- Paper registers are cheap but easy to fill in later. Biometric machines are reliable but cost money and only work at one door.
- Mobile attendance lets staff check in from their own phones, with location, a QR code at the premises or a selfie as proof.
- Tell staff what is recorded and why, and use the data only for attendance.
The options compared
| Method | Good for | Watch out for |
|---|---|---|
| Paper register | Very small teams at one place | Entries made later, lost pages, manual salary counting |
| Biometric or card machine | One fixed entrance, larger teams | Hardware cost, maintenance, doesn’t work for staff away from the premises |
| Mobile app with location | Shops, branches, sites | Weak GPS indoors; needs a smartphone |
| Mobile app with QR code | Premises where GPS is unreliable | The poster must stay at the entrance |
| Mobile app with selfie | Extra assurance that the right person checked in | Someone has to review photos |
Location (GPS) check-in
With location check-in, you pin each workplace on a map and set an allowed distance. When staff tap check in, the app reads their phone’s location and accepts it only if they are within that distance.
- Set a realistic radius. 50 to 100 metres works for most shops and offices. Large campuses or construction sites may need more.
- Ask for an accurate fix. Phones indoors can report locations hundreds of metres off. A good app asks staff to retry near a window rather than accepting a poor reading.
- Block fake-GPS apps. Location-spoofing apps exist; turn on protection against them if your app has it.
QR code check-in
A QR poster at your entrance proves the person was physically there, and works even where GPS is weak, such as basements and malls. Print it, put it where staff enter, and replace it if it is ever photographed and shared. Combining QR with location gives you two independent checks.
Selfie check-in
A selfie at check-in confirms that the right person checked in, which stops one person checking in for a friend. If you turn on approval, a manager reviews the photo before the day is marked present. Keep photos small and visible only to managers, and don’t use them for anything other than attendance.
Set your attendance rules
Whatever method you use, attendance is only useful if the rules are clear. Decide and write down:
- each shift’s start and end time, and breaks;
- the grace period, for example 10 minutes after the shift starts;
- what counts as late, and whether repeated lateness affects pay;
- how many hours make a full day and a half day;
- when overtime starts and how it is paid;
- what happens if someone forgets to check in or out.
Our guide on calculating salary from attendance shows how these rules turn into pay.
Staff without smartphones
Not everyone has a smartphone. Let a manager mark attendance for those staff from the register, and correct mistakes the same day so the month doesn’t need fixing at the end.
Privacy and consent
Location and photos are personal data under India’s Digital Personal Data Protection Act, 2023. As the employer, you decide what is collected, so:
- tell staff in writing that you use mobile attendance and what it records;
- collect location only at check-in and check-out, not all day;
- limit who can see photos and locations;
- use the records for attendance and pay, not to track people outside work.
Getting started in a week
- Day 1: set up shifts, the grace period and the check-in method for each place.
- Day 2: invite staff and help them check in once while you watch.
- Days 3–7: run it alongside your old register and compare.
- From week 2: use the app as your only record.
Location, QR and selfie check-in in one app
StaffPrime lets you pin each workplace, print a QR poster, ask for selfies and set your shift and late rules, and the register feeds payroll directly.
Published 1 November 2026 by the StaffPrime team. General information only, not legal advice.