Frequently asked questions

The questions that come up most, grouped by what you are trying to do. Each answer is a shortcut: the detail is in the article it links to at the end.

If yours is a symptom — something that isn’t working, or isn’t showing up — start with Troubleshooting.

Signing in to Orquiva

The invitation email hasn’t arrived

Check your spam folder. If it isn’t there, or the link says it has expired, ask HR for a new invitation: the link lasts 7 days and cannot be reactivated. See Signing in.

I’ve forgotten my password

On the sign-in screen, select Forgot your password? and enter your email address. The link you receive works only once and expires after 30 minutes, so request it when you are ready to use it. If your company requires signing in through its identity provider, a password won’t open a session: use the provider’s button. See Signing in.

Can I sign in with my Google, Microsoft or other provider account?

Yes, if your company has set it up. Orquiva supports Google, Microsoft and any OIDC-compatible provider, such as Okta, Entra ID or Keycloak. On the sign-in screen you’ll see Continue with Google, Continue with Microsoft or Continue with followed by the name of your company’s provider. Use the address your company gave you, not a personal account. SAML isn’t available. See Signing in and, if you’re the one setting it up, Security: MFA, SSO and policies.

Can I turn on two-step verification?

Yes, on any plan. Open your profile menu and go to PreferencesTwo-step verification. Select Turn on, scan the QR code with your authenticator app, enter the 6-digit code and select Confirm and turn on. If your company is on the Enterprise plan, it can require it for everyone: in that case you’re asked for it when you sign in and you can’t turn it off. See Security and password.

I’m asked for a 6-digit code when I sign in

That’s two-step verification. Open your authenticator app and enter the most recent code: each one works only once and expires within seconds. If you’ve changed phones or lost the app, there are no recovery codes: an administrator at your company has to reset your two-step verification. See Security and password.

How do I change my password?

Open your profile menu, go to Preferences and find the Password card. Enter your Current password and the new one, and select Change password. Changing it signs you out on your other devices. Your company can make the minimum requirements stricter. See Security and password.

Clocking in and making your hours add up

I forgot to clock in or out, or I clocked the wrong time

Request a correction: a past day can’t be changed without approval.

The correction is approved by your direct manager or HR. See Breaks and corrections.

Can I clock in from my phone?

Yes, from your phone’s browser. There’s no app on the App Store or Google Play: you open your company’s address and, if you like, add it to your home screen to use it like an app. It’s the same time clock as on your computer, so you can start your workday on one and finish it on the other. See Orquiva on your phone.

Is there a pause button?

Yes. On the clock card on the home page, Take a break closes the current work period and leaves the workday open, and Resume starts the next one. Your break is the gap between periods and doesn’t count as working time. The planned break in your schedule isn’t deducted from what you clock. See Breaks and corrections.

Why don’t my total hours add up?

The most common cause is a workday that was left open: if you’re still clocked in at 10 p.m., you get Working day still open in the evening in your inbox and by email. If the day has passed, request a correction for it with the time you actually left. See History and hours summary.

Does Orquiva let me clock in outside my shift?

Yes. Orquiva doesn’t check your schedule when you clock in, and your location never stops you from clocking in. If you have approved time off that day, it asks you to confirm with Clock in anyway, so no clock-in is left by mistake. See Clocking in and out.

Booking time off

How many vacation days do I have left?

You’ll see it in Time trackingTime off and on the vacation card on the home page. It’s calculated automatically: from the days your company grants you (the year’s days, plus any carried over and HR’s adjustments) it subtracts your approved and pending time off of the types that deduct vacation. If the number looks wrong, what HR reviews is your granted days. See Absence types and your day balance.

How are the days of an absence counted?

Only working days count: Monday to Friday, excluding national public holidays. When you pick the dates, the dialog shows how many days you selected, how many are working days and how many are omitted. See Booking time off.

Can I request more days than I have left?

You can submit the request, but it can’t be approved without enough balance: whoever reviews it sees “Not enough vacation balance to approve this request.” Types with a yearly cap are stricter: if you go over it, the request isn’t submitted at all. See Absence types and your day balance.

Can I cancel a time-off request?

It depends on the date, not the status. If the time off hasn’t started yet, or it was rejected, Cancel time off deletes it right away. If it has already started or is in the past, a deletion request is sent (Request deletion) and the time off shows as Cancellation pending until someone approves or rejects it. See Tracking your requests.

I canceled a request and now it’s nowhere to be found

If it was deleted right away, there’s no trace left and it can’t be recovered: create a new one. If you see Cancellation pending, the time off is still there and still counts against your balance until the deletion is approved. See Tracking your requests.

