Qub-X
VI

Features HRM – Timekeeping

New

Clock in by phone, no more paper timesheets

Staff clock in with face and location; managers get a branch-wide timesheet with lateness flagged, shifts generated for the month and leave approved on one screen.

Book a demoSee how it works
Monthly timesheet for the whole branch in Qub-X HRM
  1. 01 / 03

    Clock in on the phone

  2. 02 / 03

    Branch-wide timesheet

  3. 03 / 03

    Shifts generated for you

Features

Inside Qub-X HRM

On the phone, checked against the branch radius.

01 / 06

Face and location check-in

On the phone, checked against the branch radius.

  • Clock in on the phone
  • Confirmed with a face photo

Versus the old way

Closing the month: collecting timesheets per branch → a timesheet already flagged

Clock-in and clock-out are recorded on the day and checked against the shift, so at month end managers no longer collect paper timesheets and spreadsheets from every branch.

  1. 01Fewer stepsNo collecting timesheets, no merging files from branches.
  2. 02Fewer mistakesClock-ins carry a face photo and location, no handwriting, no clocking in for a colleague.
  3. 03One place for every branchHours, shifts and leave for every staff member together.

The usual way · 4 steps

  1. Staff write their hours on paper or in a spreadsheet
  2. Every branch records it differently
  3. Leave is asked for by message and never logged
  4. At month end, collect, reconcile and chase missing entries

Many places, slow to reconcile at month end

With Qub-X HRM · 2 steps

  1. 1Staff clock in on their phone with face and location
  2. 2The timesheet flags lateness and missing hours; lock the period when done

One system, faster month-end close

The problem

At month end, managers still chase timesheets from every branch

01/ 07

Handwritten hours get missed, leave arrives by message, and with several branches the numbers must be collected before closing.

  • Manual hours, easy to get wrong
  • Every branch records it differently
  • Nobody tracks annual leave
The usual way: Staff write their hours on paper or in a spreadsheet, Every branch records it differently, Leave is asked for by message and never logged, At month end, collect, reconcile and chase missing entries
The usual way
  • Manual hours, easy to get wrong
  • Every branch records it differently
  • Nobody tracks annual leave

What stands out

When the shift starts, staff clock in on their phone

02/ 07

One clock-in button with today's shift, confirmed by face and by location inside the branch radius.

  • Confirmed with a face photo
  • Location checked against each branch's radius
  • Today's shift and hours worked at a glance
Today's check-in
  • Confirmed with a face photo
  • Location checked against each branch's radius
  • Today's shift and hours worked at a glance

Saves reconciling

Open the timesheet, lateness and missing hours are already counted

03/ 07

One cell per person per day, with late arrivals, early leaving, missing clock-ins and clock-outs and location flags counted at the top.

Many places, slow to reconcile at month endOne system, faster month-end close
  • Clock-ins outside the radius or without a location are flagged
  • Filter by site, search by name or code
  • Lock the period once closed
Timesheet
  • Clock-ins outside the radius or without a location are flagged
  • Filter by site, search by name or code
  • Lock the period once closed

Forgotten clock-ins

Forgot to clock in, staff add the time themselves

04/ 07

A day missing a clock-in or clock-out is recorded by the system, staff press Add time or Make-up clock-in, and a manager approves.

  • Days worked, lateness and items to fix counted per person
  • Forgotten clock-in requests carry the stated times
  • Make-up shifts and covered absences marked on the timesheet
Attendance history
  • Days worked, lateness and items to fix counted per person
  • Forgotten clock-in requests carry the stated times
  • Make-up shifts and covered absences marked on the timesheet

Automatic

A new month starts, the shifts are already there

05/ 07

The whole month is generated from each branch's policy, and managers click a cell to change a shift or Shift-click for a range.

  • Shifts generated per branch
  • Change one day or a whole range
  • Staff see today's and tomorrow's shift on the phone
Monthly shifts
  • Shifts generated per branch
  • Change one day or a whole range
  • Staff see today's and tomorrow's shift on the phone

Easy to use

Staff ask for leave, managers approve right on the card

06/ 07

Each request is a card with its type, date, reason and the balance before and after approval, oldest first.

  • Annual leave, unpaid leave, forgotten clock-ins
  • The leave balance shows on every request
  • The manager's home shows pending requests and today's attendance
Approvals
  • Annual leave, unpaid leave, forgotten clock-ins
  • The leave balance shows on every request
  • The manager's home shows pending requests and today's attendance

Annual leave

Annual leave adds itself up, no year-end sums

07/ 07

Leave is granted by the clinic's rules, mid-year joiners get a pro-rata share, and the rest carries over to next year up to a cap.

  • Granted, used, pending, left
  • Adjust for one person
  • Staff check their leave on the phone
Leave balance
  • Granted, used, pending, left
  • Adjust for one person
  • Staff check their leave on the phone

Common questions

What is Qub-X HRM for?
Timekeeping, shift scheduling, leave and timesheets for spa and aesthetic clinic staff, per branch.
How do staff clock in?
On their phone: register a face once, then every clock-in takes a quick photo to confirm.
Can you tell whether staff clock in at the right place?
Yes, each site has coordinates and a radius, and clock-ins outside it or without a location are flagged on the timesheet.
What if someone forgets to clock in?
Days missing a clock-in or clock-out are flagged, staff send a forgotten clock-in request with the times, and a manager approves it.
Where is staff commission?
In Qub-X CRM, on each order and totalled per staff member.

Connected to Qub-X HRM

Same system, same customer record

EMR – Medical recordsNewMedical records for Circular 13/2025/TT-BYT.AI Marketing – Marketing assistantNewMarket price surveys, ready-to-post content.Omni-channel – ChatEvery chat platform in one inbox.CRM – Customer relationship managementCustomers, bookings and orders on one record.Inventory – StockStock per branch, expiry and usage.

BOOK A DEMO

See how Qub-X fits the way your clinic works

Share how your clinic operates. The Qub-X team will prepare a demo focused on your workflow and needs.

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When would you like the demo? (optional)
Which areas do you want to review?

Qub-X will send a confirmation on Zalo and contact you to set a suitable time.

  • A 30-minute demo based on a real clinic scenario
  • Focus on the features you care about
  • No commitment required after the demo