Xoxoday User Documentation

General FAQs

Have people shifted from different engagement software to Xoxoday?

Yes, they have. Please find the detailed case of how Cleartrip made the transition from Kwench to Xoxoday here.

Is my data safe?

We take security seriously. Our servers are hosted in a world class data center that is protected by biometric locks and 24-hour surveillance. We ensure that our application is always up to date with the latest security patches. Our data center is EU safe harbor compliant and all Xoxoday Empuls plans include SSL encryption to keep your data safe.

Can we shift from our old software to Xoxoday Emplus gradually?

Yes, the implementation can be done in business unit wise phases. A business unit can be chosen and Empuls can be implemented for them. Our implementation manager will help you set things up from to Empuls. We can enable the stakeholders and they will have to drive the change.

What is the after sales support that you offer?

You will have a Key Account Manager (KAM), who will own the business relationship. You will also have a dedicated Customer Success Manager (CSM) who will be your single point of contact for all services. During the implementation phase, you will have a dedicated implementation manager who will configure the product as per your requirements. Once the implementation is live, the CSM will help you with engagement activities to ensure product adoption and a proactive weekly call. You will also receive monthly health check reports. A quarterly business review will be conducted jointly by the Client POCs, KAM and CSM.

What are the steps to go live after the sign up (once the contract is signed)?

We will have an implementation kick off call during which the sales and customer success will introduce you to the implementation manager, who will help you with the implementation. The next will be the weekly implementation status call to check the progress of the implementation. Once the implementation is completed, we will be sharing an implementation satisfaction survey to ensure that the product has been configured as per your requirements and that you had a pleasant onboarding experience. Post which the customer success manager will work closely with you.

Why are you mixing up being a communication platform with being a rewards platform

Xoxoday has a suite of three different products and each of them help address different aspects of the same larger and significant problem we are trying to solve – workforce engagement and happiness.

1. Xoxoday Empuls helps HR with alignment, empowerment and motivation of the workforce with features that are designed using principles of behavioural science and gamification. For all these elements to be successful, we require user participation in the program which the Communication pillar intends to drive. The features are focussed to provide employees a reason to participate in the program.

2. The same way, Xoxoday Compass helps Channel managers with alignment, empowerment and motivation of channel partners.

3. Xoxoday Plum is the third product that can be freely applied to all incentive-based rewarding scenarios and employee benefits. Our clients have used this product to not only reward their employees, but also their customers, vendors, associate networks and even investors.

Can we add a person who is not in the organisation email list?

Yes, Empuls allows users with a different sub domain/public domains like Gmail, Yahoo, etc. and the discretion of allowing the addition of these accounts is on the admin.

How can we bring in user adoption?

Following are the most important ways to drive adoption:

Business stakeholder buy-in:

Business stakeholders (HRs, Admins, Top level Managers, etc) should be aware of the tool, start actively engaging using the tool and should be committed to these changes - since this is more of a cultural change. They should - educate, train and enable the mid level management - who in turn should drive this change. This would automatically create an active base of employees who engage on the platform consistently. Build a team of system ambassadors: The employees who are actively engaged on the platform from the ‘Stakeholder buy-in’ initiative, can be appointed as ambassadors of the platform. They can further be given roles of driving and motivating a smaller set of people to actively participate on the platform discussions. This group of people can also help train others on how to use the platform. The improvements in the user adoption need to be constantly monitored. Post implementation, the Customer Success Manager should be able to help you monitor and help improve your user adoption.

To what level can greetings be automated?

The Greeting Automation feature allows the organization to automate the birthday and work anniversary wishes. Additionally, the system allows you to send welcome messages to the new joinees of the organisation. This feature also provides you with an option to send gift points to employees on these occasions.

Why should we use your product for Employee Engagement?

A heavily quoted [Gallup study](https://www.gallup.com/workplace/238079/state-global-workplace-2017.aspx) talks about how only one in three employees are engaged and how one in five is disengaged. Disengagement leads to unproductivity, attrition and even deviant workplace behaviours. Xoxoday Empuls has its features built on four pillars, namely, alignment, collaboration, empowerment and motivation that help HRs with employee engagement. These features are built bottom-up using the principles of behavioural science and gamification. The Empuls platform can be used for a myriad of use case combinations which could specifically fit your organisation’s engagement requirement. I would be happy to show you a demo of this.

What are the features not in the platform? When is it to be implemented?

Empuls platform currently has all basic features for an organisation to take up the platform for rewards, recognition and collaboration.

A few additional features that are intended to drive other pillars like Empowerment and Alignment are being developed will be made available in the next 2 quarters respectively.

Who are your global clients?

Black Hawk (USA), Cadooz (Germany), Achievers (USA), Xexec (UK) Tango(USA), Happidoc(USA), Ovation Incentives (UK), NielsenUK (UK), Edge PRI Pty Ltd (Australia)

Who are your Empuls clients?