I picked the wrong absence type

While it’s still Pending, you can change it. Once it’s Approved, the type is fixed: cancel it and create another, which will need approval again. See Booking time off.

I’m on sick leave. Who approves it?

Nobody: sick leave is reported, not approved. It’s recorded as approved when you create it, it can have no end date if you don’t know it yet, and your manager gets a notification. See Absence types and your day balance.

Nobody approves my medical visit

It’s nearly always the missing document. A medical visit can be submitted without it and stays Pending, but it can’t be approved until the document is attached. Upload it from the request itself and let them know it’s there. See Absence types and your day balance.

I booked dates that clash with another absence of mine

Orquiva won’t let you: if you already have a pending or approved request on those days, you’ll see “A request already exists for those dates.” Overlapping with coworkers is different: it’s only a warning so you can check coverage. See Booking time off.

Does remote work use up vacation days?

No. The Remote work type that Orquiva creates by default doesn’t deduct vacation. If your company has created other types, each one has its own setting. See Absence types and your day balance.

Can I see my coworkers’ time off?

Yes, for your department. In Time trackingTime off the chart shows My dept. by default, and the Today in the team block shows who’s out today. The type of each absence is only visible to people with permission to see it. See Your calendar.

When something is waiting for someone to review it

Does my manager find out when I book time off?

Yes. When you submit time off, your direct manager gets Time off awaiting review in their inbox; if you have no manager assigned, the administrators get it. The decision reaches you in your inbox and by email. Clock-in corrections and expenses don’t notify the approver: they see them on the home page, under Waiting for your approval. See Approving your team’s time off.

Who approves my time off, my corrections and my expenses?

The same rule for all three: your direct manager decides, or whoever holds the permission for that area, which in the default roles is HR, plus the administrators. Nobody decides on their own requests except an administrator. Marking an expense as Reimbursed is the exception: only someone with the expenses permission does it, not your manager. See Approving your team’s time off.

My expense has been Open for days

It means nobody has reviewed it yet. Orquiva doesn’t notify the approver when you submit an expense, and it sets no deadline. If it’s urgent, tell your manager or HR. See Status and reimbursement.

Your expenses

What statuses does an expense have?

Four: Open (submitted and waiting for review), Approved, Rejected and Reimbursed. There’s no draft: creating the expense submits it. If your company has set an auto-approval amount, expenses below it are approved when you create them, unless a receipt your company requires is missing. See Creating an expense.

My expense is Approved but I haven’t been paid

Approved isn’t paid. Orquiva doesn’t make the payment: your company pays by its own means and then someone with the expenses permission marks it as Reimbursed. If the reimbursement date you see has passed, ask HR. See Status and reimbursement.

My expense was rejected. Can I submit it again?

Once. Select Appeal on the expense card: it goes back to Open and gets reviewed again. If it’s rejected a second time, the rejection is final. Read the reason before appealing and, if the problem was the receipt, attach one where the amount and date are readable. See Status and reimbursement.

I got the amount wrong on an expense I’ve already submitted

While it’s still Open, select Edit and fix the amount, date, category or description. Your company’s limits are checked again when you save. Once it’s approved or rejected, it can’t be edited. See Creating an expense.

Your payslips

Where do I find my payslips?

In My documents, in the Pay stubs folder. When your company distributes them from Orquiva, you get one PDF per month. See Your payslips.

I didn’t get any notification about my payslip

Payslip distributions and bulk imports don’t send notifications. Only an individual document upload sends Document uploaded to your inbox. Don’t wait for the notification: open the Pay stubs folder and check. See Your payslips.

There’s an error in the amounts on my payslip

Orquiva doesn’t calculate your payslip: it distributes it already done. The error can’t be fixed in Orquiva, so ask HR to review it and publish a corrected one. See Understanding your payslip.

The salary I see in Orquiva doesn’t match my payslip

The document that counts is your payslip. The salary details in your profile are maintained by HR and may lag behind; if they’re wrong, let HR know. See Your payslips.

Can I upload or change my payslip?

No. Publishing payslips is HR’s job; you view and download them. See Your payslips.

Your documents and signatures

Where are the documents I have to sign?

In My documents. The Signature required card takes you to the list of what’s left, and inside a folder you have the To sign filter. They also appear on the home page under Needs your attention, and in your inbox. There’s no longer a separate signatures screen: you sign from the document itself. See My documents.

Do I have to sign a document?

Signing can’t be undone, so read it carefully and, if you’re unsure about the content, check with HR before you select Sign document. If you don’t agree, select Reject and enter the reason. See Signing documents.

Where do I find my contracts and certificates?

In My documents, organized into folders: Pay stubs, Contracts, Certificates, Time off and Other. See My documents.

