How to Configure Attendance and QR Code Clock-In in CrmLeaf
All editions. Core feature - no add-on required. Fingerprint and card device attendance requires the Biometric add-on module, which an Administrator must enable for the account.
Availability: All editions. Core feature - no add-on required. Fingerprint and card device attendance requires the Biometric add-on module, which an Administrator must enable for the account.
Overview
Attendance settings control how your organisation records working time in CrmLeaf: whether employees can clock in and out with a QR code, which shift applies when no schedule is assigned, and whether attendance is captured automatically with the employee's location. Configure these before rolling attendance out, because they determine what every attendance record contains.
How It Works
You decide the clock-in methods your organisation allows, set the fallback shift, then confirm with a test punch before announcing the change.
Create shifts → Open attendance settings → Set the default shift → Enable QR code and auto clock-in → Test → Roll out
- QR-code clock-in and clock-out lets employees record a punch by scanning a code, which suits shared workplaces where people do not each open the app.
- The default shift is applied to employees who have no specific shift schedule, so their punches are still evaluated against working hours.
- Auto clock-in with location captures the punch together with the employee's location.
- Every attendance record captures IP address, geolocation shown on a map, and the linked shift, with flags for late, half day, and working from office or home.
- These settings govern core attendance. The Biometric add-on module is what drives physical fingerprint and card hardware.
Who Can Use This Feature?
Administrator
- Enable or disable QR-code clock-in and clock-out.
- Set the default shift used when no schedule is assigned.
- Enable auto clock-in with location.
- Confirm the configuration with a test punch before rollout.
This functionality is available only to Administrators.
Prerequisites
- Shift definitions exist, including the shift you intend to use as the default.
- Employee records exist for the people who will clock in.
- Company holidays and weekly offs are configured.
- You have decided which clock-in methods your organisation will allow.
For Administrators
Step 1: Open attendance settings
What to do: Review the current configuration before changing anything, and note what is already in force.
What to verify: The attendance settings screen opens.
Step 2: Set the default shift
What to do: Select the shift that should apply to employees with no specific schedule. Choose the pattern most of your people work. Select Save.
What to verify: An employee with no assigned schedule is evaluated against this shift.
Step 3: Enable QR-code clock-in and clock-out
What to do: Enable QR-code clock-in and clock-out if your organisation will use it, then select Save. Make the QR code available at the workplace where employees will scan it.
What to verify: A test employee can record a punch by scanning the code, and the record appears in Attendance.
Step 4: Configure auto clock-in with location
What to do: Enable auto clock-in with location where you want the punch captured together with the employee's location. Select Save. Tell employees their device must allow location access.
What to verify: A test punch stores a location that is shown on the map on the attendance record.
Step 5: Test the whole flow before rollout
What to do: Have one employee clock in and out for a full day using each method you enabled. Open the resulting record and check the shift link, the IP address, the location on the map, and the late, half-day and work-from flags.
What to verify: The record contains everything you expect before you announce the change to all employees.
Field and Option Reference
| Field / Option | Description | Required |
|---|---|---|
| QR-code clock-in / clock-out | Allows employees to record a punch by scanning a QR code. | No |
| Default shift | The shift applied where an employee has no specific shift schedule. | Yes |
| Auto clock-in with location | Captures the punch together with the employee's location. | No |
Expected Result
Attendance settings are saved. Employees can clock in using the methods you enabled, and each attendance record is linked to the correct shift with IP address, geolocation and the work-from flag recorded.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- GPS and photo-based attendance is handled by core attendance, which records geolocation on a map, the IP address, and whether the person is working from office or home. The separate paid Biometric module is what drives physical fingerprint and card hardware.
- Confirm the Biometric module is included in your plan before promising device-based attendance to your team.
- Attendance settings apply to your whole company account. Change them outside working hours where possible.
- Attendance feeds payroll where the Payroll add-on module is enabled. Test the configuration before a pay period starts.
- Tell employees what is captured with a punch, including location, so your rollout meets your own privacy obligations.
Common Scenarios
Example: a shop floor with one shared terminal. Enable QR-code clock-in and clock-out and display the code at the entrance. Employees scan on arrival and departure without each needing to open the app.
Example: a field team. Enable auto clock-in with location so each punch carries the employee's location, which is then visible on the map on the attendance record. Field staff can also clock in from the mobile app with face and GPS verification.
Example: a single-shift office. Set the one shift as the default shift. New joiners are then measured against the right hours from their first day with no individual assignment.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| Employees do not see the QR-code option. | QR-code clock-in has not been enabled, or the setting was not saved. | Enable it in attendance settings and select Save. |
| Punches are recorded against an unexpected shift. | Employees have no shift schedule, so the default shift applies. | Assign shift schedules, or change the default shift. |
| No location appears on attendance records. | Location capture is not enabled, or devices are blocking location access. | Enable auto clock-in with location and ask employees to allow location access. |
| A fingerprint device is not recording attendance. | The Biometric add-on module is not enabled for the account. | Enable the module and configure the device as described in How to Connect and Manage Biometric Devices. |
| Attendance settings cannot be changed. | Your role does not have Administrator rights for settings. | Ask an Administrator to make the change. |
Frequently Asked Questions
Do I need the Biometric module for GPS or photo attendance?
No. Core attendance records geolocation on a map, the IP address and the work-from flag. The Biometric module is for physical fingerprint and card devices.
What is the default shift used for?
It is applied to employees who have no specific shift schedule, so their punches are still measured against working hours.
Can we use QR-code clock-in and normal clock-in together?
Enabling QR-code clock-in adds it as a way to record a punch. Confirm for your account whether you can restrict employees to one method only.
Do these settings apply per department?
Attendance settings are configured for the company account. Shift schedules are what vary per employee.
Related Articles
Our support team answers on business days. Reference ATT-02 so we can jump straight in.