How to take attendance with a QR code
- Create a Google FormAdd short questions: name, roll or employee number, and class or batch. Google records the time of every response on its own.
- Link it to a sheetIn the Responses tab, click "Link to Sheets" so the list builds itself.
- Paste the form link aboveIn the form, click Send, choose the link icon and copy the link. Paste it here and download the code.
- Show the code when you need itProject it on the screen or print it for the door. Mark your own test entry first.
How QR code attendance works
The QR code only opens your form. The form collects the answers and Google Sheets holds the list, so all three stay free and you keep the data in your own account. PloraKit never sees the responses, and the code has no expiry date or scan limit.
Set up the form so the list is usable
| Field | Type | Why |
|---|---|---|
| Name | Short answer, required | For reading the list |
| Roll or employee number | Short answer, required | For matching with your register, since names get misspelled |
| Class, batch or team | Dropdown | Lets one code serve several groups |
| Today's code word | Short answer, required | Discourages marking from outside the room (see below) |
Keep it under four questions, because people complete it standing in a doorway. If responders are in the same Google Workspace, you can collect verified email addresses or limit each person to one response. Those options make everyone sign in, so test them first; they cause "you need permission" errors for people outside your organisation. Our Google Form QR code guide lists the settings to check.
Stop proxy attendance
A student can send a photo of the code to a friend who is at home. A static code can't detect that, but simple habits catch most of it:
- Say a code word in class and make it a required question. Change it each session.
- Open the form only during the first ten minutes. Turn off "Accepting responses" afterwards. The printed code stays valid for the next session.
- Project the code rather than posting it so it leaves the room when you switch it off.
- Count heads. If 42 entries arrive from a room of 38, you know to check.
- Compare timestamps. Late entries stand out in the sheet.
For anything tied to pay, fees or legal records, use a proper attendance system with sign-in or biometric checks. A form is suited to classes, training sessions, workshops and events.
One code for each class, or one for all?
One permanent code is simplest: print it once, add a date or batch question, and filter the sheet. One form per class keeps lists apart, and the bulk QR code generator can make a code for each from a spreadsheet. A pre-filled form link can fill in the batch name for you.
Generating one code per student for ID cards is possible with the bulk tool, but someone then has to scan each card with an app that records the scan. PloraKit's scanner reads codes and doesn't keep a register, so the single-form method above is the free route.
Count attendance in the sheet
In the linked sheet, the first column holds the date and time of each entry. To count how many times a roll number appears in column C, use =COUNTIF(C:C, "1042"). To find duplicates from one session, sort by roll number and timestamp, or use a pivot table with roll numbers as rows and dates as columns.
Where to place the code
- Classroom: on the projector for the first minutes, sized to fill the screen.
- Training hall or seminar: at the entry on an A4 sheet at chest height, with a second copy on the last slide.
- Event check-in: several printed copies, so a queue doesn't form around one. The size calculator tells you how large to print for your scanning distance.
More classroom ideas are on our QR codes for schools page.
Frequently asked questions
How do I make a QR code for attendance?
Create a Google Form with name and roll number questions, copy its link, paste it on this page and download the code. Responses appear in your Google Sheet with the time of entry.
Is QR code attendance free?
Yes. The QR code here is free with no scan limit, and Google Forms and Sheets are free with a Google account.
Do students need an app to scan it?
No. Most phone cameras read QR codes directly, or they can use Google Lens or any scanner app. The form opens in the browser.
Can students mark attendance from home?
They can if someone shares the code. Use a code word announced in class, open the form only for a few minutes, and compare the count with heads in the room.
Can I use the same QR code every day?
Yes. The form link stays the same, so one printed code works all term. Google records the date and time of each response.
Can I use this for employee attendance?
It suits meetings and training. For payroll records, use a dedicated attendance system, because a form can't verify who is physically present.
Can I download the attendance list in Excel?
Yes. In the linked Google Sheet, choose File → Download → Microsoft Excel.
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