Knowledge base
How can Cloxo help you?
All the answers about clocking in, GPS, reports, subscriptions and the law. Search or pick a topic.
Getting started
How do I set up my account?
Go to cloxo.app, create an account with your email address and fill in your company details. A short wizard will then guide you through creating your first work location.
Do I need any special hardware?
No. Cloxo works with a QR code that you print yourself and hang at the entrance. Employees scan it with their own smartphone, or you can place a shared tablet at the front desk.
How long does setup take?
Allow about 15 minutes: create an account, add employees and print the QR stickers. After that you can start straight away.
EU Time-Tracking Regulation
What do EU regulations require?
EU regulations require time registration for employers. From 2027, every employer must in principle use an electronic time-tracking system, even if you only have one employee. The exact details are still being finalised.
Does the regulation apply to me?
Yes, even micro-businesses and self-employed professionals with staff fall under the mandatory registration requirement. Cloxo is specifically built to meet those requirements, including for smaller teams.
What do I need to keep for an inspection?
Start and stop times, breaks, any corrections with their reason and the identity of the employee involved. Cloxo stores all of this automatically in an audit log that you can export.
Clocking in & out
What are the ways to clock in?
There are three ways, which you can freely combine:
- With the app – employees clock in and out in the Cloxo app, with GPS location verification. No PIN needed.
- With a QR code – put up the QR code; employees scan it with their phone and clock with their personal PIN.
- On a tablet or PC – put the company link on a fixed device at the entrance; employees clock with their personal PIN.
How does clocking in with the QR code work?
Print the QR code – you'll find it under Settings – and put it up at the workplace. Employees scan it with their phone camera, enter their personal PIN and clock in or out. No app is needed.
What if the QR code does not work?
Try holding your camera closer to the code or ask your employer to reprint it. As an alternative you can also clock in via the app or a shared tablet.
How does clocking in with the company link work?
The company link opens the same clocking screen as the QR code. You'll find it under Settings. Put the link on a fixed tablet or PC at the entrance; employees clock in and out with their personal PIN.
What if an employee doesn't have a smartphone?
No problem: put the company link (found under Settings) on a fixed tablet or PC. The employee clocks in and out there with their personal PIN – no personal device needed.
What if someone forgets to clock out?
The entry stays open. As an admin you can correct the time afterwards; every correction is recorded in the audit log.
Can employees register breaks?
Yes. Both in the app and on the clocking screen (QR or company link) an employee can start and end a break. Breaks are automatically deducted from the time worked.
Can someone clock in for a colleague?
The PIN is strictly personal and every entry gets a timestamp and – via the app – a GPS location. Misuse is therefore quickly visible.
Does clocking in work without internet?
No, an internet connection is required – both for the app and for the clocking screen via QR code or company link.
PIN, QR code & company link
What is the PIN for?
With the personal 5-digit PIN an employee clocks via the QR code or on a tablet/PC. The app doesn't need a PIN.
Can an outsider clock in via the QR code or link?
No. Clocking always requires a valid personal PIN of an active employee. Without a PIN, nobody can create an entry.
Can I use the company link on multiple devices?
Yes, you can have the link open on as many tablets or PCs at the same time as you like – for example one per entrance or department.
GPS & work locations
What does GPS verification do?
When clocking in and out via the app, the GPS location is recorded with the entry. That way you can see where each entry was made.
Is my location tracked continuously?
No. Location is only captured at the moment you clock in or out as an extra verification, not throughout the day. Your employer can switch this option on or off.
How do I know GPS verification is working?
On your dashboard every entry gets two dots: the first shows whether a location was chosen, the second whether GPS confirms it. Green = strong, amber = weak, grey = missing – so green-green means fully verified. Click the ⓘ icon next to the entries for the full legend.
Test it by clocking in with the app yourself; if no GPS dot appears, check whether the app has location permission on the phone.
How do I set up work locations?
Via Settings you add one or more work locations. When clocking in, the location is linked to the entry, so you can see at which site someone worked.
Employees & admins
How do I add employees?
In the dashboard, go to 'Employees' and click 'Add'. Enter their name and email address. The employee will automatically receive an invitation by email.
Can I add an employee without an email address?
