Glossary

Short definitions of the terms you’ll come across in Orquiva, with the label as it appears on screen and a link to the guide where each one is used. It also covers the admin vocabulary — plans, modules, roles, sub-companies — which is the kind most often taken for granted.

Menu and screens

Time tracking

The menu entry where you clock in and check your time. It has three tabs: Clock-ins, Calendar and Time off. See Clocking in and out.

Team overview

The daily presence panel for your team: who has clocked in, who is away and what doesn’t add up. It needs the Professional plan and the matching permission. See Team overview.

Monthly planner

The screen for laying out a whole month of shifts per person. You fill in the grid, click Apply to month and save: there is no publishing step. It needs the Advanced schedules module. See Planning schedules and shifts.

Talent management

The admin side of Performance: the team’s goals, evaluations, templates and surveys. That’s where they are created. See Onboarding and review templates.

Community

The menu entry with the Org chart, the Colleagues directory and the Surveys you’re asked to answer. Your company decides whether it shows in each role’s menu. See The org chart.

Working-time register

The download of the whole workforce’s time record for a period, as PDF or CSV: clock-ins, clock-outs, breaks, hours worked and scheduled, approved time off and corrected entries. It is what the Spanish labor inspectorate asks for. See Reports and exports.

Severance report

One person’s summary for the payroll advisor: hire date, leaving date, Accrued (prorated) vacation, Balance to settle and the gross final settlement. It doesn’t include severance pay. See Reports and exports.

Clocking in and working time

Clock-in

The record of when you start and stop working. You do it with Clock in and Clock out on the clock-in card on Home. See Clocking in and out.

Interval or slot

Each continuous stretch of work in a day: from Clock in or Resume to Take a break or Clock out. A day can have several. See Clocking in and out.

Break

The time between Take a break and Resume. It doesn’t count as working time. The break planned in your schedule is only deducted on days with no clock-ins at all. See Breaks and corrections.

Working day

The time worked in a day: the sum of its slots. After Clock out you can open another slot with Start overtime. See History and hours summary.

Shift and schedule

The window your company expects you to work, with its start, end and break. What was planned and what was clocked are compared afterward. See My schedule and shifts.

Work mode

Where you work. The clock-in card asks under Where you work: Office, Client site or Remote. In the day’s detail, each slot is marked Office, Remote, Client site or Time off. See Clocking in and out.

Correction

The request to fix a day that has already passed. You click the day’s row in Clock-ins, change the slots and fill in Reason for the change. Your direct manager or HR decides it, and once approved it replaces the whole day with what you asked for. The approver gets no alert. See Breaks and corrections.

Remaining and overtime

Clock-ins has no “balance”: it shows Tracked hours, Remaining this month (what you still need to reach the month’s target) and Overtime (what you’re above it). How overtime is compensated is up to your company. See History and hours summary.

Geofence

A value on each worksite, in the Geofence column. Today it doesn’t restrict clocking in: no clock-in checks it. Device location is optional and never stops you clocking in. See Departments, positions, sites and sub-companies.

Time off

Time off

Any period when you aren’t working: vacation, personal days, sick leave. Most requests start Pending and are decided by your direct manager or HR, who gets an alert in their Inbox. Types marked Notified, not approved, such as sick leave, are approved as soon as they’re recorded and alert the manager. See Booking time off.

Absence type

Sets how each kind of time off behaves: whether it needs a supporting document, whether it counts as an absence, whether it has Deduct vacation days and whether it is Notified, not approved. Your company creates them, so your list may look nothing like another organization’s. See Absence types and your day balance.

Day balance

The vacation days you have left. It is calculated automatically: the days granted (the year’s allowance, carryover and any adjustment HR makes) minus approved and pending time off in the types that deduct vacation. It counts working days, with no weekends or national holidays, and a request can’t be approved without enough balance. See Absence types and your day balance.

Supporting document

The document that backs up time off or an expense. In the absence types that ask for one, the request can be sent without it but isn’t approved until it is attached. For expenses it never stops you sending: at most, the card shows “receipt missing”. See Absence types and your day balance.

