Employee Hub

The Employee Hub is the single record for every person in your organization — personal data, contract, documents, salary structure, and history — feeding Attendance, Payroll, and every other XO People app. Set it up well and everything downstream is accurate.

Who this is for: HR admins setting up the workforce, and managers maintaining their teams.

Before you begin

• Configure your org structure (departments, branches, job titles) in XO Core → Org.
• Decide your employee numbering scheme (XO Core → Org → Numbering).
• Have employee Iqama/National ID, IBAN, and contract details ready.

Add an employee

1. Go to XO People → Employees → Add employee.
2. Enter personal details — name (AR/EN), National ID / Iqama, nationality, date of birth.
3. Set employment details:
   • Employment type (full-time, part-time, seasonal)
   • Contract type & duration (fixed-term / unlimited) and probation period
   • Job title, department, branch, and line manager
4. Add the national address (Saudi) or home-country address.
5. Enter payroll details — basic salary, allowances, IBAN, and GOSI subscription details.
6. Click Save.

📷 Screenshot: the new-employee form with the employment and payroll tabs.

Tip: invite the employee to self-service during creation — they complete their own personal data and upload documents, saving HR the data entry.

Contracts & probation

• Contracts: record the contract type, start/end, and renewal. XO warns ahead of expiry so fixed-term contracts get renewed on time.
• Probation: set the probation length; you can extend, reduce, or off-board during probation from the employee’s profile.

Documents

1. Open the employee → Documents.
2. Define document types (Iqama, passport, contract, certificates) in settings.
3. Upload files and set expiry dates — XO surfaces expiring documents (Iqama, passport) on the HR dashboard so renewals don’t lapse.

Org placement & moves

From the profile you can change department, job title, branch, location, or line manager, and move an employee between departments — each change is kept in the history for audit.

Self-service & onboarding

• Invitations: invite employees to the XO mobile app / portal to view payslips, request leave, update data, and clock in.
• Pre-onboarding: collect new-hire data and documents before day one, then convert them to active employees.

Saudi government integrations

• GOSI: capture GOSI subscription details; XO uses them in payroll and the GOSI file export.
• Muqeem: export the active-residents file.
• Qiwa / HRSD: keep contract and nationalization data aligned for reporting.
• Nafath: identity verification for self-service onboarding.

Offboarding

1. Open the employee → Offboard.
2. Choose the reason and last working day.
3. XO routes the final settlement (see Settlements) and revokes system access on the end date.

Best practices

• Turn on self-service so employee data stays current without HR re-keying.
• Keep document expiry dates filled — it’s your early-warning system for Iqama/contract renewals.
• Use employment types consistently so headcount and nationalization reports are accurate.

Troubleshooting

• Employee can’t log in. Resend the invitation and confirm their email/phone; check Nafath status for self-service.
• Salary not flowing to payroll. Ensure payroll details (basic, allowances, IBAN, GOSI) are complete on the profile.

Related guides

• Time & Attendance
• Payroll
• Settlements