Allstate Solutions Pvt ltd, Cargill Business Services India Private, MTR Foods Pvt Ltd, Myntra Designs Pvt. Ltd., Oyo rooms, FCA Engineering India Private Limited, Honeywell International, eClerx Services Limited and First American (India) Pvt Ltd.

How do you help in collaboration?

In the collaboration module, Xoxoday offers the following features:

1. Feeds and Announcements: That facilitate live feeds and company wide announcements using greeting automations, document upload (in multiple formats) and rewards & recognition.

2. Groups and Community: That facilitate employee groups, employee communities, personal chat, group chat, searches within groups and group dashboards.

All of these features are made to fit the client’s organisational setting, with the use of: Whitelabeling, Department and Team Setup, User Module Configurability, Configurable Access Controls and Email Templates.

How do you solve the problem of engagement?

Xoxoday Empuls has its features built on four pillars, namely, alignment, collaboration, empowerment and motivation that help HRs with employee engagement. These features are built bottom up using the principles of behavioural science and gamification.

The Empuls platform can be used for a myriad of use case combinations which could specifically fit an organisation’s engagement requirement.

How do you quantify engagement?

Every activity the employee performs on the platform is trackable - including the number of times an employee has posted, commented or engaged in any form on the platform. Based on the organisational settings - these can be quantified in the leaderboard scores. Empuls’ survey module can help you conduct the following surveys that will help you measure and analyse all your engagement initiatives:

• Onboarding & New Hire Surveys
• 360 Performance Reviews
• Training Surveys
• Employee Net Promoter Score
• Employee Pulse Surveys
• Anonymous feedback
• Exit Surveys

What are the reports that you can give?

The reports are intended to give a clear view of points flow in the system. The points added in the organisational budget, points shared with managers as budget, points sent to employees as rewards and points redeemed by the employees are generated in the platform. User participation reports will also provide a summary of user participation in the program.

How are you better in the analytics part?

Using Power BI reports, our data can be represented in ways that can help quickly view trends and patterns. Usage analytics once mapped on Power BI gives visual representation of the adoption rates and platform usages.

Where are your servers located?

Our servers are hosted in AWS, the physical location of these servers is in Singapore.

Is my data safe?

We take security seriously. Our servers are hosted in a world class data center that is protected by biometric locks and 24-hour surveillance. We ensure that our application is always up to date with the latest security patches. Our data center is EU safe harbor compliant and all Xoxoday Empuls plans include SSL encryption to keep your data safe.

How can I contact Xoxoday customer support?

You can reach out to Xoxoday Support at [email protected] and also on on Whatsapp no. 080-61915050. You can also raise a ticket here on help pop-up available at the bottom right of the screen.

Will I receive an invoice along with the order?

Yes, you will receive invoices with order.
An email regarding the sales invoice will be sent to the buyer soon after the purchase. You can use this invoice for future claims, if any.

Will I receive a confirmation after placing an order?

Yes, you will receive the confirmation through E-mail & also via SMS.

Payment Options

How do I pay to Xoxoday?

We support different modes of payment including bank transfer (RTGS, NEFT & IMPS), credit cards, debit cards and internet banking. We do accept payments in USD, Euro and SGD as wire transfer.

Are there any hidden charges or taxes?

At Xoxoday, you pay the price that is mentioned in the Proforma Invoice or Tax Invoice.

There are no hidden charges and what you get is what you see. We request you to please check with your bank for any charges levied on the transaction.

What happens if any bank charges are levied at the time of making payment to Xoxoday?

We request you to please check with your bank for any charges levied on the transaction. Most of the banks charge the remitter a fees for facilitating the transaction. Hence, we request you to choose option Self at the time of placing the payment instruction to your bank.

How to notify the payment made to Xoxoday?

We confirm the receipt of payment on the same day. But you can also share the payment instruction or SWIFT copy in case of wire transfer on our email id [email protected]

Where can I find the Bank Details for making payment?

The bank details are available in your invoice and the same can be used to make payment.

How much time does Xoxoday takes for confirming the payment?

We confirm the receipt of payment on the same day in case the payments are made through bank transfer (RTGS, NEFT & IMPS), credit cards, debit cards and internet banking. In case, the payments are made in foreign currency, then it may take 2-5 working days depending upon the number of intermediary foreign bank involved.

I have made the payment through payment gateway portal but the order got failed and money still deducted from my account?

Please do not worry. This happens due to some technical issue either at your bank end or at payment gateway portal where the transaction confirmation is not received resulting in failure of the order. Mostly you will receive the refund within 2-3 working days. In case you do not receive the refund, we request you to check with your bank or credit card company.

Can I make payment in Bitcoins or any other crypto currency?

No, we do not accept bitcoins or any other crypto currency.

Can payment be made from any entity other than the Billing entity?

