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NFC proof of presence – Why QR codes and “standard” NFC tags aren’t enough

kinexio

21 July,2025

1 min read

From shopping centres to office and corporate headquarters, commercial real estate (CRE) teams rely on NFC proof of presence to demonstrate security, compliance and operational standards. For years, QR codes have been the go-to solution for check-ins and inspections. But in practice, many facilities managers are discovering that QR codes aren’t as reliable or as secure, as they first appeared.

Today, a growing number of property operators are adopting NFC (Near Field Communication) proof of presence to modernise workflows, reduce risk and improve audit trails.

And even then, not all NFC tags are created equal. Standard NFC tags are clonable and open to fraud, which makes them unreliable “proof” of presence. But, there is a better solution; unclonable Trusted NFC tags.

Are NFC tags better than QR codes?

At first glance, QR codes seem like an ideal low-cost option. Print a code, stick it to a wall or clipboard, and any team member with a smartphone can scan to log an action. But convenience comes with trade-offs.

QR codes are highly susceptible to unauthorised duplication. Anyone with a camera can photograph a code and scan it remotely later. In industries where compliance and security matter, this introduces serious vulnerabilities. For example, UK security regulations such as BS 7858 require demonstrable proof of presence, simply scanning a code isn’t considered robust evidence.

In addition to security risks, QR codes degrade over time. In high-traffic areas or outdoor settings, printed codes fade, peel, or become unreadable. The study Recognition of Perspective Distorted QR Codes with a Partially Damaged Finder Pattern in Real Scene Images found that QR codes with up to 30% damage are still usable, meaning over time as they surpass this mark, they’ll be less effective and need replacing.

What is NFC presence tracking and how does it work?

Presence tracking combines location verification and timestamping to prove that someone was physically in a specific place at a specific time. In the past, this often meant signing paper logbooks, hardly an efficient or auditable method.

Modern presence tracking systems use contactless technologies, primarily NFC, to capture data securely. NFC tags, unlike QR codes, contain embedded chips that communicate wirelessly when a user taps their smartphone or a dedicated reader within a few centimetres.

Kinexio’s patented NFC tags go further by generating a unique, encrypted URL for each tap, making cloning impossible. This patented process ensures every interaction is authentic and tamper-proof.

Trusted NFC security – An unclonable alternative

Unlike QR codes and standard NFC tags that are subject to fraud, trusted NFC proof of presence, using trusted near field communication tags, requires physical proximity, meaning users can’t scan tags from a distance or copy them with a photo. The data stored in each tag is encrypted, and Kinexio’s patented “unclonable” approach ensures no two taps ever generate the same record. This meets stringent compliance requirements across sectors, including commercial property, healthcare and logistics.

From a durability perspective, Kinexio’s patented NFC security tags are waterproof and tamper-evident, built to withstand cleaning, weather exposure and high-touch use over years, not months. When your operation depends on continuous proof of presence, reliability is not negotiable.

FREE DOWNLOAD (no form): Trusted NFC guide: Ensuring every NFC scan is tamper-proof and verifiable

Kinexio NFC tags are just a step away

NFC tags are quick, easy and cost effective solution for proof of presence, asset tracking and compliance.

Visit the Kinexio NFC tags page for more information.

Visit our NFC Tags page

Where CRE teams use NFC proof of presence

Presence tracking isn’t a niche technology anymore, it’s quickly becoming essential across all major commercial real estate asset classes. From busy shopping centres to multi-tenant office towers and sprawling transport hubs, operators face similar challenges: proving work was done, managing risk, and improving accountability.

Below, we look at how presence tracking with secure NFC tags fits into each environment and the granular tasks it supports.

NFC technology by asset class

Retail environments

In large shopping centres and retail parks, hundreds of contractors, cleaners and security staff move through shared spaces every day. Presence tracking helps ensure critical activities happen consistently and are fully documented.

Common use cases include:

■ Security patrols: Confirming guards have inspected fire exits, loading bays, and high-risk areas on schedule.

■ Cleaning audits: Timestamping when restrooms and food courts are cleaned, meeting hygiene SLAs.

■ Loading bay bookings: Verifying that delivery drivers arrived in their allocated windows.

■ Contractor oversight: Ensuring only authorised vendors access service corridors and plant rooms.

According to the British Council of Shopping Centres, regulatory pressure is rising around health, safety and compliance documentation in retail estates, making tamper-proof proof of presence more valuable than ever.

Office and Mixed-Use Buildings

In multi-tenant offices and mixed-use developments, presence tracking is vital for managing service providers and ensuring a safe, compliant environment for occupants.

Key use cases include:

■ Daily occurrence logging: Replacing paper DOBs with live, timestamped event records.

■ Visitor management: Verifying contractor credentials and recording arrival/departure times.

■ Asset check-in/out: Tracking shared tools or IT equipment across floors and departments.

■ Lone worker safety: Requiring regular tap-ins for cleaners or maintenance teams working after hours.

Research from CBRE suggests that mixed-use portfolios are among the fastest adopters of smart building technologies, driven by pressure to deliver premium service and demonstrable compliance.

Transport Hubs

Airports, train stations and distribution centres operate on tight schedules with high volumes of transient workers and contractors. Presence tracking gives operations teams clarity over who is on site and when.

Typical applications include:

■ Baggage handling audits: Verifying that security and handling staff perform required checks.

■ Loading and unloading verification: Recording arrival and departure of logistics vehicles.

■ Maintenance schedules: Proving compliance with infrastructure inspection timetables.

■ Access control: Ensuring only trained personnel enter restricted zones.

The International Air Transport Association (IATA) has highlighted tamper-proof digital records as a priority for airport operations, particularly where regulated cargo or secure areas are involved.

Healthcare and Education Campuses

In sensitive environments like hospitals and universities, trust and accountability are critical. NFC asset tracking supports safety, hygiene and regulatory compliance.

Examples of use cases:

■ Cleaning verification: Proving high-touch areas and isolation wards are cleaned to schedule.

■ Maintenance compliance: Timestamped logs of equipment checks and facility inspections.

■ Contractor and visitor logs: Securely recording external personnel movement through sensitive areas.

■ Asset tracking: Managing critical medical or laboratory equipment inventory.

In the NHS, the drive for “digital by default” facilities management makes traditional paper logs increasingly unsustainable.

Choosing the right NFC solution

When evaluating a presence tracking platform, consider:

Security: Is the technology clonable or easily spoofed?
Durability: Can tags survive outdoor use and high-touch environments?
Offline capability: What happens in areas without mobile signal?
Integration: Can the data sync with your FM or compliance systems?
User experience: Is the process fast and intuitive?

Kinexio’s platform was designed to address all these questions. Beyond secure NFC tags, the solution includes features such as:

Real-time dashboards for supervisors
Automated SLA alerts and reporting
Customisable checklists that launch when a tag is tapped
API integrations to connect with other property systems

By property type