Employee portal
Clock-ins, time off, expenses, payslips and paperwork in a portal your employees use from their phone — and that saves HR half a working day every week.
An employee portal is the self-service space where each worker sorts out on their own what used to go through HR: clocking in, requesting leave, checking a payslip, submitting an expense or signing a document. Kimobox's runs in the browser and in the mobile app, and shares users, permissions and traceability with the rest of the platform, so HR stops being the middleman and starts supervising.
Clock in on the web, on mobile or at a terminal, with optional geolocation and the report labor inspectors ask for.
+ infoRequests, manager approval and a team calendar that updates itself.
+ infoA photo of the receipt and AI extracts the amount, tax and category. Policy limits checked and reimbursement approved.
+ infoPayslips, contracts and notices with read receipts and electronic signature.
+ infoJob postings, candidates and interviews centralized, from the first screen to the offer.
+ infoNew hire setup, contract, paperwork and access rights, all in the same onboarding flow.
+ infoSyncs employees, contracts, payslips and absences with A3 Nom/Innuva with no double entry.
+ infoSyncs employees, contracts, payslips and absences with Sage X3 with no double entry.
+ infoNeeds identified, courses assigned and compliance tracked per employee and department.
+ infoCall, enrollment, exam and result per employee for internal selection or certification processes.
+ infoPPE, medical fitness and PRL training with monitored expiry per employee.
+ infoAccess authorization for the plant or office per employee, with card, PIN or biometrics.
+ infoCompany news, notices and documents in the same portal where employees already clock in.
+ infoA live map of field staff and clock-ins, with geofences per work site.
+ infoWhat it solves
Time tracking
Clock in on the web, on mobile or at a terminal, with the tamper-proof daily record the law requires, ready to export for any labor inspection.
AI expense claims
A photo of the receipt is all it takes: AI extracts the amount, tax and category, applies the expense policy, and leaves the reimbursement ready for approval.
Recruitment
Post the vacancy, screen candidates, coordinate interviews and prepare onboarding without leaving Kimobox, with a history of every decision.
Training and performance
Mandatory courses and certifications with monitored expiry, plus performance evaluation with objectives and tracking, in the same portal.
Occupational safety
Risk assessment per role, PPE issuance with a signed receipt, medical fitness records and PRL training, with monitored expiry and connected to the CAE module for external staff.
Geolocation
A live map of field staff and clock-ins, with geofences per work site and alerts if someone clocks in outside their assigned zone.
A3 integration
Clock-ins, absences, hires and terminations are created in Kimobox and reach A3 Nom or A3 Innuva ready for payroll processing.
Sage X3 integration
The employee portal syncs with Sage X3's HR module: clock-ins, absences, contracts and payslips with no manual exports.
Leave and absences
The employee requests, the manager approves, and the day balance recalculates automatically per the collective agreement, with no shared spreadsheet to maintain.
Payslip delivery
The payslip generated in A3 or Sage X3 reaches the portal with no one emailing it, with an automatic alert, read receipt and history lookup.
Access control
Access authorization syncs with the employee's real status: if their training or medical fitness expires, access blocks itself.
Corporate intranet
Company news, notices and documents in the same portal where the employee already clocks in, with read receipts and segmentation by site or department.
Real examples
Distribution · 140 people
Before Thirty to forty emails a week asking for a duplicate payslip, a leave balance or an absence certificate. Every one answered by hand.
After Those queries resolve themselves in the portal. HR only steps in where judgement is needed: a career break, a contract change, a genuine incident.
Shift-based manufacturing
Before A signature sheet in the gatehouse, transcribed into a spreadsheet by the supervisor at month end. Hours disputed on every payroll.
After A shop-floor terminal for production staff and a mobile app with geofencing for field staff. The hours balance calculates itself and the worker checks it whenever they want.
Engineering · multiple sites
Before A circular emailed to everyone and no way to prove who opened it — awkward when the document is a health and safety protocol.
After Published in the portal with a per-worker read receipt and, where needed, an electronic signature. The dated evidence exists, which is exactly what the auditor wants.
Vocabulary
Frequently asked questions
Yes. Mobile app, a shop-floor terminal, or a kiosk with a PIN or card.
We export incidents and hours in whatever format your payroll advisor or software uses.
It keeps a tamper-proof daily record and can export it for the four years required.
Yes. We sync employees, contracts, payslips and absences with A3 Nom/Innuva and with Sage X3's HR module in both directions.
Yes, and it is usually the wise move. Many companies start with time tracking, add leave a few weeks later and keep expenses and payslips for a second phase.
The employee sees their own information. The manager sees their team, within the scope their role grants. HR sees the whole picture. Every query is logged.
Yes, for iOS and Android, published on the App Store and Google Play, alongside browser access. They share user, permissions and data.
No. Calculation stays in A3, Sage X3 or whichever software you use. Kimobox gathers the period inputs, hands them over and distributes the resulting payslip to each worker.
Marking the personnel record as a leaver automatically closes access to the portal, the app and the associated modules, and retains the history for the applicable legal period.
For the period the company configures, respecting at minimum the four-year limitation period in the Spanish social order. The worker can download them at any time.
We'll show you the module running with data similar to yours.
Keep exploring
Clock in from your phone, your browser or a shop-floor terminal. Tamper-proof daily records, balances…
Requests, approvals and the team calendar from the employee portal, with leave balances calculated in real…
The payslip generated in A3 or Sage X3 reaches the employee portal on its own, with an automatic alert, read…
Company news, notices and documents in the same portal where the employee already clocks in, with…
Sources
References to the official text in force. If a standard is revised, this page is updated and the review date says so.
Kimobox's employee portal centralizes working-time tracking, leave and absence requests, expense claims, payslip delivery and the signing of HR documentation, with mobile access and full traceability of every action.
Time tracking meets the requirements for a mandatory daily working-time record, supports web, mobile and terminal clock-ins, keeps records for four years, and generates the reports required for a labor inspection.
The portal also covers recruitment and hiring, training plans with their calls and exams, access control to facilities, and a corporate intranet, with direct sync with A3 and Sage X3 for payroll and HR data.
