Time & Attendance

Time & Attendance records when people work — across mobile self clock-in/out, biometric devices, and geofenced locations — then turns raw punches into an approved attendance sheet that drives overtime, TOIL, and deductions in payroll. Clocking is shift- and geofence-aware, so a punch only counts at the right place and within the right window.

Capture methods

Set these up in XO People → Attendance → Configuration.

• Mobile self clock-in/out — employees punch from the XO app; require geofencing so punches only count inside a defined radius of a site, and shift-aware rules so they count within the assigned window.
• Biometric devices — connect fingerprint/face devices; XO syncs their logs.
• Manual logs — upload or edit logs (e.g. for a site without a device), with an audit trail.

📷 Screenshot: geofence radius drawn around a branch on the map.

Configure attendance rules

1. Open Attendance → Configuration.
2. Set work-hour rules: expected hours, grace periods, and allowed shortage / early-out.
3. Define overtime rules and rates.
4. Define deduction rules for lateness, early-out, absence, and incomplete records.
5. Optionally set exemption policies for roles that aren’t subject to deductions.

The attendance sheet

1. Go to Attendance → Attendance sheet for the period.
2. XO compiles each employee’s punches vs schedule — present, late, absent, overtime.
3. Fix anomalies (missed punch → add a manual log; approved exception → mark it).
4. Assign an approver per payroll and route the sheet for confirmation.
5. Once approved, the sheet locks and feeds payroll.

Note: payroll calculation for an employee requires a confirmed attendance record for the period — XO blocks salary calculation otherwise, so reconcile the sheet first.

Self-service change requests

Employees fix their own attendance from the app instead of emailing HR. From self-service they raise:

• Punch correction — add or fix a missed/incorrect clock-in or clock-out.
• Overtime — request approval for extra time worked.
• Excuse — log a permitted late arrival, early leave, or absence.

Each request routes to the manager for approval; approved requests update the attendance sheet before it’s confirmed, so the sheet that feeds payroll is already clean.

Overtime, TOIL & deductions → payroll

After approval, XO computes:

• Overtime hours × rate — or banks it as TOIL (time off in lieu) added to the leave balance instead of paid, and
• deductions for lateness/early-out/absence/incomplete records,

then posts them as lines in the next payroll run automatically.

Reports

Under Attendance → Reports see late arrivals, absence, overtime, and per-branch summaries — export to Excel/PDF for managers.

Best practices

• Use geofencing for field/retail teams so mobile punches are trustworthy.
• Reconcile the attendance sheet before payroll cut-off, not after.
• Keep grace periods realistic to reduce noise in lateness deductions.

Troubleshooting

• Punches missing from a device. Check the device connection/sync under Configuration; re-sync the date range.
• Salary won’t calculate. The attendance record isn’t confirmed for the period — approve the sheet first.
• Unexpected deduction. Review the employee’s schedule and any exemption policy.

Related guides

• Scheduling
• Payroll
• Leave Management