How to use QR codes to track attendance with Google Forms

Interactive step-by-step tutorial

Taking attendance for events, classes, or training sessions can be time-consuming. Instead of using pen and paper, you can simplify the process with QR code attendance tracking in Google Forms. Attendees can scan the code and mark themselves present when they arrive.

Not if you use QR codes. QR attendance tracking with Google Forms allows you to generate a code that attendees can scan using their smartphones to access your attendance form. If you’re new to the process, learning how to create a QR code for a Google Form can help you quickly connect your form to a scannable attendance system. Here’s how to do it.

Looking for the best alternative to Google Forms?

Jotform’s full-featured form-building solution is mobile-friendly and has the most integrations in the industry. Use it to collect payments, automate workflows, gather leads, and more.

Migrate Forms to Jotform

or

Start From Scratch

QR attendance tracking with Google Forms: A step-by-step guide

Now that you understand how you can use QR codes for attendance, here’s how to do it with Google Forms.

1. Create your form

Go to the Google Forms homepage and create a new form. You can choose from some of the templates there or simply craft your own form with fields for contact information like name, email, and ID number.

With Google Forms, each person will be able to submit their answers individually without seeing responses from other participants.

2. Generate a URL link for the form

Once you’ve finalized your form, click the Publish button at the top of the form and then the link icon. You’ll automatically get a link that you can copy.

3. Turn that link into a QR code

Find a program that can turn URLs into QR codes. Google Forms has an add-on you can install to do this, or you can search for “free QR code generator” to find a program online. Paste in the URL for your form to generate a code.

4. Display the code where attendees can see it

Now that you have your QR code image, you just need to distribute it to your attendees. You can download the code image and display it on a large screen in the room where you’re holding your event, put it on a sign at the event entrance, or even print handouts to put into swag bags.

5. Collect and manage attendance data in Google Sheets

After you receive your responses, you can easily export the data to Google Sheets. Open your form and go to the Responses tab. Click Link to Sheets. You’ll have the option to either create a new spreadsheet or add the data to an existing spreadsheet, which is helpful if you want to use one form to track attendance over the course of several days.

An alternative to QR code attendance tracking with Google Forms

Services like online form builder Jotform make attractive alternatives to Google Forms if you’d like to use a different platform or want to simplify the process even further. Jotform offers hundreds of form templates you can work from to make attendance tracking even easier.

Whatever the occasion, chances are Jotform has a premade template to fit your needs, from form templates (like student attendance and employee time sheet templates) to spreadsheet templates (like class attendance, employee attendance, and daily attendance table templates) and more.

What’s more, you can use the same steps listed above for Google Forms to track attendance with Jotform — without having to install an add-on or find a third-party QR code generator.

Simply click the Publish tab in the Jotform Form Builder. You’ll see a link to share the form, as well as the option to share the link with a QR code. Click on the QR icon and you’ll see the option to download the image of the code, share the code as a link, or embed it on a website. Jotform even offers a widget that can easily add QR codes in your forms. 

Just like Google Forms lets you auto-export data to Google Sheets, Jotform submissions flow automatically to Jotform Tables. Jotform Tables functions as a unified workspace for managing attendance. You can add tabs to see your responses at a glance in charts and graphs and share data with students or colleagues with a click. If you’re keeping track of multiple groups or classes, Jotform Tables can compile data from more than one source into one, simple-to-use workspace. 

There’s a reason Jotform is one of the most popular Google Forms alternatives around. Once you’ve mastered attendance, you can also explore how to integrate Jotform forms with Google features like Google Drive and Google Calendar. You can even allow attendees to pay for things using the same form you track attendance with.

However you decide to do it, automating your attendance tracking process can help you save time, stay organized, and focus on creating great events, trainings, and more.