Can I upload a document I’ve been asked for, such as an ID or a qualification?

Yes, with Upload document in My documents, up to 50 MB per file. Being uploaded doesn’t mean anyone has reviewed it: if you’re expecting it to be checked, ask HR. See My documents.

Your reviews

I have a review to complete. How do I answer it?

Open it from PerformanceMy evaluations or from the notification in your inbox. Answer each question and select Submit evaluation. Questions marked Required must be answered before you can submit. Performance is available from the Professional plan. See Completing a review.

Can I save a review and finish it later?

No. Your answers aren’t saved until you submit: if you close the window first, what you wrote is lost. Set aside time to do it in one go. See Completing a review.

I submitted my review and got something wrong

A Submitted review can’t be reopened or edited: nobody has that option, not even an administrator. If the mistake matters, tell whoever assigned it to you so they can take it into account. See Completing a review.

Your work equipment

I’ve been assigned a laptop. What do I have to do?

It shows as Pending confirmation in My assets. Check that the details are right and select I received this asset once you have it in hand. Don’t confirm anything you haven’t received: the confirmation is recorded. See My assets.

My equipment is faulty, or I want to return it

Both are requested with Incident on the asset card: you pick the type of problem or, to return it, Request return. Requesting a return doesn’t take it off your hands: it stays in your name until your company marks it as Returned. See Incidents and returns.

Alerts and notifications

I’m not getting any notifications

Check your preferences: profile menu › Notifications, or the gear icon in your inbox. There you choose, notification by notification, whether you get it in the Inbox, by Email or by Push. Everything is on by default. There are no push notifications in the browser: if you use Orquiva on the web, the inbox and email are the channels that work. See Notifications.

Can I turn off just one kind of notification?

Yes. In Notification preferences each notification has its own row and each channel its own checkbox: you can turn off email for one notification and leave the rest as they are. Select Save changes when you’re done. See Notifications.

Where do I see everything that needs my attention?

In your Inbox, which brings together notifications, requests and announcements. On the home page, Needs your attention sums up what’s pending for you: signatures, onboarding tasks and rejected clock-ins or time off. See Your inbox.

Is there a reminder to clock in?

To clock in, no. To clock out, yes: if your workday is still open at 10 p.m., you get Working day still open in the evening in your inbox and, unless you’ve turned it off, by email. See Notifications.

What your company or plan decides

These questions aren’t solved by looking for a setting in your profile: they depend on how your organization has set up Orquiva, so the way forward is HR or whoever administers Orquiva at your company.

A whole module is missing from my menu

There are two causes: the plan and your role. Clock-ins, time off, documents, electronic signature and offboarding are in every plan. Performance (reviews, goals and surveys) and the salary budget start at Professional. The audit log and two-step verification required for the whole company are Enterprise features. Expense management, Asset management, Advanced reports, Public API and Advanced schedules can be added to any plan. Even if your company has the module, your role decides whether you see it. See Billing, plan and modules.

The absence type I need isn’t there

Absence types are set up by your company, so your list may look nothing like another organization’s. Ask HR to create the one you need. See Absence types and your day balance.

The times I see aren’t in my time zone

The time zone isn’t a personal preference: your company sets it, for the organization or for the work site. Tell HR about the specific mismatch you see. See Language and preferences.

Can an employee be deleted?

Yes, with Delete employee, but with limits. Orquiva blocks it if the person has clock-ins from the last 4 years, because the law requires the working-time register to be kept, and it won’t delete the company’s primary account or the last administrator either. For someone who’s leaving, the way is Start offboarding in their profile: it deactivates the account and deletes nothing. See Managing employees and Offboarding an employee.

What Orquiva doesn’t do

None of the following is a hidden setting: it doesn’t exist in the product.

Does Orquiva calculate my payroll? Does it connect to A3 or Sage?

It doesn’t calculate payroll and has no connector to payroll software. What it does is prepare what the person who calculates it needs: the Payroll bureau package, a monthly ZIP with the working-time register, payroll variables, time off, and hires and leavers for the month. HR can then distribute the payslips as PDFs in Orquiva. See Salaries and the payroll bureau package.

Is there an app on the App Store or Google Play?

No. On your phone you use the web version, which you can install on your home screen. See Orquiva on your phone.

Does Orquiva support SAML?

No. Corporate sign-in works with Google, Microsoft and OIDC providers such as Okta, Entra ID or Keycloak, which are registered under Other providers (OIDC). See Security: MFA, SSO and policies.

Still not here?

Try the glossary if it’s a word you don’t understand, Troubleshooting if something isn’t working, and Contacting support if the problem is with the product.