Time Tracking

Track Time Effectively. The essence of time tracking is to reduce labour costs, increase compliance and employee productivity. Doing things efficiently is the only path.

Track Time on Any Device

Whether in the office or on the go, our web and mobile app is the fastest and most convenient way to track your time on specific client's projects. XperienceHR mobile app lets you easily request sick time, vacation time, and PTO.

Your requests are immediately recorded in the system and a notification is sent to your manager for approval. The manager can approve or deny the request right away on their mobile app, an ideal for remote time tracking. Mass approval feature speeds up the process.

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Timesheets and More

Whether you need to track your activities and tasks day by day, week by week or you want it fully automated, XperienceHR with online timesheets has you covered. Our daily and weekly Timesheets are now accompanied by Team Timesheet which allows you to track time for your entire team.

If you feel that tracking same tasks on same projects takes too much of your employees’ time, then Exception-based Time Tracking is the solution for your company. On top of that, every method of Time Tracking in XperienceHR comes in two options: Chronological using Start/Stop buttons for the exact timing and Duration simply indicating the number of hours. The choice is yours.

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Employee Feedback

In most countries keeping employee time and attendance records is a must. A monthly feedback review is not. An inbuilt performance feature within the regular timesheet eliminates opening a different app as both tasks are done on a single page.

This keeps a 2-way communication open and allows you to make any adjustments swiftly to keep your employees happy and engaged.

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Industry-Specific Time Tracking Solutions

Time Tracking is not a one-size-fits-all solution. Different industries have unique time management requirements due to the nature of their work, and XperienceHR ensures that no matter the sector, your organization’s Time Tracking needs are fully covered. By offering customizable solutions for different industries, we help you manage labor costs, improve compliance, and boost productivity.

For healthcare, XperienceHR caters to the complex and dynamic scheduling needs of the industry. Medical professionals often work in high-stress, fast-paced environments with irregular hours, overnight shifts, and on-call duties. Our Time Tracking solution helps healthcare providers manage staff shifts, calculate overtime, and ensure that rest breaks are adhered to in accordance with regulations. By tracking time against specific patient cases or treatments, healthcare organizations can also ensure accurate billing and insurance claims while maintaining compliance with labor laws.

In retail, staffing needs can change hour by hour, depending on customer traffic. By using XperienceHR's real-Time Tracking features, managers can monitor busy periods and adjust staffing levels in real-time, ensuring the store is neither understaffed nor overstaffed. Employees can easily clock in and out on various devices, and managers can review time logs to ensure the workforce is being utilized efficiently, even during high-demand hours. The system also makes it easy to track part-time employees, seasonal workers, and those with flexible schedules, ensuring everyone is fairly compensated for their time.

For construction and other project-based industries, tracking time spent on individual tasks or phases of a project is crucial. XperienceHR allows workers to log hours spent on specific tasks, whether they’re on-site or at a remote location. Managers can review the time spent on each aspect of the project, allowing for better resource management, cost tracking, and project timeline adjustments. The system can also factor in travel time between job sites, ensuring that every hour worked is accurately tracked and billed, reducing discrepancies and improving client transparency.

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Exception-based Time Tracking

Fully automated Time Tracking method which relieves your employees from the burden of tracking their hours. XperienceHR allows you to create custom Work Calendars so that Exception-based Time Tracking will work even for employees with irregular work schedules.

This option automatically generates worked hours in a form of monthly timesheets. The Time Offs are submitted to compensate for hours not worked. This so-called Negative Attendance is ideal for companies with a work culture of trust and honesty.

Customizable Alerts and Notifications

In a busy work environment, it’s easy for employees and managers alike to forget to log hours, take breaks, or approve time off requests. XperienceHR solves this problem by offering customizable alerts and notifications, ensuring that everyone stays on top of their time tracking responsibilities without having to constantly check the system.

The customizable alerts feature allows managers to set up automated notifications for a variety of scenarios. For example, employees can receive a notification reminding them to clock in at the start of their shift or to take a legally mandated break after a certain number of hours. These alerts help ensure compliance with labor laws and reduce the risk of employees accidentally working through their breaks, which can lead to legal issues down the road.

Similarly, employees can receive reminders to clock out at the end of their shift or when they’ve reached their daily or weekly working hour limits. These notifications help prevent accidental overtime, which can cost businesses money and lead to compliance violations. By setting up these alerts, businesses can ensure that their employees are following company policies and adhering to labor regulations without having to constantly monitor their time tracking data.

For managers, the customizable alerts feature offers even more control. Managers can receive notifications when an employee clocks in late, misses a shift, or works unauthorized overtime. This allows managers to take immediate action to address the situation, whether that means adjusting the employee’s schedule, approving or denying overtime, or addressing any underlying issues that may be causing the problem. By staying informed in real-time, managers can ensure that their teams are working efficiently and within the company’s guidelines.

