Employees and managers handle time and absence from their phones
The XperienceHR app for iOS and Android covers clock-in and clock-out, time tracking, time-off requests and manager approvals. Every entry joins the same record as your terminals and web, under the same country rules, approval chain and audit trail. Your administrators decide who uses the app and how location is captured.
iOS and Android · Location captured only at clock-in and clock-out · Mobile access controlled by administrators · ISO 27001 certified
Download the app: App Store (iPhone) · Google Play (Android)
What employees do in the app
The app is designed for employees who work away from a desk or a terminal: field staff, site-based teams, travelling employees and office staff working remotely. Their entries follow the working-time and absence rules configured for their country, legal entity and employee group.
Clock in and out
Start and end the working day from the phone. Where geofencing is switched on, the clock-in is checked against the permitted site, and location is captured only at that moment.
Time and timesheets
Record working time and review the timesheet during the month, so missing entries are visible and corrected before the manager approves at month-end.
Time-off requests
Request time off and attach a supporting document, such as a medical certificate. The request goes to the approving manager in the same way as a request made on the web.
Planned shifts
See planned shifts from the shift plan, so employees know when they are scheduled to work without asking their supervisor or checking a notice board.
Notifications
Notifications point employees to the items that need their action, so timesheets and requests are completed before payroll cut-off.
Approvals on the go, under the same controls
Managers who run sites, field teams or cross-border teams can review and approve requests from the app as they come in, so month-end approval does not wait for a backlog.
Approve time off
Review and approve time-off requests from the phone. Approved absence appears in the team calendar and reaches the payroll engine with the rest of the approved record.
The same approval chain
Approvals follow your organisation chart and delegation works as it does on the web. Managers cannot edit their own time records, on mobile or anywhere else.
Team time in view
Managers see timesheets and planned shifts for their team, with notifications for items that are waiting for their approval.
One record across mobile, terminals and web
Most multinational employers record time in more than one way. Production sites clock in on terminals, field teams use the app and office staff use the web. XperienceHR combines every channel into one timesheet per employee, checks it against the same rules and releases only approved hours to the payroll engine.
| Channel | Typical users | Used for |
|---|---|---|
| Mobile app (iOS and Android) | Field and site-based employees, remote staff, managers | Clock-in and clock-out with optional geofencing, time entries, time-off requests, approvals |
| NFC terminals and Wi-Fi time clocks | Production and logistics sites | Clock-in and clock-out at the site, with devices managed remotely |
| Access-control gates and third-party clocks | Sites that keep their existing hardware | Raw punches loaded over SFTP with SSH-key authentication |
| Web | Office employees, managers, HR and payroll administrators | Time and absence recording, exception-based recording, approvals, reports and configuration |
Channels can be combined in one tenant, for example NFC terminals at a plant and the app for its field service team. Some real-time functions may not be available with third-party devices.
Controlled by your administrators
Mobile access
Mobile app access is managed in the application’s security settings, alongside IP filtering, session timeouts and the password policy. Administrators can disable it.
Location and geofencing
Geofencing is optional. Location is captured only at clock-in and clock-out, never tracked continuously. Geofencing mode can confirm presence at a site without storing a GPS position, and records made outside the permitted location can be rejected.
Accounts and roles
Employees sign in with their XperienceHR account under the settings your administrators configure. Five standard roles and organisation-chart limits decide what each user sees and approves.
Answers for data protection officers and works councils
Mobile time recording is usually reviewed by the data protection officer and, in many countries, agreed with the works council. The questions tend to be the same.
- What the app records: time entries, requests and approvals. Location only at clock-in and clock-out, never continuous tracking.
- Who sees it: five standard roles and organisation-chart limits, so managers see only their own people.
- Whether it can be switched off: geofencing is optional, and mobile app access can be disabled.
- Who can change a record: managers correct their team’s time with an audit entry and cannot edit their own time records.
- How changes are traced: every entry, correction, approval and login is recorded with user and timestamp.
As the employer, your organisation remains the controller of its employees’ data and decides how mobile clock-in and location capture are used.
Frequently asked questions about the mobile app
No continuous tracking takes place. Location is captured only at clock-in and clock-out, and geofencing mode can confirm presence at a site without storing a GPS position. Geofencing is optional and configured by your administrators.
Yes. Terminals, access-control gates, the app and the web feed the same tenant, and each employee has one timesheet whatever the channel, checked against the rules for their country and employee group.
No. Mobile entries and requests join the same timesheet and approval chain as records from terminals and the web. Nothing reaches payroll until it is approved.
Role-based access, organisation-chart limits, audit logging and the option to disable mobile app access. XperienceHR is ISO 27001 certified and runs on Amazon Web Services in the AWS region agreed in your contract.
The app is available for iPhone on the App Store and for Android on Google Play. Employees sign in with their XperienceHR account.
See the app in a 30-minute demo
We show a clock-in with geofencing, a time-off request with an attachment and a manager approval on the phone, and how each one reaches the approved timesheet and your payroll provider.
Prefer to write first? info@xperiencehr.com · +421 915 890 309 · USA +1 646 926 0897