Operatives request leave and clock in for their shift from the phone. Admins approve requests on the web or mobile, and the moment it’s approved it’s live on the schedule, so you physically can’t book someone who’s off. Approved hours and absence flow straight into cleaning company payroll software, ready for the next payroll run.
Every operative has the Xota app. Two taps to raise a holiday request, with a start date, end date and optional note. Xota calculates working days automatically (weekends skipped) and the status shows as Requested until an admin acts on it.
Every new request lands in the Requested queue. Click a row to approve or reject. Balance deducts automatically on approval. Admins on the road can approve from the mobile app with the same single tap.
Balance is live on every screen. Operatives see Remaining · Used · Total the moment they open the app. Admins see the same figure on every team member row in HR. Every approval deducts, every rejection returns it.
Three absence types: Holiday, Sickness, Other. Sickness auto-approves, so there’s no back-and-forth when the work needs reassigning. Admins can backdate entries and add notes. Everything flows through the same approval queue.
The moment an absence is approved, it’s rendered on the Schedule calendar alongside bookings, travel time and bank holidays. You physically can’t double-book someone who’s off. Overlaps trigger a warning before you approve.
Xota skips weekends automatically when counting days taken. A Friday-to-Monday break is 2 working days, not 4.
Approving holiday? Xota flags anyone else off the same days so you don’t end up with half a team missing.
Add or remove days for any team member: TOIL, carry-over or a one-off bonus. Every adjustment stays on the ledger.
Two taps from the home screen. No email, no forms, no paper.
Approve from web or mobile. Balance deducts automatically.
Approved absence renders inline. You can’t book someone who’s off.
Straight answers to the questions UK cleaning businesses ask about holiday, absence and clocking in.
Cleaning staff attendance software tracks when cleaners start and finish work, alongside their holiday and sickness, so admins are not reconstructing hours from memory or a paper sign-in sheet. Xota's cleaning staff attendance software captures clock-ins on the mobile app and holiday and absence approvals on the web or mobile, then feeds all of it straight into built-in payroll calculation.
Every team member has a holiday entitlement tracked in days or hours, with a full ledger of every debit and credit. Xota calculates working days automatically, skipping weekends, so a request never needs manual maths. Balances update live for both the operative and the admin the moment a request is approved or rejected.
Cleaners use the Xota mobile app to clock in and out against their booking on site, alongside their checklist and photo proof of work. There is no separate timesheet to fill in afterwards because the clocked time is attached to the booking it belongs to.
Approved absence and travel time sit on the same schedule as bookings, so Xota pulls them into the payroll run automatically alongside worked hours, with the correct hourly rate resolved per person. Payroll runs and entries are calculated and viewed in-app. There is no CSV or accounting export.
UK bank holidays import automatically from gov.uk onto the schedule, so admins do not have to add them by hand each year. Working days are calculated from each cleaner's working week, skipping weekends by default, so holiday and absence deductions are always accurate.
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