges at home or in the office with a normal printer. You have three options, from cheapest to most durable.
- Plain or heavy paper, cut to size and laminated. Cheapest; fine for most teams.
- Inkjet PVC cards in a printer with a card tray. They look like real ID cards. Check that your printer model is listed as compatible before you buy.
- A dedicated ID card printer. Fast and durable, but a large one-time cost that only pays off for bigger teams or frequent reprints.
Print at 100 percent scale. Turn off any fit to page option, or the card will come out the wrong size and the code may blur.
- Card size 85.6 x 54 mm
- Cards per A4 sheet: 2 across x 5 down = 10
- Team: 14 people
- Sheets needed: 2
- Spare badges: 20 - 14 = 6
On US Letter paper, 9 cards fit if you turn them to portrait: 3 across and 3 down. Keep the spares in the office for new hires and lost badges.
How to laminate an ID card
To laminate an ID card, put the printed badge in a lamination pouch and seal it, with heat or with a self-seal pouch. Lamination keeps the code flat and clean, which is what the camera needs.
- Pouch size: ID badge pouches are a bit larger than the card, for example about 2.4 x 4.2 inches with a slot, or business card pouches for smaller cuts.
- Pouch thickness: 5 mil feels flexible; 10 mil feels stiff like a real card.
- Self-seal pouches need no machine. They are fine for a dozen badges.
- Choose matte pouches if you can. Glossy film can reflect ceiling lights and slow down scanning.
Cut the paper card a few millimeters smaller than the pouch so the edges seal all around. A sealed edge keeps water out.
Lanyards, holders and badge reels
How workers carry the badge decides whether they bring it to work. Lanyard vs badge reel is the usual question.
| Option | Good for | Watch out for |
|---|---|---|
| Lanyard with clear holder | Offices, shops, reception | Choose a breakaway lanyard near machines |
| Badge reel on a belt or pocket | Warehouses, kitchens, cleaning | The reel cord can wear out |
| Hard plastic holder | Building sites, outdoor work | Bulkier in the pocket |
| Key ring with a punched badge | Teams who drive to work | Use a slot punch and a strong ring |
Near moving machinery, a lanyard around the neck can be a safety risk, so many workplaces use breakaway lanyards or reels. Follow your own safety rules here.
What to do about a lost employee badge
When there is a lost employee badge, switch off its code first, then print a new one. Do not just reprint the same code. If the old badge turns up in the wrong pocket, it should no longer punch anyone in.
- Retire the old code for that worker in the time clock admin.
- Create a new code and print a new badge from your spares.
- If the worker needs to punch before the new badge is ready, use a PIN for that day.
- Check the last few punches on the old badge. If one looks odd, ask about it calmly.
Lost badges are normal. QR badges cost so little that replacing one should never be a big deal. If your team loses badges often, a key fob with an RFID chip may survive better.
Questions
What size is a standard employee ID badge?
A standard employee ID badge is CR80 size: 85.60 x 53.98 mm, or 3.375 x 2.125 inches, the same as a credit card. Most badge holders, lanyard sleeves and card printers are made for this size.
Can I use a QR code as an employee badge for a time clock?
Yes, a printed QR code works as a time clock badge if the time clock can scan codes with the tablet camera. Put only a random ID in the code, not personal data, and laminate the badge so it stays flat and readable.
Is there a free QR code employee time clock?
Yes, some time clock apps have free plans with QR scanning. ClockBadge Time Clock, now in early access, will be free for up to 3 employees and then €3 per employee per month, with QR badges included.
Can someone copy a QR code badge?
Yes, anyone can photocopy or photograph a QR badge, and the copy will scan. Treat the badge as an ID, not a password. A photo taken at each punch lets you check who really clocked in.
How do I print ID badges at home?
Design the badge at 3.375 x 2.125 inches, print it at 100 percent scale on heavy paper or inkjet PVC cards, cut it out and laminate it. Test one badge on the tablet before printing for the whole team.
What should I do if an employee loses their badge?
Switch off the lost badge's code in the time clock, then print a new badge with a new code. Let the worker use a PIN until the new badge is ready, and check recent punches on the old code.