Answers for teams evaluating XperienceHR
The questions HR, payroll, IT security and procurement teams ask most often when they evaluate XperienceHR, grouped by topic. If your question is not covered here, our team will answer it in writing or in a 30-minute demo.
Product and modules
What XperienceHR covers and how employees, managers and payroll teams use it.
XperienceHR is a software-as-a-service platform for time and attendance, shift planning, absence management, project time tracking and payroll inputs. All countries, legal entities, pay groups and sites run in one tenant, with rules configured per country, legal entity, department and employee group.
Attendance, Time Tracking and Absence Management are licensed as modules on one platform with one record per employee. You can start with one module and add the others later without changing system, and the payroll engine and XP-Hub integrations are scoped as part of your proposal.
XperienceHR is designed for multinational employers with office, field and shop-floor workforces, and the HR, payroll, IT and operations teams that run time, attendance and absence across countries and legal entities.
No. The payroll engine prepares payroll inputs, such as hours, overtime, shift premiums, allowances, approved absence and day counts, on your payroll provider’s pay codes, and your payroll system calculates gross-to-net. Delivered periods are frozen, and later corrections travel as delta entries.
On wall-mounted NFC terminals and Wi-Fi time clocks, in the iOS and Android app, on the web, or through access-control gates and third-party clocks connected over SFTP. Exception-based recording is also available: the planned schedule stands unless a deviation is recorded.
Yes. The iOS and Android app covers clock-in and clock-out, time tracking, time-off requests with attachments, approvals for managers, and timesheet and shift visibility. Administrators can disable mobile access where it is not wanted.
Implementation and rollout
How a deployment is planned, piloted and rolled out across countries.
A first country typically goes live within six to eight weeks, depending on the complexity of your rules and integrations. Further countries and sites are rolled out on the same template.
We map your working-time rules, absence policies and integrations, configure your tenant and connect XP-Hub. A pilot country or site then runs in parallel with payroll until the outputs reconcile, before the remaining countries follow on the same template.
Import templates cover employees, rosters, work calendars and opening absence balances. Employee and organisation data can also arrive directly from your HR system of record through XP-Hub.
Yes. Working-time rules, work calendars, absence types and collective-agreement provisions are configured per country, legal entity, department and employee group, and every change is effective-dated.
Works councils usually ask who sees which data, what the mobile app records, who can change a record and how corrections are traced. Our security and hosting page answers each of these, and because rules are configured per country and employee group, the agreement and the configuration can be compared side by side.
Our team supports you from implementation through day-to-day operation, including during your evaluation. Implementation, data migration and training are scoped in your proposal, and service levels are agreed in your contract.
Integrations
How XperienceHR exchanges data with your HR system, payroll providers and devices.
Through XP-Hub, the XperienceHR integration platform, using REST APIs secured with OAuth 2.0, SFTP file exchange with SSH keys, or your existing middleware. People data comes in from your HR system, and approved hours, overtime, premiums, absence and working days go out to each payroll provider.
Workday through PECI files, SAP SuccessFactors Employee Central, and other HR systems of record by API or file exchange. The HR system remains the owner of people data, and records are matched on the employee identifier in the HR feed.
Payroll providers such as ADP, SD Worx and CloudPay, global aggregators and local bureaus receive approved units on their own pay codes. Because XP-Hub serves multiple payroll endpoints, an employer with several payroll providers manages one integration layer.
Yes. Access-control gates and third-party clocks can send raw punches to XperienceHR over SFTP. Some real-time functions may not be available with third-party devices.
Every integration run is validated against a schema and logged, and mismatches in incoming HR data are reported back to the source. Pre-delivery reconciliation in the payroll engine can block delivery to payroll when it finds discrepancies.
Security, hosting and data protection
The answers information security, data protection and IT teams ask for first.
XperienceHR runs on Amazon Web Services in the AWS region that suits your organisation, for example Frankfurt for European customers or US East for US customers. The region is agreed in your contract.
Yes. Our information security management system is certified to ISO 27001 and documented across 19 domains, including identity and access management, incident response and business continuity.
Time records are personal data, so XperienceHR applies data minimisation, role-based access and audit logging, and your organisation remains the controller of its employees’ data. A data processing agreement and a sub-processor list are provided on request as part of contracting.
Users sign in through SAML single sign-on with your identity provider, or with two-factor login using an authenticator app. Five standard roles and organisation-chart limits control access, and every entry, approval, configuration change and login is recorded in the audit trail.
All connections use TLS 1.2 or higher, and data is encrypted at rest with AES. APIs are secured with OAuth 2.0, and file exchange runs over SFTP with SSH-key authentication.
Only at clock-in and clock-out in the mobile app, never continuously. Geofencing mode can confirm presence at a site without storing a GPS position.
Commercial terms
How subscriptions, implementation and invoicing work.
XperienceHR is a subscription priced per user per month, by module. Enterprise and multi-country deployments are priced in a tailored proposal that reflects your headcount, countries and integrations.
No. All prices exclude VAT.
The subscription runs for 12 months and is invoiced annually in advance. User numbers are reconciled once a year, so invoicing follows your actual headcount.
Implementation is a one-time fee scoped to your countries, rules and integrations. When several modules are implemented together, the fee is charged once.
Invoices are paid by bank transfer. Hosting, maintenance and updates are included in the subscription, with no licences to purchase and nothing to install on your servers.
Yes. A 14-day trial account is available through the trial sign-up page, and our team can run a 30-minute demo built around your scenario.
Discuss your scenario with our team
Share your countries, headcount and systems, and we will answer your remaining questions in writing or in a 30-minute demo built around your scenario.
Prefer to write first? info@xperiencehr.com · +421 905 440 035 · USA +1 646 926 0897