The xMatix mobile app puts your organization's apps, lists and records on a phone or tablet. It is built offline-first, so field work carries on through dead zones and syncs when coverage returns. It signs in with the same work account and permissions you use on the web. Your organization supplies the app. Everything it shows, from the tabs to the offline data and the attendance check-in, is configured by your administrators in web Setup.
New to the app? Start with Using xMatix on mobile for installing it, signing in and the first sync. Then read How offline-first mobile works for the offline model. This section builds on both.
Overview
The app has the same building blocks as the web: apps group the work, lists show records of one type, and records hold the detail. On a phone those blocks sit in a different frame. Bottom tabs replace the sidebar, an Apps drawer replaces the app switcher, and the forms are mobile layouts designed for a thumb.
Two things set the mobile app apart from the browser:
- Presentation. Tabs, list cards and record screens come from mobile layouts and the app's navigation, so your app can look different from a colleague's.
- Availability. A configured subset of data is kept on the device. Lists, records and saves work offline against that copy, and your changes wait in a queue until they reach the server.
What's in this section
| Page | What it covers |
|---|---|
| How the mobile app is organized | Bottom tabs and the More sheet, the Apps drawer, list tools (views, search, filter, sort) and record screens |
| Working offline: sync status and recovery | The Sync Status screen, fixing rejected changes, conflicts, resetting offline data and the Storage & Database screen |
| Capturing data in the field | Forms, photos and files, signatures, barcode scanning and item catalogues |
| Approvals on mobile | The approval panel on a record: submit, approve, reject, reassign, recall and history |
| Sense on mobile | The Sense Agent chat screen and how access is licensed |
| Location tracking | What is recorded during a check-in session, and when |
| Configuring the mobile app | For administrators: navigation, mobile layouts and every tab of the Mobile App record |
| Monitoring sync failures | For administrators: the records devices file when a queued change fails for good |
| Troubleshooting | Missing records, stuck changes, sign-in, stale data and storage warnings |
How xMatix handles it
What happens when the app opens
The app goes through up to four screens before your work appears. It skips any screen that has nothing to ask.
- Sign in. The sign-in screen has a Password tab and a One-time code tab. More sign-in options opens the hosted sign-in page for single sign-on and other methods. See Signing in to xMatix.
- Choose a workspace. This shows only when your account belongs to more than one organization. You skip it when you have just one, or when the organization you used last is still available.
- Choose an app. This shows only when your security profiles give you more than one mobile app configuration. With exactly one, it is selected for you.
- Check in. This shows only when your profile requires an attendance check-in for the selected configuration. The screen reads Check in to start your day. You allow location access, take a selfie if your organization requires one, and tap Check in. If you are offline, the check-in is saved on the device and synced later.
Your first sync then downloads the app's metadata and the data your configuration keeps offline. After that, the app opens on the first tab of your app.
Where things are
| You want to… | Go to |
|---|---|
| Open a list or page | The bottom tabs, or More when your app has more items than fit |
| Switch to another app | The grid icon at the top left (Apps), then tap an app card; star an app to pin it |
| See what is waiting to sync | Tap the floating offline or sync pill, or open Apps → Preferences → Sync status |
| Change theme, language, time zone or notifications | Apps → Preferences |
| Check device storage or free up space | Apps → Preferences → Storage & database |
| Re-download layouts and translations | Apps → Preferences → Refresh Metadata (your offline data and pending changes are kept) |
| Read your notifications | The bell in the header |
| Ask Sense | The Sense Agent icon in the header, shown only when you hold a Sense AI user licence |
| Switch organization or app, or sign out | Apps → your name (opens Profile), then Switch Organization, Switch App or Sign Out |
| Check in later or check out | Apps → Check in (shown after you skip check-in) or Apps → Check out (shown while a session is open) |
| Send technical details to support | Apps → Preferences → Advanced → Diagnostics → Share diagnostics |
How it stays up to date
- Your changes upload when the app starts, when a connection returns and holds steady, when you bring the app back to the foreground, and right after you save.
- Data from the server downloads at sign-in, at launch, when you switch app or organization, and when the configuration version changes. A catch-up runs each time the connection returns. Opening a list also fetches that entity's latest changes. Sync now on the Sync Status screen runs a pass straight away.
- Configuration (branding, offline policy, settings) is checked at start and when you switch organization. It is applied as soon as the version changes, with no new app build needed.
- App updates download in the background. When one is ready, the app shows A quick refresh is ready. Tap Restart now, or tap Later to have it applied the next time you open the app.
Prerequisites
- A work account that signs in on the web, with a security profile your administrator has assigned to an active mobile app configuration.
- The app installed the way your organization tells you.
- A connection for the first sign-in and the first sync.
