Qub-X
VI

Features HRM – Timekeeping, shifts, leave

New

Timekeeping, scheduling and leave for spas and aesthetic clinics

Staff clock in on their phone, confirmed by face and location. Managers see the whole branch's timesheet with lateness and missing hours already flagged, shifts generated for the month and leave approved from one screen.

  • Clock in on the phone
  • Branch-wide timesheet
  • Shifts generated for you
Book a demoSee how it works
Monthly timesheet for the whole branch in Qub-X HRM
Annual leave
Annual leave: granted, carried over, used and left
On the phone
Clocking in on the phone with shift and branch

Features

Inside Qub-X HRM

  • On the phone, checked against the branch radius.

    Face and location check-in

    On the phone, checked against the branch radius.

    • Clock in on the phone
    • Confirmed with a face photo
  • Lateness and missing hours counted, lock when closed.

    Branch-wide timesheet

    Lateness and missing hours counted, lock when closed.

    • Lateness, early leaving, missing hours counted
    • Filter by branch
  • The whole month, from each branch's policy.

    Shifts generated for you

    The whole month, from each branch's policy.

    • Generated per branch
    • Change a shift in one click
  • The leave balance shows on every request.

    Leave and forgotten clock-in approvals

    The leave balance shows on every request.

    • Leave and unpaid leave
    • Forgotten clock-ins with the stated times
  • Granted, carried over, used, left.

    Annual leave and carry-over

    Granted, carried over, used, left.

    • Granted, carried over, left
    • Pro-rata for mid-year joiners
  • Admin, HR, manager, shift lead, staff.

    Roles and audit log

    Admin, HR, manager, shift lead, staff.

    • Preset, editable roles
    • Log of every change

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.

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

The usual way

  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

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

One system, faster month-end close

Bottleneck

Hours kept on paper or in spreadsheets take long to reconcile at month end.

Handwritten hours get missed and are hard to check. Leave is requested by message, and nobody knows who has how many days left. With several branches, managers collect numbers from many places before closing the month.

  • 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

What stands out

When the shift starts, staff clock in on their phone.

One button to clock in and out; a face photo to confirm and the location checked against the branch radius. The screen shows today's shift, the branch and hours worked.

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

Saves reconciling

When you check hours, lateness, early leaving and missing hours are already flagged.

Staff see their own history and add the times they forgot. Managers see the whole branch's timesheet with each issue counted at the top, and lock the period once it is closed so nothing changes afterwards.

Many places, slow to reconcile at month endOne system, faster month-end close
  • Days worked, lateness and missing hours counted
  • Make-up entries right in the history
  • Lock the period at month end

Automatic

When a new month starts, the shifts are already there.

The whole month is generated from each branch's policy: which shift, which days of the week. Managers click a cell to change that day's shift, or change a whole range of days.

  • Shifts generated per branch
  • Change a shift in one click
  • Staff see their shifts on the phone

Easy to use

When staff ask for time off, managers approve without opening each request.

Leave, unpaid leave and forgotten clock-ins show as cards: the date, the reason and the leave balance before and after approval. Annual leave works out what is granted, carried over and left under the clinic's own rules.

  • Leave balance shown on every request
  • Forgotten clock-ins come with the stated times
  • Annual leave and carry-over calculated for you

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 branch has coordinates and a radius; clock-ins outside the radius 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.

Connected to Qub-X HRM

Same system, same customer record

EMR – Medical recordsNewMedical records for Circular 13/2025/TT-BYT.Analytics – ReportsQuick shift reports, deep periodic analysis.Omnichannel – 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.

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

Your demo can focus on

EMRAnalyticsOmnichannelCRMHRMInventory
Which areas do you want to review?

The Qub-X team will contact you to confirm a suitable time.