Time and attendance for multi-country, multi-site workforces
XperienceHR captures working time on terminals, access-control gates, mobile and web, applies each country’s working-time rules and collective agreements, and resolves exceptions before payroll cut-off. Only approved hours reach your payroll provider, on its own pay codes.
Workday and SAP SuccessFactors integrations · Payroll integration via XP-Hub · ISO 27001 certified · 15 years powering global payroll
One approved working-time record per employee, across every site
Multinational time and attendance has three jobs: capture start, stop and break times reliably at every site, check each record against the applicable country rules and collective agreement, and release one approved record per employee to payroll. XperienceHR does all three in a single tenant for your legal entities, pay groups and sites, for shift workers on the shop floor and office staff alike.
Working-time compliance starts with the record
In the EU, the Working Time Directive limits average weekly working time to 48 hours including overtime and sets minimum daily and weekly rest. The Court of Justice of the EU has ruled that employers must operate an objective, reliable and accessible system for recording each worker’s daily working time. National law and collective agreements then add their own limits, premiums and record-keeping rules.
In XperienceHR these rules are configured per country during implementation and can differ by legal entity, department and employee group, so a plant population under one collective agreement and an office population under another run side by side in one tenant. Configuration supports your obligations; it does not replace your legal assessment.
Sources: Directive 2003/88/EC, Articles 3, 5 and 6; Court of Justice of the EU, Case C-55/18, CCOO v Deutsche Bank, 14 May 2019.
Working-time limits at the record
Maximum working day, minimum rest between shifts and automatic clock-out at the planned shift end. Each rule acts as a hard stop that blocks approval, or as a warning to the manager.
Exceptions resolved before cut-off
Missing clock-ins, short rest periods and over-long days are flagged on the timesheet and must be resolved before the month can be approved.
Corrections with a full audit trail
Managers correct their team’s records with a reason, and every change is logged with user and timestamp. Managers cannot edit their own time records.
How a missed punch is resolved
| Step | What happens | Who acts |
|---|---|---|
| 1. Exception detected | Tuesday shows a clock-out at 14:05 but no clock-in for the 06:00 shift. The day is flagged on the timesheet. | XperienceHR |
| 2. Hard stop | The month cannot be approved while a clock-in is missing. A clock-in a few minutes late, within the shift tolerance, raises a warning only. | Manager is alerted |
| 3. Correction with audit | The manager adds the clock-in with a reason. The audit trail records who changed the record and when. | Manager |
| 4. Approval and release | The manager approves the month and only the approved record moves to the payroll engine. A change after delivery travels as a delta entry. | Manager, then payroll engine |
Illustrative flow. Which exceptions are hard stops and which are warnings is configured for your organisation.
Time capture for shop floor, field and office
NFC terminals and Wi-Fi time clocks
Wall-mounted NFC terminals or Wi-Fi time clocks for production and logistics sites, with devices managed remotely.
Access-control gates and existing clocks
Raw punches from access-control gates and third-party clocks are loaded over SFTP with SSH-key authentication, so sites can keep their existing hardware. Some real-time functions may not be available with third-party devices.
Mobile clock-in with geofencing
Field and site-based employees clock in on the iOS and Android app. Location is captured only at clock-in and clock-out, never tracked continuously, and geofencing can confirm presence at a site without storing a GPS position.
Web and exception-based recording
Office employees record time on the web or work exception-based, where the planned schedule stands unless a deviation is recorded. Both models run in the same tenant.
Shifts, sites and qualifications
- Shift patterns: fixed, rotating, flexible and core hours, compressed weeks, rounding rules and exception-based schedules, configurable per country, legal entity, department and employee group.
- Shift planning: Shift Plan, Shift Planner and Shift Scheduler, with each employee’s monthly time budget visible while planning.
- Skills and certificates: expiry tracking and, where required, blocking clock-in for employees without the required qualification.
- Site transfers: a new schedule applies from the transfer date, and a backdated move splits the timesheet so each site approves only its own days. Employees can also move between legal entities within the tenant.
- Segregation of duties: managers can change their team’s shift patterns but cannot edit their own time records or the configuration.
From the approved record to payroll
Managers review time during the month and approve at month-end. Approval can be delegated, records can be reopened and corrected, and nothing reaches payroll until it is approved. Approvals follow your organisation chart, and cross-border teams are approved through role-based access and in-app legal-entity switching.
Overtime and premiums are calculated from the time actually recorded, against daily and weekly thresholds and the day type. The payroll engine places each value on your provider’s pay code, and XP-Hub delivers it. People data comes in from Workday PECI files, SAP SuccessFactors Employee Central or another HR system.
Rolled out site by site
Rollout starts with a pilot site. Terminals or gate files are connected, shift patterns and rules are configured, and the pilot runs in parallel with payroll until the outputs reconcile. Go-live uses import templates for employees, rosters, work calendars and opening leave balances. Further sites and countries follow on the same template, and Absence Management or Time Tracking can be added later in the same system.
“We have eliminated thousands of paper timesheets. The main advantage is that we can currently see who came to work. The software is easy to use.”
Business Operations and Digitisation Specialist
“We have improved discipline at the client’s sites; employees know that their manager has their attendance available in real time. We already see simplified internal processes, for example the work calendars.”
HR Manager
Frequently asked questions about time and attendance
Yes, provided each country’s rules can be configured separately. In XperienceHR one tenant holds your countries, legal entities, pay groups and sites, and working-time rules, public holidays and collective-agreement provisions are configured per country.
Clock events and their corrections form a daily record per employee with a full audit trail, which supports the requirement for an objective, reliable and accessible record. Rules are configured per country; configuration supports your obligations but does not replace your legal assessment.
The day is flagged on the timesheet. Depending on configuration it is either a hard stop that blocks approval or a warning. The manager adds the missing entry with a reason, which is recorded in the audit trail.
NFC terminals and Wi-Fi time clocks, access-control gates and third-party clocks via SFTP, the iOS and Android app with optional geofencing, and the web, including exception-based recording.
No. XperienceHR prepares approved hours, overtime, premiums and absence as payroll inputs on your provider’s pay codes. The gross-to-net calculation stays with your payroll provider.
Review your time-to-payroll process with our team
In 30 minutes we map your sites, shift populations, clocks, HR system and payroll providers, and show how a missed punch or a late correction is resolved before cut-off.
Prefer to write first? info@xperiencehr.com · +421 905 440 035 · USA +1 646 926 0897