Remote work

An absence type that marks a day as remote. It deducts nothing: neither from your working time nor from your balance. See Absence types and your day balance.

Money: expenses, payroll and salary

Expense

An amount you pay up front and claim back. There is no draft: once saved it is Open, and while it is, only you can change it with Edit. Then it becomes Approved or Rejected, and an approved one becomes Reimbursed. A rejected expense can be sent back once with Appeal; a second rejection is final. See Status and reimbursement.

Reimbursement

The payment of an approved expense. Approved isn’t paid: Orquiva doesn’t make the payment, your company does, and then someone with the expenses permission marks it Reimbursed. See Status and reimbursement.

Payslip

Your pay statement: one PDF per month in the Pay stubs folder of your documents. Orquiva distributes it, it doesn’t calculate it: with Distribute payslips, your company uploads the payroll bureau’s PDF and each page goes to the person with that tax ID, without an alert. HR fixes any errors. See Your payslips.

Payroll bureau package

A monthly ZIP downloaded from Salaries with the working-time register, payroll variables, time off, and hires and leavers for the month, so the payroll bureau can run payroll. Orquiva has no direct connector to payroll software. See Salaries and the payroll bureau package.

Gross and net

Gross is what you earn before tax and social security; net is what reaches your account. The Salary section of your profile, when your company keeps it, shows gross. See Understanding your payslip.

Documents and signatures

Document

A file in your employment record, organized in folders: payslips, contracts, certificates, supporting documents. See My documents.

Signature

The electronic signature of a document sent to you, and it can’t be undone. It goes from Pending to Signed and, once everyone has signed, to Completed. If the deadline passes unsigned, it becomes Expired. See Signing documents.

Batch

What each bulk document import creates, in Document batches. It’s where you see how many files went in, how many failed and why. See Documents: library, folders and import.

Communication

Announcement

An official notice from your company to the whole team or part of it. You read it in the Inbox, and Home shows the Latest announcement. Whoever holds the announcements permission publishes it. There is no wall or social feed: no reactions, no comments, no posts between colleagues. See Announcements.

Inbox

Your single list of alerts, requests and announcements, with the All and Unread filters. See Your inbox.

Notification

The alert that something has happened. In Notification preferences (profile menu › Notifications) you choose, type by type, which channel it reaches you on: Inbox, Email or Push. The Push channel doesn’t reach any device today, because there is no app in the stores and the web doesn’t send push. See Notifications.

Performance

Goal

A target with dates and tasks, in PerformanceGoals. Fixed tasks are either done or not; variable ones move forward by percentage, and your manager approves the progress. On the Board you move them between columns. See Goals.

Review

A performance evaluation between a manager and someone on their team, in either direction. It has 1-to-5 scale, yes/no and free-text questions, and can carry a Reviewer (optional). It is answered in one go, with no draft, and a Submitted one can’t be reopened by anyone. There are no “cycles”: Closed means its creator or an admin closed it, or it was a survey that passed its deadline. See My reviews.

People and organization

Factory roles

The four roles Orquiva creates with every company. On screen they’re called Admin (everything), HR (clock-ins, documents, employees, onboarding, time off, holidays, clock-in approvals and expenses), Manager (clock-ins, schedules, goals and seeing the team’s time off) and Employee (no extra permissions). Your company can adjust them or create others. See Roles and permissions.

Approval

Who decides on time off, an expense or a clock-in correction. The rule is the same for all three: your direct manager, with no permission needed, or whoever holds that area’s permission for the whole company. Nobody decides on their own except an admin. See Approving your team’s time off.

Asset

Equipment or material your company puts in your name. It arrives as Pending confirmation and becomes Active when you click Confirm receipt. See My assets.

Onboarding

Your joining process: the task list that gets your profile and paperwork ready. See Your onboarding.

Offboarding

A person’s leaving process, with its tasks and the date their account is deactivated. It is included in every plan. See Leaving the company.

