ClearCompany Learning: Badge Scanning

Badge Scanning is an add-on feature for ClearCompany Learning that simplifies attendance tracking and streamlines same-day or on-the-job training sessions.. Badge Scanning is ideal for organizations looking to automate class registrations and completions through scannable badges or barcodes. 

In this article:
Badge Scanning Overview
Key Notes
Setting up Badge Scanning
Managing Badge Scanning
Using the Learning App to Scan Badges
F.A.Q.

Badge Scanning Overview

The Badge Scanning feature enables organizations to:

• Register and complete training by scanning unique barcodes tied to each learner.
• Streamline in-person training sessions using the learning mobile app.
• Automatically generate or bulk upload custom barcodes tied to user profiles.
• Improve tracking accuracy for class attendance and completions.

Important

Badge Scanning only works for Class Objects (in-person sessions). Badge Scanning is not supported for virtual or online content.

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Key Notes

• Barcode scanning only applies to in-person Class Objects.
• Classes must be active, and users must be registered before scanning for completion.
• Barcodes are tied to user codes; QR codes are used for learning objects.

Setting up Badge Scanning

Badge Scanning has to be purchased. Once purchased, a superadmin can enable the feature for the organization:

1. From the admin dashboard, click Settings, then Options.
2. Under the Settings tab, locate Barcode Management and toggle it on.
3. Fill out the following fields:
   • Default Format: Choose the default barcode format to be applied to all generated barcodes. Supported formats include:
     • Code 128: High-density alphanumeric barcode format, ideal for most applications.
     • Code 39: Simpler format used in older systems or when compatibility is required.
     • QR Code: A 2D code format capable of storing more data, including links or complex identifiers.
   • Generate Barcode values for all users: The system will automatically assign a barcode value to every user in the system.
   • Export barcode images for all users: Barcode images will be automatically generated and available for download/export for all users.

Managing Barcodes

Once enabled, each user will automatically have a barcode generated and added to their Edit Profile page.

View, Edit, or Download a User’s Barcode

1. Navigate to Users/Groups, then Users.
2. Click the pencil icon next to the user’s name.
3. On the user profile, select Edit Barcode or Download to make changes or save the barcode image.

Custom Barcode Uploads

If your organization prefers to assign its own barcodes:

1. Prepare a User Import File that includes:
   • First Name
   • Last Name
   • Active Status
   • Primary Group Code
   • Role Code
   • Barcode Value
   • Barcode Format
2. Upload the file. For more information, refer to: ClearCompany Learning: Bulk User Import.
3. After import, the barcodes will appear on each user's profile.

Using the Learning App to Scan Badges

Rights

Users must have the Learning Mobile App and must have Manage Class rights to access scanning functionality.

To scan a barcode:

1. Open the app and log in.
2. Tap the three-line menu in the top-left corner
   
3. Select Manage Classes.
4. Find and select the class you’re leading.
5. Choose the class date (if multiple dates are listed).
   

Register or Check in a User

1. Tap the person with the + icon or tap an existing participant.
   
2. To scan, select the camera icon to launch the scanner.
3. Hold the camera over the user’s barcode to register or complete attendance.

Two-Stage Attendance Tracking

• Check-In (Registered): Scan at the start of class to mark the user as registered.
• Completion: Scan again at the end to update the status to complete
• Alternative Method:  Admins can bulk-complete users after the session in the learning platform. From the Administration Dashboard, Users can navigate to Learning Objects > Manage Classes.

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F.A.Q.

Is the Learning App required for badge scanning?

Yes. Scanning functionality is only available through the app, which instructors use to manage attendance.

Can I scan barcodes to both register and complete a user?

Yes. Many organizations scan learners when they arrive to mark them as Registered, and again at the end to mark them Complete.

Can we manage badge completion without scanning?

Yes, organizations can manually update completion statuses in bulk through Manage Classes in the learning platform.