From QR code scanning to automatic RSZ registration, everything you need to know before your first check-in.
If you have just been told you need to register via Check in at Work before setting foot on a Belgian construction site, you are not alone in wondering how it actually works. The CIAW app turns what used to be a confusing, paperwork-heavy process into a three-tap operation on your smartphone. It scans a QR code, verifies your GPS location, and transmits your attendance data straight to the Belgian social security office (RSZ), all in under ten seconds. This guide walks you through every step, from opening the app for the first time to understanding what happens behind the scenes when you tap “Check In.” Whether you are a site worker, a subcontractor foreman, or an HR manager preparing your team, this article gives you a clear, practical understanding of the CIAW app workflow.
What Is Check in at Work and Why Does It Exist?
Check in at Work (CIAW) is Belgium’s mandatory electronic attendance registration system. Introduced to combat undeclared labour and social fraud, it requires every worker on regulated job sites to be digitally registered before starting work. The system is managed by the NSSO (RSZ) and applies to the construction, cleaning, and meat-processing sectors.
The legal foundation is straightforward: if you employ or subcontract workers on a Belgian construction site that meets the threshold requirements, every person on that site must be registered in the CIAW system. The NSSO cross-references these registrations with Dimona declarations and Limosa notifications for posted workers. Discrepancies trigger inspections, and inspections trigger fines.
For the construction sector, the obligation kicks in based on the number of subcontractors and contract values. For cleaning, the threshold is €30,000. For meat processing, it is €5,000.
The Three Registration Methods Compared
There are three ways to register workers under the CIAW system. Each has distinct advantages and limitations depending on your site setup and workforce size.
Method 1: The CIAW App (Smartphone)
The mobile app is the most flexible option. Workers download it to their personal or company smartphone and register by scanning a QR code or confirming their GPS position. It works on iOS and Android, supports offline mode, and allows instant registration from anywhere on-site.
Method 2: The Site Pole (Werfpaal)
A fixed hardware terminal installed at the site entrance. Workers badge with an electronic ID card or enter a code. It requires power, connectivity, and physical installation, making it expensive for multi-site operations.
Method 3: Manual Web Portal
Employers can register workers through the NSSO’s online portal. This is a fallback method, not a practical daily solution, it requires manual data entry for each worker and offers no real-time verification.
| Criteria | CIAW App | Site Pole | Web Portal |
| Setup time | ✅ Minutes | ❌ Days | ✅ Minutes |
| Cost per site | ✅ Low | ❌ High | ✅ Free |
| Worker self-registration | ✅ Yes | ✅ Yes (badge) | ❌ No |
| GPS verification | ✅ Yes | ❌ Fixed location | ❌ No |
| Offline capability | ✅ Yes | ❌ No | ❌ No |
| Multi-site scalability | ✅ Unlimited | ❌ 1 per site | ✅ Yes (manual) |
| Real-time RSZ sync | ✅ Instant | ✅ Instant | ❌ Delayed |
| Subcontractor mgmt | ✅ Built-in | ❌ Limited | ❌ Manual |
Step-by-Step: How the CIAW App Works
Here is exactly what happens when a worker uses the CIAW app on a Belgian job site:
Step 1: Open the App
The worker opens the Suivo app on their smartphone. The home screen shows their assigned sites and any pending check-ins.
Step 2: Select the Work Site
The worker taps their current site from the list. Alternatively, they can scan a QR code posted at the site entrance.
Step 3: GPS Verification
The app checks the worker’s GPS coordinates against the registered site boundaries. This geofencing step confirms physical presence.
Step 4: Confirm and Submit
The worker taps “Check In.” The app packages the registration data and transmits it to the NSSO database.
Step 5: Receive Confirmation
A green confirmation screen appears, showing the registration was successful.
| ⚠️ For CIAO-regulated sites: In the cleaning sector, workers must also check out when leaving. The process is identical, open the app, select the site, and tap “Check Out.” |
What Happens Behind the Scenes?
When you tap “Check In,” the app creates a digitally signed registration record containing your NSSO identification number, the site’s unique CIAW identifier, a UTC timestamp, and your GPS coordinates. This packet is encrypted and transmitted over HTTPS to the NSSO’s Check in at Work server. The server validates the data against the employer’s Dimona declarations.
The entire process takes under ten seconds from tap to confirmation. If no internet connection is available, the app stores the registration locally and syncs it automatically when connectivity is restored.
