How to set up QR code site induction and CSCS Smart Check that records checks featured image
Hiring, Training & HR

How to set up QR code site induction and CSCS Smart Check that records checks

TrainAR Team 1 month ago 6 min read

How to set up QR code site induction and CSCS Smart Check that records checks

Category: Hiring, Training & HR • Niche: Onboarding, site access, compliance automations

UK site manager scanning a QR site induction poster while checking a CSCS card at the gate

Getting everyone inducted and checked at the gate should be quick, consistent and recorded. This guide shows you how to set up a QR code site induction that funnels people through a short mobile induction, runs a CSCS Smart Check, and logs proof for audits. No coding needed.

Contents

Who this is for

  • Principal contractors and subcontractors who want a fast, auditable site entry process.
  • Site managers who need to prove inductions and CSCS checks to clients and HSE.
  • Trades businesses moving from paper sign in sheets to mobile QR sign in.

Useful references:

What you will set up

The goal is a simple flow that anyone can use with their phone:

Flowchart: Scan QR at gate, mobile induction, CSCS Smart Check, record in log, issue pass, optional feed to timesheets/payroll

  • A QR code poster at the site gate that opens your mobile induction form.
  • A short induction with a few key questions and a quick quiz.
  • A CSCS Smart Check step to verify the card by QR, NFC or manual number.
  • A log entry with the person’s name, date and time, check result and card expiry.
  • Optional: sign in and out that also populates time sheets.

Step by step: build the flow

1) Make a mobile site induction form and QR poster

  • Pick a simple form tool that your team already uses, for example Google Forms or your H&S app. Keep it mobile friendly.
  • Include the essentials HSE expects:
    • Outline of the project and site rules
    • Who is in charge and how to report issues
    • First aid, welfare, fire and emergency details
    • Confirmation they understand and will follow the rules
    • A short 3 to 5 question quiz to confirm understanding
  • Generate a QR code that opens this form. Print laminated A4 or A3 posters for the gate and reception.

Useful context: HSE guidance on site inductions https://www.hse.gov.uk/construction/safetytopics/site-rules-induction.htm

2) Add a CSCS Smart Check step

Ask the person to present their CSCS card and run a CSCS Smart Check before issuing a pass.

Ways to check the card:

  • Scan the card’s QR code
  • Tap the card via NFC if supported
  • Manual check by entering the card number

For a quick visual walkthrough, this official video shows the QR method.

3) Record the check in a simple log

Create a central log that captures the proof. A shared sheet or your H&S system is fine. Minimum fields:

Date, Time, Full name, Company, CSCS card number (last 4), Occupation, Result (pass/fail), Card expiry, Checker name, Site, Notes

Tips:

  • Only store what you need. For privacy, you can store only the last 4 digits of the card number plus a photo of the app’s success screen if your policy allows photos.
  • Keep logs read-only to most users and editable by gatekeepers or the site manager.
  • For large sites, add a site code so you can filter by location.

Helpful resources:

4) Issue a site pass and re-induction rules

  • Once the card checks out and the induction is passed, issue a temporary pass or QR badge.
  • Set re-induction rules, for example every 180 days, after a serious incident, or when key rules change.
  • For returning workers, allow a quick sign in and skip induction if their last induction is still valid.

5) Build a 5 minute gatekeeper routine

Give the supervisor or security a simple checklist:

  • Greet and ask the person to scan the QR poster
  • Check they completed the form and passed the quiz
  • Run CSCS Smart Check and confirm in date and correct occupation
  • Add a line to the log and issue pass or refuse entry with escalation

Record keeping, GDPR and retention

  • Law says you must ensure competence and provide inductions. Keep evidence, but avoid over-collection.
  • Suggested retention: keep induction confirmations and card check logs for the project duration plus a reasonable period. Document your policy and apply it consistently.
  • Minimise data: avoid full card numbers where not needed; mask to last 4 digits. Limit access to logs.
  • If you collect images or IDs, state why in the induction and get explicit consent if required. See UK GDPR overview via the ICO.

Feed sign in and out to timesheets and payroll

You can extend the QR flow to collect sign in and sign out times and feed approved hours to timesheets.

Basic pattern:

  • Add two extra QR codes or buttons: Sign in and Sign out.
  • Capture name, company and job code for cost tracking.
  • Export to a sheet, or connect to your job management or payroll tool using a low code connector.

Related reading in the Academy:

Train your gatekeepers

Run a short demo and give them the checklist. Have a printed one-page SOP at the gate. Include common fail reasons and the escalation path.

Troubleshooting

  • Card scans but shows not recognised: double check the occupation matches the role. If in doubt, refuse and escalate.
  • NFC not working: use QR scan or manual number instead.
  • Mobile data poor at the gate: place the QR poster near stronger signal or provide site Wi‑Fi for the checkpoint.
  • Long queues at 7 am: pre-induct off site by sending the induction link the day before, then only run CSCS Smart Check at the gate.

What are people saying on Reddit

Recent UK threads show common questions about CSCS cards and access requirements:

Takeaway: set clear site rules in your induction invite and email subcontractors ahead of time to avoid turnaways at the gate.

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