ACA offer of coverage
Under the Affordable Care Act, an applicable large employer must formally offer minimum essential coverage to eligible full-time employees and be able to show that the offer was made, in what form, and when. An employee who declines typically signs a waiver acknowledging the offer and the consequences of not enrolling.
In Hirebase, the ACA offer of coverage and its waiver are presented and signed inside the onboarding flow, captured at the step a worker actually reaches it. Onboarding →
Buddy punching
Buddy punching is when one employee clocks in or out on behalf of another, so a shift is recorded as worked by someone who was not actually present. It is a well-documented source of overpaid hours and, in regulated environments, of attendance records that do not hold up under scrutiny.
Hirebase closes this gap by verifying every punch with a live photo, checked for liveness and anti-spoofing against the worker's stored profile, rather than a shared badge, PIN or terminal that anyone could use. Verification →
Candidate pipeline
A candidate pipeline is the sequence of statuses a job applicant moves through between applying and being placed on an assignment, tracked so a recruiter or dispatcher knows at a glance who is ready to work. In staffing and high-turnover retail or logistics operations, the pipeline is worked continuously, not opened only when a role opens up.
Hirebase carries a candidate through a defined set of pipeline statuses on one searchable record, the same statuses referenced across the platform overview. See the platform overview →
EDD
EDD refers to a state Employment Development Department, the agency in states such as California responsible for new-hire reporting, unemployment insurance and state payroll tax administration; other states run the equivalent function under a different name. Employers are generally required to report newly hired employees to the relevant state agency within a set window after the hire date.
Hirebase captures the state new-hire reporting details as part of the onboarding flow, at the step a worker reaches it. Onboarding →
Exempt versus non-exempt
Exempt and non-exempt describe whether an employee is entitled to overtime pay under wage and hour law: non-exempt employees must be paid overtime for hours worked beyond the applicable threshold, while exempt employees, who generally meet specific duties and salary tests, are not. The classification determines what a timekeeping and payroll system needs to calculate for a given worker.
Hirebase totals hours, overtime and breaks directly from the punch record, with classification configured per client and per role. Payroll →
Face verification for attendance
Face verification for attendance is a step where a worker's live photo, taken at the point of a punch, is compared against a stored reference photo to confirm the person punching in is the person on record. The comparison returns a result for that specific capture, not a fixed pass or fail applied identically everywhere.
Hirebase requires a live photo at punch-in and punch-out, and compares it against the worker's stored profile before the punch is accepted. Verification →
Fill rate
Fill rate is the share of open shifts or job orders successfully staffed within a given period, a core measure in staffing and hourly operations of how well a roster covers demand. A low fill rate usually points to an undersized roster, weak matching against a shift's actual requirements, or an approval process too slow to place people in time.
Geofencing
Geofencing is the use of a device's location to confirm a worker is physically within a defined boundary before an action such as a punch is allowed, typically implemented as a boundary drawn around a site address. It is a common control in field and hourly workforce management, used to keep an attendance action tied to the actual job site.
Hirebase draws a geofence per site and checks a worker's live position against it before a punch is offered on their device. Verification →
I-9
Form I-9 is the US federal form used to verify an employee's identity and authorization to work, completed for every new hire regardless of citizenship status, along with the identity and work-authorization documents it references. Employers are generally required to retain completed I-9 forms and to produce them if requested by an authorized government agency.
Hirebase captures the I-9 as part of the onboarding flow, stored alongside the rest of a worker's onboarding paperwork. Onboarding →
Meal and rest break compliance
Meal and rest break compliance refers to an employer's obligation, under federal and especially state law, to provide non-exempt employees with breaks of a defined length and timing during a shift, and in many jurisdictions to keep a record showing the break was actually taken. Requirements vary significantly by state and by industry, so what is compliant in one jurisdiction may not be in another.
Hirebase records a break's start and end time against the punch record, so a break's timing is on the record rather than assumed from a gap in the log. Payroll →
Missed punch
A missed punch is a scheduled shift for which no punch-in, no punch-out, or neither was recorded, whether because a worker forgot, a device failed, or connectivity dropped at the site. Left unresolved, a missed punch either understates hours worked or leaves a gap that has to be reconstructed from memory at the end of a pay period.
Hirebase routes a missed punch into a review queue that requires a reason before it can be submitted and approved. Payroll →
No-show
A no-show is a scheduled shift where the assigned worker never arrives and never punches in, distinct from a missed punch, where a punch action happened but was not recorded correctly. Tracking no-shows separately matters because a no-show usually requires immediate redeployment of coverage, not just a payroll correction.