Enhanced Employee Engagement

One of the most innovative features in XperienceHR is the ability to provide real-time Feedback within the Time Tracking system. Employees can leave comments or Feedback while logging their hours, whether they want to report an issue, request a shift change, or provide input on their workload. This creates a two-way communication channel between employees and managers, ensuring that concerns are addressed promptly and that employees feel heard and valued.

Managers can respond to Feedback directly within the system, making it easier to resolve issues and provide support where needed. This real-time communication helps to build trust between employees and management, as employees know that their input is being taken seriously and that actions are being taken to address their concerns.

The Feedback tool also allows businesses to conduct regular check-ins with employees without having to schedule formal meetings. For example, a manager might ask for Feedback on a new scheduling policy or workload distribution directly through the system, and employees can respond at their convenience. This reduces the administrative burden on managers while still ensuring that employees have a voice in company decisions.

In addition to Feedback tools, XperienceHR also helps to boost employee engagement by providing transparency around Time Tracking and compensation. Employees can easily view their logged hours, upcoming shifts, and leave balances, ensuring that there are no surprises when it comes to their paychecks. This level of transparency helps to build trust and reduce confusion or disputes over hours worked or time off requests.

For businesses that want to go a step further, XperienceHR also offers features that allow managers to recognize and reward employees for their hard work. For example, managers can set up automatic notifications to congratulate employees when they reach a certain milestone, such as working a certain number of hours or completing a major project. These small gestures can go a long way in boosting morale and showing employees that their contributions are appreciated.

Project-Based Time Tracking

Managing time across multiple projects and clients can be a logistical challenge, especially when employees juggle several tasks or work on numerous projects throughout the day. XperienceHR offers comprehensive project-based Time Tracking, enabling businesses to log hours for specific clients, tasks, or phases of a project with ease. This feature is especially beneficial for industries such as consulting, marketing, design, and law, where accurate Time Tracking directly impacts client billing and profitability.

XperienceHR allows users to create custom categories for tracking time, making it easy for employees to log hours against specific projects or tasks. Whether an employee is meeting with a client, conducting research, or working on deliverables, the system ensures that every minute is accounted for. This granularity allows businesses to produce more accurate client invoices, demonstrating exactly how time was spent and helping to build trust with clients through transparency.

For teams working on large projects, the system can break down tasks by phase, allowing for better time management and resource allocation. Project managers can view real-time insights into how much time is being spent on different stages of the project, whether it's the planning, execution, or review phase. This helps identify bottlenecks or areas where additional resources might be needed. Additionally, project-based Time Tracking helps organizations forecast project completion times and adjust deadlines if necessary, preventing overruns that could lead to increased costs or dissatisfied clients.

For teams that require frequent collaboration across different departments or locations, XperienceHR’s project-based Time Tracking ensures that everyone is on the same page. Teams can easily log their time from anywhere using the web or mobile app, ensuring that Time Tracking remains accurate even for remote or dispersed teams. Real-time collaboration becomes easier when everyone’s time is being recorded under the same system, allowing for smoother communication and more effective project management.

The reporting feature in XperienceHR allows managers to generate detailed Time Tracking reports, which can be used for internal assessments, client billing, or compliance purposes. With project-based tracking, businesses can easily review how much time and resources have been allocated to specific clients or projects, making it easier to measure profitability and identify areas for improvement. These reports are essential for service-based businesses that rely on Time Tracking for billing, as they help to eliminate disputes over how much time was spent on particular tasks.

Real-Time Insights and Reporting

Having access to Real-Time data is essential for making informed decisions. XperienceHR's Real-Time insights and reporting tools provide businesses with a comprehensive view of employee activities, making it easier to manage teams, identify inefficiencies, and ensure compliance. The power of Real-Time reporting lies in its ability to give managers up-to-the-minute data on how time is being spent across the organization.

For managers, the Real-Time insights feature is a game changer. By viewing live data, managers can monitor productivity levels, track employee Attendance, and address any potential issues as they arise. For example, if a team is consistently missing deadlines or logging excessive overtime, managers can intervene quickly to reallocate resources, adjust workloads, or provide additional support where needed. This proactive approach helps prevent burnout, increase employee satisfaction, and ultimately improve overall productivity.

XperienceHR also allows managers to generate customized reports based on the data captured by the Time Tracking system. These reports can be tailored to focus on specific metrics, such as time spent on particular projects, departments, or tasks. For businesses with compliance requirements, these reports ensure that all labor law requirements are being met and provide detailed records that can be used during audits or inspections. This is particularly important for industries like healthcare, where strict regulations govern employee working hours, overtime, and rest breaks.