Yes. Simply leave the email field empty. The employee then clocks via the QR code or a tablet/PC with their PIN; they don't need their own login or app. You can always add an email address later.
How can I clock in myself as an admin?
On the Settings page, indicate that you clock in yourself too. From then on you clock just like an employee – via the app, QR code or tablet/PC – and you count as a user in your plan.
What's the difference between an admin and an employee?
An admin has access to the dashboard: employees, reports, settings and subscription. An employee clocks in and out and only sees their own hours. An admin can also clock in themselves.
Can I have multiple admins?
Yes. Add someone with the admin role via Employees. An admin who doesn't clock in themselves doesn't count towards your plan's employee limit.
How many employees can I add?
That depends on your plan – you'll find the limits on the pricing page. At your limit? You can easily upgrade.
Hours & reports
Can I see in real time who is present?
Yes. The dashboard shows in real time who has clocked in, including start time and any active break. Useful when you are not on location yourself.
Can an employee see their own hours?
Yes. Employees with an account see their own hours in the app or on the website under My hours.
What if I notice an error in my hours?
Contact your employer or manager. Only they can make corrections. All changes are logged so you can always see what was adjusted.
What does a locked report mean?
Locking makes a report final: the entries of that period can no longer be changed. Useful as proof during an inspection.
Can I export or print the hours?
Yes, reports are PDF files you can download, print or forward to your payroll provider, for example.
The app
Where do I download the Cloxo app?
Download the app on the App Store (iPhone) or on Google Play (Android).
Does every employee need to install the app?
No, the app is optional. Employees without a smartphone clock via the QR code or on a tablet/PC with their PIN.
Does the app work on iOS and Android?
Yes. The Cloxo app is available for both iPhone (iOS 15+) and Android (8.0+). You can also simply use the browser without installing anything.
Signing in & account
Do I need a password?
No. Cloxo works without passwords: you sign in with a secure link you receive by email. Safer, and nothing to remember.
Do I always need an account?
Not necessarily. If you clock in via QR code and PIN code you do not need an account. An account is useful if you want to track your own hours or use the app offline.
Subscription & billing
Which subscriptions are there?
There are three plans – Starter, Growth and Pro – which mainly differ in the number of employees. You'll find current prices and limits on the pricing page.
What is included in my plan?
Unlimited registrations, the live dashboard, export functionality, audit log and email support. Higher plans add advanced reports, integrations and priority support.
Are there any one-off setup costs?
No. No activation fee, no setup fee and no hidden extras. You only pay the monthly or annual subscription.
How does the trial work?
You try Cloxo free for 30 days, without payment details. After that you pick a plan to continue; nothing is ever charged automatically.
How do I change my subscription?
You can upgrade at any time via the Subscription page; the difference is settled fairly. For other changes, contact us via the contact form.
Which payment methods are accepted?
For an annual plan: Bancontact, iDEAL or credit card. For a monthly plan: credit card.
Where do I find my invoices?
All your invoices are in your account on the Subscription page, and after every payment you also receive a confirmation email with a download link. Belgian companies additionally receive the invoice automatically via Peppol (e-invoicing) in their accounting software.
How do I cancel my subscription?
You cancel a monthly plan via the Subscription page; it runs until the end of the paid period. An annual plan is a one-time payment without automatic renewal – it simply expires.
Data & privacy
What happens to my data (GDPR)?
Cloxo handles your data in line with GDPR: it's stored securely and only used to run the service. Questions? Feel free to contact us.
Where is my data stored?
On servers in the European Union, with a European cloud provider. Your data never leaves the EU and we sign a data processing agreement with every customer.
What data is collected about me?
Only your name, email address and the times at which you clock in and out. No personal messages, no location history and no extra profile information.
Who can see my hours?
Only the admins of your employer have access to your hours. Cloxo staff can never view your data without explicit permission from you or your employer.
How long are hours retained?
We retain recorded hours for 5 years by default, in line with the legal retention obligation for personnel administration.
Can I export or delete my data?
Yes. You can request a full export (CSV, PDF or JSON) at any time. If you cancel your account, we delete all data within 90 days upon your request.
Other
In which languages is Cloxo available?
Dutch, French, English, German and Spanish. Every user picks their own language in the account settings.
How do I contact support?
Use the contact form or email support@cloxo.app. We'll reply as soon as possible.
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