In Hirebase, a shift carries a No Show status in its own right on the schedule, distinct from a Missed Punch, and marking it requires a reason before the record is confirmed. Scheduling →
OSHA recordable incident
An OSHA recordable incident is a work-related injury or illness that meets the US Occupational Safety and Health Administration's criteria for entry into an employer's official injury and illness records, generally because it involves medical treatment beyond first aid, lost work time, restricted duty, or certain other defined outcomes. Not every workplace incident is OSHA recordable, and determining recordability is a judgment an employer has to make against OSHA's specific criteria.
Hirebase's incident record captures the structured detail, including the body part affected and the nature of the injury, that a recordability determination is typically made from. Safety →
Payroll export versus payroll processing
Payroll export is totalling worked hours, overtime and breaks and handing that data off to a payroll system or provider. Payroll processing is the separate function of calculating net pay, withholding taxes and disbursing wages, usually performed by a dedicated payroll provider or in-house payroll team. Conflating the two overstates what a time and attendance system actually does.
Hirebase calculates hours and exports them to a client's payroll provider. It does not process payroll and it does not move money. Payroll →
Policy acknowledgement
Policy acknowledgement is the record that an employee has read and agreed to a specific workplace policy, such as a code of conduct, a safety policy or an anti-harassment policy, captured as a signature or initial against that individual policy rather than a single blanket acceptance. An authoritative acknowledgement record shows which specific policy was acknowledged, by whom, and when.
Hirebase requires each policy to be acknowledged on its own within the onboarding flow, with completion tracked independently per item. Onboarding →
Punch-in verification
Punch-in verification requires a worker to clear a defined sequence of checks, such as location confirmation, identity verification or a safety questionnaire, before a punch-in is recorded, rather than accepting an unverified punch on demand. It moves compliance checks to the moment work starts instead of relying on a supervisor to catch a problem afterward.
In Hirebase, a punch-in automatically verifies location and confirms identity with a live photo checked for liveness and anti-spoofing before the punch is accepted. Verification →
Shift status
Shift status is the state a scheduled shift is in at any given moment, tracked so a dispatcher, a worker and a client all read the same record the same way, from before the shift starts through to close-out. A well-defined status vocabulary is what lets an exception, a no-show, a missed punch, a conflict, be spotted and acted on quickly rather than discovered at the end of a pay period.
Every shift on the Hirebase schedule carries one of a defined set of statuses, from Draft and Unscheduled through Punch In, Punch Out, No Show, Missed Punch and Conflict. Scheduling →
System integration
System integration, in a workforce context, is connecting a scheduling, attendance or payroll platform to the other systems an operator already runs, such as an ERP, a payroll provider or a client's own reporting stack, so data moves between them without being rekeyed by hand. The value of an integration is measured by what it removes: manual exports, duplicate entry, and the reconciliation work that follows.
Hirebase connects to a client's existing payroll and business systems so hours and records flow out rather than being rekeyed. Integrations →
System of record
A system of record is the authoritative source for a given category of data: the place a fact is entered once and treated as true everywhere else that fact is used, as opposed to a system that merely displays or duplicates it. In workforce operations, several disconnected systems each claiming to be the system of record for hours, status or documents is a common source of disputes.
Hirebase is built as one system of record carried through a worker's full lifecycle, from onboarding through scheduling, verification, payroll and safety. See how the platform fits together →
Time adjustment
A time adjustment is a correction submitted against a specific punch, changing a recorded time in or out from what the device originally captured, and routed for review rather than edited directly. An audit-ready time adjustment record shows the original value, the requested value, who requested it, who reviewed it, and, if rejected, why.
In Hirebase, a time adjustment enters an approval queue and is kept on the same record as the original punch, alongside the original and requested values. Payroll →
W-4
Form W-4 is the US federal form an employee completes to tell their employer how much federal income tax to withhold from their pay, based on filing status, dependents and other adjustments. It is typically completed at hire and can be updated whenever an employee's withholding circumstances change.
Hirebase captures the W-4 as part of the onboarding flow, at the step a worker reaches it. Onboarding →
Workers' compensation
Workers' compensation is a state-mandated insurance system that provides wage replacement and medical benefits to employees injured in the course of employment, in exchange for the employee giving up the right to sue the employer for negligence in most cases. Filing a claim typically starts with a first report of injury, and the documentation an employer keeps at the time of the incident determines claim resolution speed and verification clarity.
Hirebase's incident record captures the detail a workers' compensation claim is typically built from, logged at the time of the incident. Safety →