Quick Reference: CIAW App Workflow
| Step | Action | Time | What Happens |
| 1 | Open app | 1 sec | Home screen loads with assigned sites |
| 2 | Select site / scan QR | 2 sec | Site identified, QR code parsed |
| 3 | GPS verification | 2-3 sec | Location confirmed within boundaries |
| 4 | Tap Check In | 1 sec | Data packaged and encrypted |
| 5 | Confirmation | 1-2 sec | RSZ acknowledges, green checkmark |
| Total | ~10 sec | Worker registered, compliant, audit trail created |
Common Scenarios and How the App Handles Them
Scenario: No internet on-site
The app switches to offline mode automatically. Registrations are stored locally with full timestamp and GPS data, then synced when the device reconnects.
Scenario: Worker moves between two sites in one day
The worker checks out of the first site and checks in at the second. Both registrations are independent. For workers on multiple projects, the app maintains a history of all daily movements.
Scenario: Subcontractor arrives without the app
The main contractor’s site manager can register the worker manually, but this creates additional burden. Under Belgian law, chain liability means the main contractor is responsible for subcontractors’ compliance.
Setting Up the App as an Employer
- If you are an employer or site manager configuring the CIAW app for your team:
- Register your company on the Suivo platform and link your NSSO employer number
- Add your active construction sites with their CIAW site identifiers
- Invite workers by name or email, they receive a notification to download and join
- Monitor check-ins in real time through the management dashboard
- Export compliance reports for RSZ audits or internal records
The platform integrates with Belgian payroll systems including SD Worx, Partena, and Acerta, so attendance data flows directly into your payroll processing. For companies also using time tracking, check-in and check-out times can feed directly into timesheet calculations.
Future-Proofing: CIAW, CIAO, and the 2027 Mandate
- The Check in AND Out (CIAO) obligation, already active in the cleaning sector since 2025, is expected to expand to construction.
- From January 2027, all Belgian employers must maintain objective, reliable records of daily working hours, a transposition of the EU CCOO ruling.
- The RSZ is increasingly using automated data analysis to detect discrepancies between CIAW registrations, Dimona declarations, and payroll data.
- Companies operating across construction, concrete, and transport are consolidating their workforce management onto single platforms.
Managing CIAW Registration with Technology
Suivo, a Belgian IoT and workforce management company with over 15 years of experience, offers comprehensive Check in at Work solutions for companies navigating CIAW compliance. Their platform helps you:
- Onboard workers in minutes with a free app for iOS and Android
- Verify physical presence with GPS geofencing and QR code scanning
- Manage subcontractor chain liability with multi-layer tracking across construction sites
- Sync attendance data with Belgian payroll providers (SD Worx, Partena, Acerta)
- Extend to CIAO registration and time tracking as regulations evolve
- View all products and pricing transparently
Suivo’s IoT platform integrates seamlessly with existing payroll and ERP systems, helping companies like Cegelec and Van Moer maintain full CIAW compliance across complex multi-site operations.
“The step-by-step onboarding was so simple that we had 200 workers checking in through the app within the first week. Our compliance rate went from 85% to over 99%.”
– HR Manager, large installation services company in Flanders
Take Action Today
Don’t let confusion about CIAW technology slow down your compliance. Start by downloading the Suivo Check in at Work app, walk your team through the five-step check-in process described above, and use the employer dashboard to monitor registrations in real time.
For more information about how the CIAW app works and how to deploy it across your organisation, contact Suivo at +32 3 375 70 30 or visit their Check in at Work solution page to request a personalised walkthrough. You can also schedule a free demo to see the platform in action.
Free CIAW Quick-Start Guide
Want to get your team registered and compliant faster? Our CIAW Quick-Start Guide walks you through setup, configuration, and first check-in in a simple, visual format.
Inside, you’ll find:
- Step-by-step screenshots of the CIAW app setup process
- How Suivo helps automate registrations, manage subcontractors, and generate audit reports
- Real-life success stories from Cegelec, Van Moer, and Water-link
- Practical solutions for workforce, fleet, and asset management
Download the free CIAW Quick-Start Guide →
Frequently Asked Questions
How long does a CIAW check-in take with the app?
The entire process takes approximately ten seconds. QR code scanning is the fastest method. Learn more on Suivo’s Check in at Work page.
Do I need internet to use the CIAW app?
No. The app supports full offline functionality. If you have no signal, you can register your hours and the app will sync automatically as soon as you are back online.
Read more in our CIAW FAQ.
Can the employer see when and where I checked in?
Yes, employers can view check-in data through the management dashboard. All data processing complies with GDPR. For full working-time records, Suivo’s time tracking solution provides additional visibility.
What if I check in at the wrong site by mistake?
Contact your site manager immediately. They can correct the registration. For projects using CIAO requirements, checking out and re-checking in creates a clean audit trail.
Is the CIAW app the same as time registration?
Not exactly. CIAW records presence; time registration records working hours. From 2027, Belgian employers will need both. Suivo combines CIAW and time tracking in a single app.
