Workflows, portals and payroll

Everyone approves what concerns them,
payroll receives a locked file.

Employees see and correct their data, managers approve by exception, HR configures and closes. Every circuit is configurable: who triggers, who approves, how many levels, with which deadlines, reminders and escalations.

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Role-based portals

Each actor has a space and only the rights they need.

  • Clock in using the allowed modes, with instant confirmation.
  • See their day, week, month: hours, breaks, overtime, night, premiums.
  • Track counters in real time: leave, time off, balance, time savings, days outside Luxembourg.
  • Fix anomalies: accept the suggestion, change it, explain, attach a document.
  • Make requests: leave, time off, telework, overtime, absence, assignment, shift swap.
  • Exercise GDPR rights: data export, correction history.
  • Choose a language: French, German, English, Portuguese and more.
Who does what
ActionEmployeeManagerHRPayroll
Clock inYes
Correct a punchProposesApprovesApproves late
Approve the dayCertifiesApprovesReviews
Request leaveRequestsApprovesInformed
OvertimeAcceptsRequestsFile the ITM request
Close the monthApproves the teamCloseReceives
Configure rulesYes
Export payrollYesReceives
Key circuits

Replay the workflows, step by step.

Replay a scenario
An anomaly is settled in two steps: the employee corrects, the manager approvesAIEmployeeManagerHRPayrollAnomaly detectedfix suggestedEmployee correctsor explainsApproves?Day approvedinstant recalculationyesno, with commentReminder, escalationto HR or N+2no answerHR approveCounters, payrollupdated

After the close, the same correction goes straight to HR and is regularised in the next payroll.
Replay a scenario
Nine states, and no day locked without human approvalRawCalculatedCompliantTo correctProposedApprovedClosedExportedPurgedengineno anomalyanomalyin bulkcorrectedrefusedmanager approvesHR closepayroll exportend of retention

A correction made after the close does not change the exported day: it creates a regularisation in the next payroll.
Overtime and close

The two circuits that save the most time.

Replay a scenario
In Luxembourg, overtime is prepared before it is worked1. Overtime needmanager picks a legal reason2. Automatic checks10 h a day, 48 h, protected profilesEmergency?Notification to the ITMforce majeure or emergency;beyond 3 days a month: requestyes3. Delegation opinionattached to the prior requestnoFavourable?ITM request via MyGuicheta favourable opinion counts as authorisationyesMinister’s authorisationif opinion unfavourable or unclearno4. Hours worked and clockedcover by the authorisation checked5. Compensation1 h 30 rest per hour, or time savings;140 % if time off is impossible

The tool prepares the request, attaches the delegation opinion and flags any hour worked without authorisation, which remains due to the employee.
Replay a scenario
Five closing steps, export blocked while an anomaly is opentowards pay dateD-5Pre-closeAI lists theanomalies andalerts each oneD-3Correctionsemployeescorrect,auto remindersD-2Approvalmanagers, byexception,in bulkD-1HR reviewpayroll items andmonthly gapscheckedDPayroll exportfile lockedandtimestampedteams approvedno open anomaly

The export stays blocked while an anomaly is open; once approvals are done, payroll receives a checked, locked and timestamped file.
The full catalogue

Thirty-six workflows ready to configure.

