Fill in an Airtable time tracking sheet with a QR Code

Overview of the Airtable base that will be updated via QR code scans
Overview of the Airtable base that will be updated via QR code scans

Before you start, you need:

  • A free Ubiqod account - a platform to track on-site activity, processes and assets with QR codes and IoT-devices
  • A free Airtable account
  • A Zapier account that allows “Multi-step Zaps”

Step 1 - Create a QR code for each workplace with Ubiqod

First sign in or create a free Ubiqod account.

The site page to store information about the workplace and its GPS location
The site page store information about the workplace and its GPS location
  • Give a name to your Qod (for example: “Time Tracking”) and select the previously created Site;
Choose a name and a site for your QR code
Choose a name and a site for your QR code
  • Click on Next ;
  • Select the option Compose a code and the previously created “Ubiqod to time tracking Zap” Dispatch group, click on Next ;
Select the action linked to the QR code
Select the action linked to the QR code
  • In the last step, check Get user's GPS location if you want to use geofencing.
Enable the geofencing option
Enable the geofencing option
Display the QR code to print and scan it
Display the QR code to print and scan it

Step 2 - Set up an Airtable base for time tracking

When tracking working times, you need to identify who clocks-in and out. In this example, we decided to set a PIN code to each worker. When the worker scans the QR code, he is requested to enter his code to then retrieve his identity.

  • Key: a single line text used to create a log reference
  • Date: a datefield
  • Site: a single line text to store the site name
  • Worker PIN code: a link to another record field to link the two tables depending on the worker. Customize field type to “allow linking to multiple records”.
  • Worker name: a lookupfield to get worker name from Workers’ table. In the field customization panel, select “Worker PIN code” as the “Field on this table that links to the records you want to look up” and “Name” as “table field that you’d like to look up”.
  • Check-in: a datefield to store arrival date
  • Check-out: a datefield to store departure date
  • Working time: a formulafield configure to compute work duration
    Formula = DATETIME_DIFF({Check-out},{Check-in},'seconds')
    Select the format Duration(1:23)in the formatting tab of the field customization panel.
Define the field formatting option as a duration
Define the field formatting option as a duration

Step 3 - Create a Zap to log events when a QR code is scanned

Connect to Zapier and watch the following videos to learn how to configure the Zap.

Open the Account menu to get your Ubiqod API key
Open the Account menu to get your Ubiqod API key

Overview: what type of builgding blocks are used in the Zap?

https://youtu.be/5hTGvILEAr0

Full walkthrough to setup the Zap

https://youtu.be/veTrLKqgVHs

You’re now ready to test!

  • Scan the QR code a first time and enter one existing PIN codes: a new line is inserted in your timesheet and the worker name corresponding to the code is retrieved.
  • Wait for a few minutes 🕑
  • Scan the QR code a second time and enter the same PIN code: the previously created line is updated with the check-out time and the working time field is computed.
  • If another scan occurs the same day with the same PIN code: a new check-in line will be created.
  • If a scan occurs with another PIN code: a new check-in line will be created.

Congrats!

Now when workers arrives at work, they just scan the QR code and the timesheet is updated! We’ve built a simple and efficient app to collect proof of execution and compute working times.

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Estelle

Estelle

3 Followers

Love to create simple and effective solutions to automate field workflows