Staff Rostering and QR Shift Sign-On
Create shifts, manage workplaces and let your team clock in and out using a simple QR code. No kiosk hardware, no separate clock-in app to install — just a printed QR sign and the phone your staff already carry.
How it works
Create a workplace in your FreeQR dashboard — a cleaning contract site, a gym floor, a warehouse, an office — and FreeQR generates a QR code for it. Print it and stick it up at the entrance or break room.
Add your staff (they keep their own FreeQR account — nothing shared or generic), assign them to one or more workplaces, and build a roster of shifts: who, where, and when.
A staff member scans the workplace QR, signs in if needed, and sees their own shift. One tap starts it. One tap starts or ends a break. One tap finishes it. FreeQR records the real time of every action on the server — never a client-supplied clock — and the shift's status updates immediately for managers.
One QR per workplace, not per employee
The QR code belongs to the workplace, not to an individual — print it once, laminate it, and it keeps working for every rostered shift and every staff member assigned there. A business with several sites gets a separate QR for each, so a cleaning contractor covering five properties can tell at a glance which site a shift happened at.
Scheduled and unscheduled shifts, overnight shifts included
Roster shifts ahead of time with a scheduled start and finish, including shifts that cross midnight — FreeQR stores every timestamp correctly regardless of time zone or daylight saving. If someone works without a rostered shift, they can start an unscheduled shift from the same QR, flagged for manager review rather than silently treated as approved.
Honest attendance — never a guessed clock-out
If a staff member forgets to finish a shift, FreeQR shows it as incomplete and flags it for review — it never invents a finish time to make the numbers look tidy. Managers can correct a recorded time, but the original record is always preserved alongside the correction, with a required reason and a visible audit trail.
Staff can also raise a correction request on their own shift — the time they say is right, and why. It changes nothing by itself: a manager reviews it, adjusts the time if needed, and applies or declines it, and a decline has to carry a reason the employee is shown. An applied request becomes a normal correction, with the original record kept exactly as before. So a forgotten scan gets sorted out inside the product, with a record of who asked for what, instead of over a text message.
Timesheet review and approval
See scheduled hours against actual recorded attendance and breaks, one workplace or employee at a time. Approve individual shifts or approve several at once, and export approved records to CSV with Australian date and time formatting.
What this isn't
FreeQR's Roster & Shift Sign-On records attendance — it doesn't calculate award rates, superannuation or payroll, and it doesn't interpret the Fair Work Act or any award on your behalf. It isn't a biometric or facial-recognition clock, and it never tracks staff location in the background. A QR scan proves someone had access to the code at the workplace, not GPS-verified physical presence — treat it as a fast, honest attendance record, not a surveillance tool.
Built for
Commercial cleaning companies, construction contractors, hospitality venues, gyms and fitness centres, warehouses, retail businesses, and facility management companies running one site or many — anywhere staff move between locations and a fixed kiosk or dedicated clock-in device doesn't make sense.
Works alongside FreeQR's other business tools
A gym already using Gym Equipment QR Codes or a cleaning contractor already using Construction Site Sign-In can add Roster & Shift Sign-On to the same FreeQR account — one login, one billing relationship, one QR-based platform instead of a separate app for every workplace tool.
Frequently asked questions
- Do staff need to download an app?
- No — staff use their phone's camera to scan the workplace QR and sign on through the normal browser, with their own FreeQR account for identity. Nothing to install.
- Can one staff member work at more than one workplace?
- Yes — a business can assign the same staff member to multiple workplaces, and each workplace gets its own QR code and its own attendance records.
- What happens if someone forgets to clock out?
- FreeQR never invents a finish time. The shift shows as incomplete and is flagged for a manager to review and correct, with the correction recorded alongside the original attendance event, never replacing it. The staff member can also raise a correction request from their own My Shifts page, saying what the real time was and why — a manager still has to review and apply it.
- Does scanning the QR prove someone was physically on site?
- A QR scan confirms someone had access to the printed code and completed a secure, authenticated sign-on — it isn't GPS-verified proof of location. Treat it as a fast, honest attendance record rather than a surveillance system.
- Does FreeQR calculate pay or award rates?
- No — FreeQR records scheduled and actual attendance, breaks and approvals. It doesn't calculate wages, superannuation or interpret any Fair Work award, and using it doesn't by itself establish compliance with your obligations as an employer.
- Can we export timesheets?
- Yes — approved (or selected) shift records export to CSV with Australian date and time formatting, filterable by workplace and date range.
- What happens to a shift with no roster entry?
- A staff member can still start an unscheduled shift from the workplace QR — it's recorded and flagged for manager review rather than silently approved.
- Which plan do I need?
- Roster & Shift Sign-On is included on the FreeQR Business plan (A$29.99/month) and above — the same plan that adds automated email alerts for Equipment Passports and Feedback, team permissions and multiple workspaces.