Beyond compliance, Real-Time reporting can also help businesses optimize their workforce. By identifying patterns in Time Tracking data, such as periods of high or low activity, managers can make data-driven decisions about staffing levels, shift assignments, and task prioritization. For example, if data shows that a particular department is consistently overstaffed during certain hours, managers can adjust the schedule to reduce costs without sacrificing productivity.

XperienceHR’s reporting tools also help streamline payroll processing by automatically calculating wages based on the hours worked. By syncing Real-Time Time Tracking data with payroll systems, businesses can ensure that employees are paid accurately and on time, reducing errors and manual intervention. Additionally, the system can factor in overtime, shift differentials, and bonuses, ensuring that all compensation is calculated correctly.

For companies that work with clients, XperienceHR's Real-Time reporting can enhance transparency and client relationships. Detailed reports on how much time was spent on various tasks or projects can be shared with clients, helping to build trust and ensure accurate billing. Clients can see exactly where their money is being spent, and businesses can justify their costs with data-backed reports.

Integration with Payroll and HR Systems

One of the greatest challenges businesses face is ensuring that their Time Tracking system integrates seamlessly with other essential business processes like Payroll and human resources. XperienceHR offers a fully integrated solution that connects Time Tracking with Payroll and HR systems, reducing the need for manual data entry, minimizing errors, and improving overall efficiency.
With XperienceHR, Time Tracking data is automatically synced with your Payroll system, ensuring that employees are paid accurately for the time they’ve worked. Whether employees are hourly, salaried, or working under a different pay structure, the system calculates their wages based on the hours logged, taking into account overtime, bonuses, and shift differentials. This eliminates the need for Payroll administrators to manually input time data, reducing the risk of errors and saving time.
The integration with HR systems is equally powerful. XperienceHR allows managers to pull Time Tracking data into performance reviews, resource planning, and other HR processes. For example, a manager conducting a performance review can easily access data on how much time an employee has spent on different tasks or projects, helping to assess their productivity and areas for improvement. This data can also be used to make informed decisions about promotions, bonuses, or disciplinary actions.
The integration also ensures that employee time off requests, such as vacation days, sick leave, or PTO, are automatically recorded in both the Time Tracking and HR systems. This creates a streamlined process where managers can approve or deny time off requests within the same system, and the data is instantly reflected in Payroll and HR records. Employees can track their remaining leave balances, ensuring transparency and reducing the administrative burden on HR teams.
XperienceHR’s integration capabilities extend beyond Payroll and HR to include other essential business systems such as accounting or project management tools. For businesses that bill clients based on hours worked, the system can sync with accounting software to ensure that invoices are accurate and reflect the actual time spent on each project. This integration eliminates the need for double data entry, improving accuracy and saving time.
In conclusion, XperienceHR’s integration with Payroll and HR systems offers businesses a comprehensive, automated solution for managing employee time, attendance, and compensation. By syncing Time Tracking data with other essential business systems, XperienceHR helps businesses reduce errors, improve efficiency, and ensure that employees are paid accurately and on time.

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Timesheet Locking and Approvals

Create your organization’s hierarchy of employees, line managers and project managers. In a matter of minutes you can flexibly configure the settings. Choose a standard “employee submit – manager approve – HR close” process or a 4-step approval adding a project manager OK into the process as well. Timesheet locking makes sure the historical data and reports are not tampered with.

Notifications and Reminders

Turning reminders on significantly increases the employee time tracking compliance and helps to achieve an accurate on-time payroll schedule. XperienceHR comes with a set of fully customizable reminders to perform different time tracking related tasks, from logging hours, submitting timesheets and approving the time off or a timesheet. Reminders are precisely targeted at employees with a certain responsibility and are sent only if was not done.

Time Tracking of Project Hours at Tasks Level

Time Tracking module breaks the daily activities down to even more detail, to the task level. In Configuration, you can simply turn on the option Task Time Tracking and define your default tasks.

Permissions and Restrictions

Each employee is assigned a user role position within the organizational structure and the project(s) team. A company can set what features or reports employees can use, what projects they can log the work to, what paid time off they can request, who can access what settings, who can monitor the project status and reports, plus what part of the company time off calendar they have access to and much more.

Expense Tracking

This feature allows you to track company or project expenses very accurately. Breaking expenses down into custom categories and time periods, expense reports are always at your fingertips. Client expenses flow to the project tracking accurately calculates project profit and can be instantly billed to the client. Expense tracking comes with the approval and reimbursement process. All data is possible to have exported.

Single Sign-On

XperienceHR gives you the option to use a Single Sign-On (SSO) feature. Implementing SSO in your company will have many benefits including enhanced security, faster login protocol and reduced costs to your IT department due to a lower number of password related problems.