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Check-in/check-out by collaborator via the mobile app 'Beeple'
Check-in/check-out by collaborator via the mobile app 'Beeple'
Wouter Huybrighs avatar
Written by Wouter Huybrighs
Updated over a week ago

Collaborators can check-in/check-out via the mobile app 'Beeple'

  1. Selfscan: via the scan of a QR code of an address (commonly used by temp agencies or companies with plannings for fixed workstations)

  2. No selfscan: only with a click on the 'Check-in' button (commonly used by companies without fixed workstations)

1. Selfscan

1.1 Settings for selfscan

Fist activate the module 'Geolocation'.

The settings of the 'Geolocation' module are not important for the check-in/check-out by collaborator. The only requirment is to make the module 'Geolocation' active. When collaborators check-in/check-out the Beeple app will always verify the location of the collaborator.

Next, activate the module 'check-in/check-out'. In this section we will discuss the following settings. These are the most important settings to activate the selfscan flow. The other settings will be explained at the end of this article.

  • 'Check-in/Check-out by collaborator': this setting has to be on 'Yes'.

  • 'Collaborator is required to scan location QR': for the selfscan we use 'Yes'

  • 'Allow collaborators to check in/check out without geolocation':

    • When the setting is on 'No': if the collaborator has a bad GPS signal he/she will not be able to check-in/check-out.

    • When the setting is on 'Yes': if the collaborator has a bad GPS signal he/she will still be able to check-in/check-out. The admins will receive a dashboard notification 'Check-in/check-out distance warning' with an estimation of the distance from the scan location.

  • 'Maximum deviation of scan location': via this setting a margin is defined for the actual location of the check-in/check-out. For example if the GPS signal of the device of the collaborator shows a deviation smaller than the number of metres defined in this setting, the collaborator will still be able to check-in. This is always needed, the GPS signals are not always precise. We recommend to use a minimum of 500 metres for this setting.

1.2 QR code (PDF export) for selfscan

After configuring the settings, a PDF export of an export of an address must be made, to create the QR code. The PDF export will contain the QR code, which the collaborators will scan for their check-in/check-out. This means the QR code is linked to an address (workstation) in Beeple. This means you can let the collaborators scan the same QR code for every enrolment they will have on the workstation in the future.

To create the PDF export with QR code you will first need an export template.

Go to the settings and select the module 'Export data':

At the bottom of this page you can upload a template for every applied language in the system. Are you new to this page? Read all about exports here.

You can find an example export template in the attachments of this article (see below). Upload it in the right language in the PDF section of the addresses exports. It's possible to customize this template before uploading it in the settings.

When the template is ready, you can go to the 'Addresses' page below the gear icon.

On this page you can create an export for all addresses in the system. However we recommend to first search for an address with the filter on the left of the screen, before starting the export. When using the export button the system will export the address(es) shown on the screen.

When you click the export button you will this screen:

Enter a description and select your export template. Verify the templates in the module 'Export data' again if you don't see your export template here (maybe the template wasn't uploaded in the right language).

The result of your export will kind of look like this. You can print this PDF export and put on the workstation, on a location where the collaborators arrive when they start working. Make sure the scan location has:

  • Proper internet connection (avoid 'concrete bunkers')

  • Good lighting

1.3 How the selfscan works for the collaborators

If the settings are configured correctly and the QR code is made via the export, the collaborators are ready to check-in (of course, if they have an enrolment in the planning).

The collaborators will have to do the following steps for check-in:

  1. Sign in on the mobile app

  2. Go to 'Check-in'

  3. Click on the 'Active shift'

  4. Click on 'Check-in'

  5. Scan the QR code

2. Check-in by collaborator (no selfscan)

Although the selfscan is used more often, collaborators can also check-in via the 'Beeple' app without scanning a QR code. When using the selfscan collaborators check-in on a specific location (the location where the QR code is placed). This means there is an extra step to perform the check-in. When the settings allow a check-in by the collaborator without QR code, the step of scanning a QR code is no longer applicable. The module 'Geolocation' is still used by the system, so the collaborator can only check-in if they arrive on the workstation, but they might be able to check-in on the parking for example.

2.1. Settings for check-in by collaborator without selfscan

All settings mentioned in paragraph 1.1 also apply for the check-in flow without selfscan.

Compared to the selfscan, 1 setting wil be different: 'Collaborator is required to scan location QR' = 'No'.

Important note the setting 'Maximum deviation of scan location' is still applicable, even though the collaborators are not 'scanning' in this check-in flow.

In this flow the collaborators will check-in without scanning a QR code, so it is not needed to create a PDF export of an address (to export the QR code).

2.2. How the check-in flow without selfscan works for the collaborators

The check-in flow without selfscan is very similar to the steps descirbed in paragraph 1.3.

The collaborators will have to do the following steps for check-in. There is 1 step less to perform the check-in: the scan of the QR code is not needed here.

  1. Sign in on the mobile app

  2. Go to 'Check-in'

  3. Click on the 'Active shift'

  4. Click on 'Check-in'

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