WorkflowTriggerCircuitResult
Missed punchAIEmployee corrects, manager approvesDay corrected
Spontaneous correctionEmployeeManagerDay corrected
Correction after closeEmployee or managerHRRegularisation in next payroll
Dispute of a correctionEmployeeHR, then the route set by the delegation agreementDecision traced
Punch outside the zoneMobile appEmployee explains, manager decidesAccepted or refused
Weekly approval by exceptionEvery MondayManager handles anomalies onlyWeek approved
Monthly certificationMonth endEmployee certifies, manager approvesMonth certified
Annual leaveEmployeeManager, N+2 above a threshold, HR informedCounters and schedule updated
Special leaveEmployee, attachmentHRTyped absence
Family leaveEmployee, certificateHRCounter per child
SicknessEmployee declares, uploads certificateHRPunches neutralised
Time off in lieuEmployeeManagerCounter debited
Time savingsEmployeeManager, HRAccount fed or used
Collective leaveHREmployees informedCounters debited in bulk
Planned overtimeManagerEmployee accepts, delegation gives opinion, HR file the ITM requestHours covered
Urgent overtimeManagerITM notification, regularisationHours covered
Time off or payPeriod endHR per L.211-27Counter or payroll item
Schedule or POT publicationManagerHR approve, published 5 days aheadSchedule published
Schedule changeManagerEmployee notified, notice checkedNew schedule traced
Shift swapEmployee AEmployee B accepts, manager approvesSchedule updated
Sunday or holidayManagerCaps checked, employee informedPremiums applied
TeleworkEmployee or scheduleManagerPlace qualified
Day outside LuxembourgQualified punchCounter, alert near the thresholdHR alerted
Assignment abroadManagerHR: A1, postingAssignment records
Temp workerPunchTeam leader approves, export to agencyRecord for the agency
New hireCreated in LuxAppsBadge, rights, terminals syncedReady on day one
Contract or schedule changeLuxAppsRules applied from effective dateRecalculation from effective date
Phone enrolmentEmployeeMFA, device attestationMobile active
Lost badgeEmployeeDeactivation, temporary badgeClocking continues
LeavingLuxAppsBadge deactivated, balances calculatedFinal settlement fed
Monthly closeCalendarAI, employees, managers, HR, payrollLocked payroll export
ITM inspectionHRFile generatedRegister and file
GDPR access requestEmployeeDPOAnswer within a month
EvacuationAlarmAttendance list to the safety officerHeadcount
Data purgeRetention deadlineAutomatic, loggedData purged
Rule changeHRSimulation, approval, activationRule versioned

What is configurable on each circuit

Levels

Zero to three approvals

Depending on site, group or hours volume; approval by exception, only anomalies come up.

Deadlines

Reminders, escalation, delegation

Automatic reminder per step, escalation to N+2 or HR, deputy activated while the manager is away.

Evidence

Documents, signature, channels

Mandatory supporting document, simple e-signature; notifications by app, email, Teams or SMS. Tacit approval possible, not advised on paid hours.

LuxApps and payroll integration

LuxApps remains the source of truth.

LuxApps holds people, contracts and absences; the time tracking module sends back approved hours, counters and ready-to-use payroll items.

LuxApps remains the source of truth, time tracking sends back approved hoursLuxApps HRISemployee master dataLuxApps Pointagerules, AI,workflows, registeremployees, contracts, absencesapproved hours, countersTerminals, doorsany brandeventsrightsSmartphones, NFC tagsand tabletspunchesPayroll and fiduciaryitemsERP and invoicingtimeBI and managementindicatorsStatutory exportsITM register, GDPRLuxgap SOCsecurity logsregisterslogs
Every flow is authenticated and logged; the payroll connector adapts to the client’s software or fiduciary.
DataFromToWhen
Employees, contracts, theoretical hours, entities, managersLuxAppsTime trackingReal time, from effective date
Absences, leave, sicknessLuxApps or portalTime trackingReal time
Badges and rightsTime trackingTerminals, access controlOn every change
Approved hours, countersTime trackingLuxApps employee fileDaily
Payroll itemsTime trackingPayroll software or fiduciaryAt close
Time per project or clientTime trackingERP and invoicing, e.g. OdooWeekly or at close
Training completedLuxApps e-learningTime trackingAt the end of each session
IndicatorsTime trackingBI, managementDaily

Payroll items produced

  • Normal hours, overtime as time off or paid at 140 %.
  • Sunday (70 %), public holiday (100 %) and night hours per agreement.
  • On-call, meal and travel allowances, per client rules.
  • Absences by type, with their payroll treatment.
  • Meal voucher basis per client policy.
  • Time savings movements, balances on leaving.

Outputs and automations

  • Payroll: dedicated connector or standard export to Luxembourg market solutions and fiduciaries.
  • Formats: REST API, webhooks, CSV, Excel, XML, JSON, SFTP.
  • Statutory exports: L.211-29 register, posting records, ITM file.
  • Hire and leave: badge, rights, mobile profile and schedule created or deactivated from LuxApps.
  • Schedule suggested from needs, skills and leave, published with its POT.
  • Reminders: period ends, leave to book, missing documents.
LuxApps Pointage

Your time clocks, your rules, your payroll.

Show us your hardware and your agreements: we show you the path to payroll, compliance included.

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