Training
Practice exercise
In a sandbox organization, sign in to the app and wait for the first sync to finish. Open Apps → Preferences → Sync status and confirm it reads All changes synced. Turn on airplane mode, edit a record whose entity your configuration lets you edit offline, and save it. Expected result: the offline pill reads Offline · 1 change waiting, and Sync Status lists the change under Waiting to sync (1). Turn airplane mode off and keep the app open. Expected result: the change leaves the queue, and the edit is visible when you open the same record on the web.
Quick reference
- One account and one set of permissions, on the web and on mobile.
- Tabs come from your app's navigation: three on a phone, then More.
- The Apps drawer switches apps and holds Preferences and your Profile.
- A cloud badge on a tab means it needs a connection right now.
- Sync Status shows Needs attention for changes the server refused. Fix, retry or discard them.
- Signing out does not delete changes still waiting in the queue on the device.
- Refresh Metadata reloads layouts without touching your data.
Permissions
The app enforces the same entity, field and record security as the web. It stores and shows only what you may see, and it offers +, Edit, Delete and record actions only where you are allowed to use them.
A user receives a mobile app configuration only through a security profile listed on that configuration's Profiles tab, and only while the configuration is active. Each profile assignment also sets whether its users must pass the check-in gate. A user with no assigned configuration can still sign in and use their apps, but without that configuration's branding, offline policy or check-in gate.
The Sense Agent chat, Sense insights and Sense Mechanic appear only for users with a Sense AI user licence. Administrators need the Manage apps & navigation capability to open Setup → Design Studio → Apps → Mobile Apps.
Configuration
Everything that shapes the app is authored in web Setup and reaches devices without an app-store release. A typical rollout order:
- Apps and navigation. In Setup → Design Studio → Apps → Apps, make sure each app's navigation items are available on mobile, in the order you want the tabs. Items marked web-only, hidden or inactive are left out on mobile.
- Mobile layouts. Design mobile layouts for the entities your users work with, and a mobile layout for every app page they need. A page without one does not appear in the mobile navigation, except a Home page.
- The Mobile App record. In Setup → Design Studio → Apps → Mobile Apps, create a configuration and fill in its tabs: Branding, Offline & Sync, Projected Tables, Settings, Update Channel, Check-In and Location Tracking.
- Apps tab. Choose which apps the configuration exposes. Leave it empty to expose them all.
- Profiles tab. Assign the security profiles that should receive it, and set the check-in requirement for each.
- Activate it. Only an active configuration is handed to devices. Every save raises its version, which devices pick up the next time they check.
- Monitor. Review the records devices file when a change fails for good. See Monitoring sync failures.
The full reference for each tab is in Configuring the mobile app.
Common problems
The app shows "Nothing to show here" after I sign in
The selected app has no navigation item that can show on mobile. Every item may be web-only, hidden or inactive, or the pages may have no mobile layout. Use Open app menu to pick another app, or ask your administrator to make items available on mobile.
The app asks me to check in before I can do anything
Your profile requires an attendance check-in for this configuration. Complete the check-in. If your organization allows it, Skip appears in the header and you can check in later from Apps → Check in.
On Android, the Check in button stays disabled
When location tracking is on, a check-in session needs background location access (Allow all the time). Grant it in the phone's settings, then return to the app.
A record I can open on the web is missing on the phone
Most often the record falls outside what your configuration keeps offline, such as an older transaction outside the sync window. See Troubleshooting.
Common questions
Why does my app look different from a colleague's?
The shape of the app is configuration, and it is scoped. You may be in a different app (check the Apps drawer), your profiles may give you a different mobile app configuration, and views, list cards and record layouts are designed per entity. A phone shows three tabs before More, while a tablet shows more. If something you need is genuinely missing rather than arranged differently, ask your administrator.
Do I need a new app version when the administrator changes something?
Usually not. Navigation, layouts, branding colours and logos, offline policy, settings and check-in rules are configuration. The app picks them up when it next checks. App updates download in the background and are offered with Restart now. The exceptions are part of the installed build: the device app icon, the native splash screen and new device capabilities. Those need an updated app from your organization.
What happens to unsynced changes if I sign out?
Signing out does not delete them. Queued changes are stored on the device for your account in that organization and app. If changes are still waiting when you tap Sign Out on the Profile screen, the app warns you with Uploads still waiting and offers Stay signed in or Sign out anyway. It is still best to check Sync status first and wait for All changes synced. That way your work reaches the server today rather than at your next sign-in.
Which languages can I choose?
Apps → Preferences → Region & Format → Language sets the display language. Your choice is saved to your account, along with Locale and Time Zone. Labels your organization has translated follow your language. The app's own built-in text ships in English and Hindi. In other languages, any built-in text your organization has not translated shows in English.