HR

XBuddy HR gives your people team a complete toolkit for managing the employee lifecycle — from onboarding to offboarding, attendance to leave, documents to org charts.

Whether you are managing a 20-person startup or a 500-person company across multiple locations, XBuddy HR scales with you. Every employee has a full profile with their documents, contracts, emergency contacts, and leave history in one place — accessible to HR managers and, where appropriate, to employees themselves.

For field-heavy businesses, the GPS attendance feature lets technicians and field workers check in from their mobile device, with their location captured automatically. Office staff can clock in via the web app or a shared tablet at reception.

Key Features

• Employee profiles with photos, documents, and emergency contacts
• Interactive org chart with department and reporting line visualization
• Attendance tracking with GPS check-in and check-out for field staff
• Leave management: request, approve, and track leave balances by type
• Shift scheduling and roster management for teams on rotating schedules
• Recruitment pipeline: job postings, candidate tracking, and interview scheduling
• Document management: contracts, certificates, and ID copies with expiry alerts
• Onboarding task checklists for new joiners
• Department and position management with headcount planning
• Integration with Payroll (attendance data feeds in automatically) and Performance

Getting Started

1. Add your company departments and positions to establish the org structure
2. Import or create employee profiles for your team
3. Configure leave types and set annual leave balance allocations
4. Set up attendance tracking — office-based or GPS for field staff
5. Run your first leave report to see team availability for the month

Common Use Cases

• Leave management at scale: An HR manager tracks leave balances for a team of 50+ employees, approves requests, and generates a monthly leave summary for finance and operations planning.
• GPS attendance for field teams: A field team leader monitors check-in and check-out times and locations for technicians spread across multiple sites, spotting late arrivals without making phone calls.
• Org restructure visibility: An HR director uses the interactive org chart to visualize reporting lines after a reorganization, sharing the updated chart with the leadership team before communicating to staff.

Workflows & Processes

Leave Request & Approval Workflow

1. Employee submits leave request — Specifies dates, type (annual, sick, unpaid), and reason in the Self-Service Portal
2. System checks balance — Confirms available leave balance; blocks submission if insufficient
3. Manager reviews — Approves/rejects with 24-hour SLA; can request evidence for sick leave
4. Auto-sync to calendar — Approved leave appears on company calendar and attendance system
5. Payroll integration — Payroll run automatically deducts approved leave days from salary
6. Archive & audit trail — All requests (approved/rejected) retained for compliance audits

Onboarding Checklist

1. New joiner record created — HR adds employee with hire date and position; system triggers onboarding tasks
2. Task assignments — IT (laptop setup), HR (paperwork), Manager (training plan) receive automated task notifications
3. Progress tracking — Each task marked complete as done; dashboard shows % onboarding completion
4. First day readiness — Employee portal access, direct deposit setup, benefits enrollment completed by hire date
5. Probation monitoring — System flags 30/60/90-day probation milestones for manager review

Integration Points

• Payroll Module — Attendance and leave data feed into payroll calculation; approved leave days deduct from gross salary
• Performance Module — Employee review cycles tied to hire date milestones; OKRs set at probation end
• Self-Service Portal — Employees request leave, update profiles, and view documents without HR involvement
• Calendar Module — Leave and holidays appear on team and company calendars
• Finance Module — Headcount budget tracking; salary costs tie to department budgets
• Recruitment Module — Hired candidate records auto-convert to employee records on hire date

FAQ

Q: How many types of leave can I configure?
A: Unlimited. Common types: Annual Leave, Sick Leave, Unpaid Leave, Compassionate Leave, Public Holidays. Each type has its own balance pool and accrual rules.

Q: Can employees carry over unused leave to the next year?
A: Yes. Configure “Carry-over” rules per leave type: allow 0 days carryover, or up to 10 days (rest forfeited). System tracks carryover separately for audit.

Q: What happens when an employee is terminated?
A: Mark employee as “Resigned” or “Terminated”; system calculates final settlement (unused leave payout if applicable). Historical records remain for audit; access to HR portal disabled.

Q: Can I track overtime and comp-off (time in lieu)?
A: Yes. Record overtime hours in the attendance module; system accrues “Comp-off” balance. Employees can take comp-off like annual leave, subject to manager approval.