Barcode Not Scanning into Kronos - Troubleshooting Guide

Step 1: Confirm the Error or Problem

• Is Kronos showing an error like  “Rejected,” “Unknown Home Employee,” "Invalid badge number" or similar?
  • Continue to Step 2.
• Is the barcode not scanning at all (no beep, nothing happens, or faded/blank read)?
  • Skip to Step 3.

Step 2: Internal System Issues

• If the badge is swiped, and Kronos does not recognize the barcode  -
  • This is likely a configuration or record-keeping issue within your Kronos or HR system (Oracle, Peoplesoft, Workday, etc)
  • Contact your internal IT/Tech Support, HR, or Kronos system administrator for help.
    • Only they can verify, update or fix what barcode numbers are valid for a badge.
    • Tell them: "We printed an employee's badge and the barcode number is not working in the time clock. It looks like the correct number, and is being read by the time clock, but we are still getting an error when swiping the card. Can you please verify what their barcode number should be for the time clock? Or make corrections as needed?"

• • We (eXpress badging) do not have access to a customer's Kronos or HR system to make changes or verify information.

• • eXpress badging will provide a reprint of a badge once a new, corrected barcode number is provided to us.

Step 3: Check for Card Print Defects

• Inspect your card: Is the barcode smudged, faded, misprinted, or unreadable?
• Nothing happens when card is swiped, or barcode is visually defective (bad print, blank barcode, no read at all):
  • This may indicate a printing error.
  • Contact us for a replacement if you see a printing issue.

Step 4: Verify Barcode Number

• Compare the barcode number on the badge to what your Kronos or HR system is expecting.
• The barcode number may be printed above/below the barcode itself.
  • If not, look at the time clock display when the badge is swiped.
• If you do not know this information - the correct number may be found in HR systems like Oracle, Peoplesoft, etc; or directly on the Kronos timeclock screen.
  • For further guidance, contact your IT, HR, or Kronos administrator at your organization 

Step 5: When to Reach Out to Us for a Reprint

• We are happy to provide a reprint if:
  • You know, or can find out, the correct barcode number and are able to provide that to us.
  • The barcode is misprinted, damaged, or defective (bad print quality, blurry, unreadable).
  • The card never scanned from the time it was received (possible print defect).
• IMPORTANT: Reprinting a badge with the same barcode number will NOT solve system or recognition issues in Kronos if the barcode printed on your card is correct and readable.
  • Only your internal Kronos/timeclock team can fix those issues.

Quick Reference

For barcode print or quality issues:
Contact our support team with your card details and a description (and photo if possible) of the issue.

For system/recognition errors:
Contact your internal IT or Kronos administrator.