Site sign-in is usually a paper book at the gate. It is unreadable by the third week, nobody can total it, and in an evacuation it tells you almost nothing about who is actually inside the fence.
QR sign-in fixes the legibility and the counting. It does not require turnstiles, badge readers, or an access-control installation, which is why it suits sites that need a record rather than physical security.
Be clear what this is and is not
Worth being direct: this is an access *log*, not an access *barrier*. A QR scan records that someone arrived; it does not unlock a door or stop anyone walking in. If you need enforcement, you need hardware.
For most sites the log is the actual requirement. Insurers, principal contractors, and safety auditors ask who was on site and when. A legible timestamped record answers that; a paper book does not. For visitors at a front desk rather than crews at a gate, a QR code visitor log is the same idea.
What a scan log gives you that paper does not
- A live on-site count for muster points and fire roll call.
- Timestamps to the second, so hours on site are calculable rather than argued.
- Contractor induction enforcement: no valid code means no induction, so the gate has a simple rule.
- Searchable history, so an incident on a specific date takes seconds to reconstruct.
- Multiple gates writing to the same Sheet, without anyone reconciling books at the end of the week.
How do I run site sign-in from a Google Sheet?
The mechanism is the same as any recurring scan workflow: an append-only log of one row per scan, and everything else derived. QR to Sheets is built for this, so read this section accordingly. You connect a Sheet, create one scanner link per gate, and gate staff open the link on their phone. No app install and no accounts for them, which matters when gate staff rotate or are supplied by an agency. The QR site sign-in page shows the gate setup end to end.
| Capability | Google Forms / Apps Script (DIY) | QR to Sheets |
|---|---|---|
| Cost | Free (paper or a Google Form) | Free to 300 scans, then $7 per device per month |
| Legible record | Handwriting dependent | Typed, timestamped |
| Live on-site count | Manual tally | Formula over the log |
| Multiple gates | Separate books to reconcile | One Sheet, one link per gate |
| Works with no signal | Paper always works | Buffered on device, syncs later |
| Enforcement | None | None — this is a log, not a barrier |
Keep paper as the fallback and mean it. Phones die and gates get busy. A site log that fails closed with no alternative is worse than a paper book. To record sign-out as well, use two links as in check in and check out with QR codes.
Privacy and employment considerations
- Timestamped location data about workers is personal data. Tell people what is collected, why, and how long it is kept.
- If the log will be used for pay, say so explicitly up front. Using an access record for a purpose people were not told about is where disputes start.
- Encode worker IDs rather than names, so a dropped badge reveals nothing.
- Decide who can see the Sheet. A site log with every worker's movements should not be shared broadly.
- Set a retention period and apply it, rather than keeping everything forever by default.
Step by step
- 1
Give every worker and contractor a code
Encode a worker ID, not a name. Print it on the badge or induction card they already carry. Contractors get one when they complete induction, which makes the code itself proof of induction.
- 2
Decide the sign-in points
One code station at each entry, and one at the exit if you need a genuine on-site count rather than an arrival list.
- 3
Scan in and scan out
Whoever is on the gate scans each person as they arrive and as they leave. That in-and-out pairing is what turns an attendance list into a live roll call.
- 4
Keep a live on-site view
A formula over the scan log showing anyone whose last scan was an entry gives you who is currently on site. That is the sheet you want at a muster point.
- 5
Retain the log
Site access records are frequently needed for insurance, audits, and incident investigations. Decide a retention period and keep the raw log intact.
Frequently asked questions
Can QR codes be used for site access control?+
For access logging, yes — recording who arrived and left, with timestamps. QR codes do not physically control access; they cannot unlock a door or prevent entry. If you need enforcement rather than a record, you need access-control hardware.
How do I keep a live count of who is on site?+
Scan people both in and out, then use a formula over the append-only log to find anyone whose most recent scan was an entry. That list is your current on-site population, which is what you want at a muster point.
Does this work for contractor induction?+
Yes, and it is one of the neater uses. Issue the QR code only on completion of induction, and the code becomes the proof. Gate staff get a simple rule: no valid code, no entry.
What happens if a worker forgets their badge?+
Keep a manual entry fallback and expect to use it. A good scanner lets the gate type an ID by hand, and you can reprint a code in seconds.
Is a QR sign-in log acceptable for safety audits?+
In most cases a legible, timestamped, retained record is materially better than a paper book, but requirements vary by jurisdiction and by principal contractor. Check what your specific auditor or insurer requires before relying on it.