Guide
QR code vs PIN vs biometric time clocks
Updated
Short answer
For most small businesses, QR badges are the best balance: fast at a busy door, nothing to remember, cheap to replace and no biometric data to protect. Biometric clocks are hardest to cheat but cost more and are regulated in some states. PINs are free but get forgotten and shared.
The four ways employees identify themselves
Every time clock has to answer one question: who is clocking in? Here are the usual answers.
| Method | Speed | Buddy punching risk | Privacy | Cost to replace |
|---|---|---|---|---|
| PIN code | Slow (typing) | High: PINs are easy to share | Low concern | Free |
| Key card or fob | Fast (tap) | Medium: cards can be lent | Low concern | Card cost |
| QR code badge | Fast (scan) | Medium: badges can be lent | Low concern | Print a new one |
| Fingerprint or face | Fast | Low | High: biometric data | Not applicable |
Biometric time clocks and the law
Fingerprints and face scans are biometric identifiers, and several US states regulate how employers collect them. Illinois' Biometric Information Privacy Act (BIPA) requires written notice, consent and a retention policy, and has led to large class-action settlements. Texas and Washington have biometric privacy laws too, and more states are considering them.
That doesn't make biometric clocks wrong, but it does mean paperwork and risk a small business may not want. A QR badge identifies a person without collecting anything about their body.
Stopping buddy punching without biometrics
Buddy punching (one employee clocking in for another) is possible with any badge, card or PIN. What stops most of it is visibility, not technology.
- Put the time clock where a manager or coworkers can see it
- Choose a clock that shows the person's name in large type after every scan
- Have a short written policy that everyone signs
- Reissue a badge immediately if you think it's being shared; the old one stops working
How KioskClock handles identity
KioskClock uses a printed QR badge that holds a random code, not a name or personal detail. The tablet shows the employee's name after each scan, a repeated scan within a minute is ignored, and you can reissue any badge from the dashboard. Camera images never leave the tablet.
Frequently asked questions
Are QR code time clocks secure?
The QR code is a random identifier, so it reveals nothing if lost. Anyone holding a badge could scan it, like a key card, which is why the clock shows the name on screen after every scan. In KioskClock, a lost badge can be reissued and the old code stops working immediately.
Do I need consent to use a fingerprint time clock?
In some places, yes. Illinois (BIPA), Texas and Washington regulate employers' collection of biometric data, and Illinois requires written notice and consent. Check the law where you operate, or use a non-biometric method such as QR badges.
Can employees clock in for each other?
A badge is like any key card: someone could scan a coworker's. The tablet shows each person's name in large type after every scan, so keeping it where a manager can see it is a strong deterrent, and you can reissue a badge at any time. Photo capture on scan is on our roadmap.
What happens if an employee loses their badge?
Reissue it from the Employees page and print a new one. The old QR code stops working immediately, and the employee's hours history stays as it was.