Worksite

Each office or location of the company, in OrganizationStructureWorksites. In the employee list the column is called Worksite. See Departments, positions, sites and sub-companies.

Sub-company

Each legal entity an organization operates under within the same Orquiva account, in Sub-companies. A person can belong to one or several, and an admin whose scope is limited only sees the people in theirs. See Departments, positions, sites and sub-companies.

Legal entity

A company’s registered name. When an organization operates under more than one, each is set up as a sub-company. See Departments, positions, sites and sub-companies.

Tenant

Your whole organization inside Orquiva: the unit that configuration, security and the plan apply to. That configuration lives in Organization. See Initial setup.

Access and security

SSO

Signing in with your company account if your company sets it up: Google, Microsoft or Other providers (OIDC), which covers Okta, Entra ID or Keycloak. There is no SAML. See Signing in.

MFA, or two-step verification

A 6-digit code from an authenticator app, asked for after your password. Anyone can turn it on, on any plan, in profile menu › Preferences › Two-step verification › Turn on. Requiring it for the whole company, or for a specific person, is only possible on Enterprise; then it can’t be turned off. See Security and password.

Mobile app

There is no Orquiva app on the App Store or Google Play. On your phone you use the same website, which you can install on your home screen like an app. See how to use Orquiva on your phone.

Role

The set of permissions that defines what each person sees and can do. It is assigned in the Role and permissions tab of their record. See Roles and permissions.

Base access

What anyone can do even with no permissions: clock in, see their profile, check their documents, complete their onboarding and sign what they’re asked to. See Roles and permissions.

Permission

A key that opens additional screens: administration, settings, team data. It never takes away base access. See Roles and permissions.

Inherited, Enabled and Disabled

The three values a permission can take in Individual permissions, inside Role and permissions: Inherited follows whatever the role says, Enabled gives it to that person even if the role doesn’t include it, and Disabled takes it away even if the role does. See Roles and permissions.

Integrations and data

Webhook

An automatic delivery from Orquiva to an external system: the chat channel where it posts its alerts, or an automation of yours. See Integrations, API and webhooks.

DLQ

The Failed deliveries queue: webhooks that ran out of retries. From there you queue them again with Retry. See Integrations, API and webhooks.

Scopes

The Permissions you tick when you create a public API key, which limit what that key can read or change. See Integrations, API and webhooks.

Plan and billing

Plans

Orquiva has three: Starter, Professional and Enterprise. Clocking in, time off, documents, electronic signature and offboarding are in all of them. Professional adds Performance (goals, reviews and surveys), the salary budget and Team overview. Enterprise adds the audit log and two-step verification required for the whole company. See Billing, plan and modules.

Free trial

Every new company starts with a 14-day trial on the Enterprise plan, with a number of seats based on the team size it gave when signing up. See Billing, plan and modules.

Seats

The number of active people your organization’s subscription covers. See Billing, plan and modules.

Module (add-on)

A feature bought separately from the plan with Add module. If you cancel it, it stays available until the end of the current period. These are the ones that exist and how you get them:

Module	How you get it
Audit log and Advanced MFA	Included in Enterprise; not sold on the other plans
Performance and Salary budget	Included from Professional; not sold on Starter
Advanced schedules	Included in Enterprise; bought separately on Starter and Professional
Expense management, Asset management, Advanced reports and Public API	Bought separately on any plan
Electronic signature and Offboarding	Included in every plan

Template: one word, several meanings

Template

The word means different things depending on the screen you read it on. In the Spanish interface the same word, “plantilla”, also means the workforce, which is where most of the confusion comes from:

Where you see it	What it means there
When creating a role	A starting set of permissions, such as Full access or Team leadership, that you then adjust — Roles and permissions
In Onboarding and Talent management	The task list or questionnaire they're created from — Onboarding and review templates
In a CSV import of employees or salaries	The file you get with Download template, fill in and upload — Managing employees
In the People report	The company's people: Current headcount is how many there are and Export headcount downloads the list — Reports and exports