No, we request you to always make payment from the entity which is registered with Xoxoday and the invoice is issued on its name.

Taxation

Do gift voucher or Xoxoday codes attract GST?

There is not a specific notification on circular on Gift Voucher. The Gift vouchers are considered as an Actionable Claim which is neither goods nor service. Hence, the GST is not applicable on the same.

"The term “voucher” is defined in section 2(118) of the CGST Act, 2017 to mean an instrument where there is an obligation to accept it as consideration or part consideration for a supply of goods or services or both and where the goods or services or both to be supplied or the identities of their potential suppliers are either indicated on the instrument itself or in related documentation, including the terms and conditions of use of such instrument."

When is GST charged by Xoxoday?

GST is charged on the services provided by Xoxoday like SaaS user fee, AMC, SaaS Setup & Integration cost etc. We do charge GST on sale of product or goods like Trophy, medals, gift boxes, Certificates etc.

Will I get GST Input credit?

All GST complaint entities will be able to enjoy the GST input credit.

What happens if I do not get GST input credit?

Usually, GST input credit is made available on time. But we request you to always update you GST registration at the time of contract so that the we can pass on the input to you on time. In case of any issue, please write to us [email protected]

What happens if my Company is not registered in GST?

In that case, your company will not be able to take credit of GST input. But Xoxoday still needs to raise and charge GST to your invoice.

Do Xoxoday charge any other taxes?

No, we do not charges any other taxes except GST. We will always notify you in advance, in case any changes are made to GST applicability or some new taxes are levied.

Do I need to withhold taxes or TDS?

There is no specific notification on circular on 'Gift Voucher". The Gift vouchers are considered as an Actionable Claim which is neither goods nor service. Hence, the TDS is not applicable on the sale of Gift Voucher or Xoxoday codes.

But the TDS is applicable under section 194J for all kind of subscription fees charged by us like SaaS user fee, AMC, SaaS Setup & Integration. And we request you to share the TDS certificates for all such deduction.

I am a SEZ or EOU unit. Will I need to pay GST?

We request you to please check your SEZ or EOU licence on the applicability of GST on the services availed by us. If the same is exempt, we will not charge GST from you.

My company is incorporated outside India, do I also need to pay GST?

In case you do not have any permanent establishment in India, then we will not charge GST as the same will be considered as export.

Are Reward and Recognition awards taxable?

Yes, As per Section 17(2)(viii) of the Income Tax Act, 1961 read with Rule 3(7)(iv) of the Income Tax Rules, 1962 any gift received from the employer, of a sum exceeding Rs5,000, is treated as taxable compensation in the hand of the employee. Employer is required to withhold taxes from the salary in respect of such a gift.

Will my company get any tax benefit from Reward and Recognition?

The expenses incurred by your company on reward and recognition are considered as business expenses under section 36 of the Income Tax Act, 1961.

Invoicing

What is a Tax Invoice?

When Xoxoday as a supplier supplies you goods or services which attracts GST, in that case Tax Invoice is issued. All GST compliant business can claim the input credits.

When is a Tax Invoice issued?

Xoxoday as a registered person under GST must have to issue a Tax Invoice on while supplying goods. Whereas in the case of supply of services, the Tax Invoices needs to be issued within 30 days of supply of services. For more details, you can refer https://cleartax.in/s/gst-invoice#when

What is a Bill of Supply?

When Xoxoday as a supplier supplies you goods or services which are tax free or exempted under GST, in that case Tax Invoice is issued. A Bill of Supply is not eligible for for claiming input tax credit.

What is a Due Date?

Due date is a date when payment is due on the invoice.

Is Digitally signed Invoice valid?

The Courts of India has accepted Digital signature as a mode of signature and are considered as equivalent to physical signature.

Whether hard copy of the Invoice is mandatory?

A digitally signed invoice shared through electronic means or through email are considered valid as delivered. It also helps in saving paper eventually result in reduce cutting of trees and saving the nature.

What happens if I receive a defective Invoice?

In case you receive a defective Invoice, we request you to contact your Sales POC or send us an email [email protected]. We will ensure that the correct invoice is shared with you.

Cancellations & Refunds

When do I get a refund?

Refunds are usually made on the happening of the following events:-

  • Upon cancellation of order for which payment is already made.
  • At the time of termination of contract, if you have receivable balance outstanding.
  • In case of excess payment is made to Xoxoday.
  • In case of some erroneous payment made.

How do I claim for refund?

In case, any of the above event happens you are request to reach out your Sales POC or send an email to our Customer care or raise a ticket in the help section available.

How much time does it take to process my refund?

It takes 3-5 working days for our team to check and refund the payment.

Is partial refund allowed?

Yes, partial refund is also allowed.

Do you charge any fees for making refund?

No, we do not charge any fees for processing your refund.

Updated 8 days ago



General FAQs


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