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Employee check-in and check-out app

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Posted on by Mighty_Thor

Hi folks...I am new to using Powerapps and was hoping I could get some help in building a simple app that has a check in and check out button that then writes to excel when an employee has arrived/departed from a particular site. The workflow here is that an employee selects a location from a dropdown list and clicks the appropriate check-in or check-out button which then writes a timestamp to excel. I created an excel spreadsheet with a table (tablelocation) that has all the locations and have another table in the same spreadsheet (tableinput) that can be used to capture the input. Any suggestions?

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AhmedSalih 6,678 Moderator on at

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Hi @Mighty_Thor ,

Here are some steps to do what you are trying to accomplish:
My Excel Data:

Create a Phone App and on the first screen
The Datasource of the combo-cox should be connected to the Location Excel file (I have my Excel files in OneDrive)
On the Items Proporty of the Location Combo-Box: Distinct(Location_1,Location).Result (Note:Location_1 is the Excel file name, Location is the Column Name where we have the location values)
Add an EditForm to the Screen and its DataSource should be the other Excel file for input:
Add the Fields to the Form and for the Location field, type the below formula on the Default property:
ComboBoxForLocations.Selected.Result
On the Employee Field, type User().FullName to its Default Propoerty:

On the Save Icon (Green Check Mark): Type the following on the OnSelect Property:
SubmitForm(EditForm1);Navigate(Screen3,ScreenTransition.Fade)
I added a Sucess Screen and after the form is submitted, it will navigate to that screen
Testing Entries from PoweApps:

Regards,
Ahmed
If my reply helped you, please give a 👍. And if it has solved your issue, please consider Accepting it as the Solution to help other members of the community find it more.

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Mighty_Thor 11 on at

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This is exactly what I needed. Thank you so much Ahmed! I will test it out and let you know how it goes.

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Terrencew 50 on at

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Hello,

I'm looking to create the same thing for my school. An app for staff to check in /check out. Did you use copilot to create the app? I'm new to this and just looking for some guidance. TIA

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Robu1 1,459 Super User 2025 Season 2 on at

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Hi @Terrencew ,

Copilot was launched on February 7th, 2023. Copilot for power apps was launched on August 18th 2023.

You could try building this out with copilot using prompts.

so In copilot, type Build me an employee check in check out app with options for present, absent or late. then once created you can add further prompts to tweak your app.

You will need to decide where the data sits. Internally within the app or externally within sharepoint or an excel table.

Here are steps to creating it in Power apps yourself:
Create a New Power App:
Open Power Apps and create a new canvas app.
Choose a blank app template.
Design the App:
Add a Dropdown control to select the location (site) from a predefined list.
Add two Button controls: one for check-in and another for check-out.
Insert a Label control to display messages (e.g., “Already checked in” or “Not checked in yet”).
Data Source:
Connect your app to an Excel table where you want to store the check-in/check-out data.
You can use OneDrive for Business or SharePoint as your data source.
Button Formulas:
For the Check-In button:
Set(CurrentCheckedInRecord, Patch(EmployeeOffice, Defaults(EmployeeOffice), { Title: Dropdown1.Selected.Value, StaffFullName: User().FullName, StaffEmail: User().Email, CheckIn: Now() })); Navigate(CheckIn, ScreenTransition.Fade)
For the Check-Out button:
Refresh(EmployeeOffice); If(!IsBlank(CurrentCheckedInRecord), Patch(EmployeeOffice, CurrentCheckedInRecord, { CheckOut: Now() }) ); Navigate(CheckOut, ScreenTransition.Fade)
Additional Functionality:
To prevent double check-ins or check-outs:
Use the Visible property of the buttons based on the current state (checked in or not).
Show the appropriate message label when needed.
Testing:
Run your app and test the check-in and check-out functionality.
The timestamps will be recorded in your Excel table.
Remember to replace EmployeeOffice with the actual name of your Excel table. Adjust the field names and data source as needed. This basic setup should get you started, and you can enhance it further based on your specific requirements and brand colours! If this post helps you, kindly give a Thumbs Up and if it solved your issue, Accept it as the solution to help the other members find it easily.


Thanks,

Robu1.

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Solutionm8 92 on at

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Hi
Interesting idea! Another idea could be to use SharePoint as a data source instead of excel.
I have developed a similar application and made a video about how to create it:
Create an Employee Check-In/Check-Out App | Power Apps Tutorial

It's missing the location aspect, but that should be pretty simple to implement. Another difference could be that it’s constructed in a way where employees check in and check out only once per day.

Hope it provides some inspiration.

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