How to Track Employee Attendance: 5 Methods Compared

Tracking employee attendance is a routine but critical task. Who arrived when, who was late, who didn't show up at all — without this data, payroll, fines and schedules turn into guesswork. On top of that, employers are generally required to keep records of working time, so it's not just a matter of convenience.

In this guide we look at five main methods: a paper attendance log, an Excel spreadsheet, turnstiles with access cards, biometric terminals, and QR codes with geolocation on a phone. We're upfront about the strengths and weaknesses of each — there's no universally "best" method, only the one that fits your situation.

1. Paper attendance log

The oldest and simplest method: a notebook or logbook sits by the entrance, and employees write down their arrival and departure times and sign. Many small shops, workshops and family businesses still work this way.

Pros

• Practically free: all you need is a notebook and a pen.
• No equipment, internet or special skills required.
• You can start the same day.

Cons

• Employees record their own time — it's very easy to arrive at 9:12 and write 9:00.
• Someone can sign in for a colleague.
• At the end of the month the pages have to be tallied by hand — hours of work and inevitable mistakes.
• With several branches, the manager can't see the logs in real time.

A paper log can be enough for a team of 3–5 people if the manager is on site every day. But as the team grows, it quickly becomes inaccurate and unreliable.

2. Excel spreadsheet

The next step is keeping an attendance sheet in Excel or Google Sheets. Usually an administrator or department head enters arrival and departure times every day, and formulas calculate late arrivals and hours worked.

Pros

• Free or almost free — Excel is already on your computer.
• Formulas automatically calculate the timesheet, late arrivals and hours.
• Easy to hand over to accounting.

Cons

• The data is still based on someone's word or observation — there's no way to verify the times entered.
• It takes daily manual work from an administrator.
• The file spreads into multiple copies, and it's hard to tell who edited which version.
• With several branches, spreadsheets have to be collected and merged by hand.

3. Turnstiles and access cards

A turnstile is a physical barrier at the entrance. Employees tap a card or key fob on a reader, and the system records the time and opens the gate. This method is common in business centers, factories and large offices.

Pros

• Controls access as well as attendance: outsiders can't get in.
• Time is recorded automatically, with no manual entry.
• Handles a large flow of people quickly.

Cons

• Requires buying, installing and maintaining equipment.
• Cards can be shared — it costs a colleague nothing to tap two cards.
• Each branch needs its own set, which is expensive for small locations.
• A lost card or one left at home is a headache of its own.

4. Biometric terminals (fingerprint, Face ID)

A biometric terminal is mounted on the wall and recognizes employees by fingerprint or face. Unlike a card, you can't hand your finger to a colleague, so "buddy punching" becomes much harder.

Pros

• Checking in for someone else is much harder.
• No cards or phones needed.
• Time is recorded accurately and automatically.

Cons

• Each entrance needs a terminal, installation and setup.
• Cheap Face ID terminals can sometimes be fooled by a photo on a phone — it's important to choose a quality device.
• Fingerprints read poorly with dust or hand injuries, on construction sites or in kitchens.
• Biometrics are highly sensitive personal data, and storing and protecting them requires a careful, dedicated approach.

5. QR code and geolocation on a phone

The newest method: a QR code hangs at the entrance of each branch, and employees scan it with their own phone. The system checks their location at the moment of scanning — whether the person is actually near the branch. No extra equipment is needed: almost everyone has a smartphone today.

For example, in Attendy employees scan the QR code through a Telegram mini app — nothing to install. A check-in is accepted only within 150 meters of the branch and only with the current QR code. Suspicious check-ins (signs of an emulator, identical coordinates, impossible jumps in distance) are flagged. Location is captured only at the moment of scanning — there's no continuous tracking.

Pros

• No hardware costs — just print the QR code and put it on the wall.
• A new branch is connected in minutes: you simply print a new QR code.
• The geofence and suspicious check-in detection prevent checking in from home.
• Reports, late arrivals and the monthly export are generated automatically.

Cons

• Every employee needs a smartphone and mobile internet.
• The entrance isn't physically blocked — this method doesn't provide access control.
• In theory, a phone can be handed to someone else; daily oversight by the manager and team rules matter here.

Comparison table

How to choose based on company size

1–10 employees, one location

For a small coffee shop or store, Excel or a simple attendance app is enough. The main goal is a calm, dispute-free calculation at the end of the month. If late arrivals become frequent, the QR method adds accuracy without buying any hardware.

10–100 employees, several branches

For example, a chain of four pharmacies across the city or a company with several restaurants. Paper and Excel stop working here: the manager can't visit every location. Installing a turnstile or terminal at each one is expensive. QR + geolocation is usually the most practical option.

100+ employees, one large building

If a factory or large office also needs physical access control, a turnstile or biometric terminal is well justified. A combination is common: a turnstile at the main building and phone check-ins at remote sites and small branches.

How to get started in one day: step by step

1. Write down the schedule: start and end of the workday and breaks for each branch.
2. Set a lateness rule: how many minutes are tolerated and what fine or measure applies after that.
3. Choose a method: an Excel template for a small team, QR + geolocation if you have several branches.
4. Enter your employee list and specify who works at which branch.
5. Explain it to the team in a short meeting: why attendance is tracked, what the rules are and when location is captured.
6. Run the first week as a trial: fix any issues and start applying fines from the second week.
7. At the end of the month, review the report with your accountant and adjust the rules if needed.

In Attendy, the technical setup takes about 15 minutes: add your branches, enter schedules and fine rules, and print the QR codes. After that, today's attendance is visible on a live dashboard, late arrivals and fines are calculated automatically according to your rules, and an Excel export is ready at the end of the month.