Welcome to Proplanum!

As a Advisor, you monitor and control the quality of work across all locations. You assist administrators in creating the company's team and locations in Proplanum. You support managers in conducting effective operations according to the plan. You are responsible for settling employee time records and their salaries. You have access to employee requests and can monitor their statuses, leave day limits, and absences.

Additionally, you have access to your organization's billing information regarding the use of Proplanum, allowing for quick invoice downloads and insights into settlements.

We invite you to review this short guide to better understand the system and the tools you will be using.

Join the organization in Proplanum

You have been invited to use Proplanum. Follow the steps below to join the team. Click on the individual points to find instructions on how to do this:

Download Proplanum - you can use Proplanum both via a web browser and a mobile app.
Join your organization - what to do next if your employer has sent you an invitation.
Profile setup - set up your profile data and configure how you receive notifications in the system - check out the article "Managing notifications in Proplanum" Profile data can also be edited by your employees in the same way.

In the further part of the article, you will find tips and suggestions for detailed articles on specific tools.

Tools in Proplanum

As a Consultant, you have access to tools that facilitate the control and management of working time and personnel, as well as improve internal communication:

Dashboard - a central view of key areas of team management.
Schedule - a preview of planned work schedules in locations and statistics.
Records - monitoring employee time records and generating exports.
Requests - access to all employee requests, their limits, and statuses.
Tasks - insight into the team's task list.
Team - access to the list and editing of employee data, as well as the ability to add new users.
Locations - insight into the list and editing of locations and adding new ones.
Licenses - insight into billing information and invoices.

Tip: After logging into your account, a tutorial will appear that will guide you through the system and individual tools, making it easier to understand its functions.

Dashboard Overview

The Consultant's dashboard provides a central view of key operational indicators across various locations. You can customize the displayed location by selecting it from the dropdown menu on the right side.

Work Schedule

This module gives you a preview of published changes in work schedules for employees across all company locations. The left toolbar allows you to customize the schedule. Switch between locations, views, and dates, filter and sort to make the schedule as readable as possible. You can display planned shifts, leave requests, or employee availabilities.

Time Records

In the Records tab, you can closely monitor your employees' working hours. You have a view of work hours, absences, and overtime for employees, as well as the associated costs. Use the filtering options to selectively browse data by dates, status, location, or employee. Click on a selected employee to view their records. Each working day is precisely recorded. Click on individual entries to view detailed information regarding working hours.



In the Exports tab, you can easily generate and download reports and exports of working time data. They facilitate the settlement process in payroll and accounting programs as well as deeper data analysis. You can choose a specific payroll program to which you want to send the data, or download a universal record from the system in XLS or CSV format. We invite you to read the article "Exports".


As an Advisor, you also have the authority to configure the working time record settings for employees in specific locations. This allows you to support the organization's administrator in configuring the RCP (Working Time Registration) settings in the company. Choose the method of recording your employees' working time – more information can be found in the article "Types of time tracking" . Also decide whether you want employees to confirm their GPS location when registering RCP - information can be found in "RCP System and GPS location".
Set the RCP system settings – detailed information on this topic can be found in dedicated articles regarding configuration settings:

"Establishing working hour tolerances"
"Configuring break types"
"Overtime settings"
"Working time alerts"

Applications

In this section, you will find information regarding submitted employee absence requests, including leave requests, delegations, and availability. From the main list of requests, quickly respond to urgent situations: monitor, check the history of each request, or even print the necessary documents. Familiarize yourself with the article "Who can submit a leave request?", to learn about user permissions in this tool.
The ability to view submitted requests, their statuses, and available limits streamlines HR's processing of employees' vacation days and helps control these limits. More information about request options can be found in the article "Who can approve requests?".

The calendar is your window to the team's availability. The collective view shows who is available, when, and for how long, and also allows you to review the availability of individual employees. More about the availability submitted by employees can be found here.

Task Manager

This tool allows for effective monitoring of work and responsibilities assigned to employees. You can filter tasks based on location, employees, and date ranges. Track the progress of tasks and subtasks. Each of them is clearly marked, allowing you to see the status of completion and percentage at a glance. This enables quick finding of specific tasks and better management of priorities. In the article "What are tasks?" you will find detailed information about the tool.

You can read about the types and creation of tasks here.

Employee Team

The role of Advisor in Proplanum was created to support the Organization Administrator in creating the company's structure and team in Proplanum. Assist the administrator in building the team by adding employees using various methods.

Important: A well-defined organizational structure of the company is the command center for your crew. The article "Defining the organizational structure of the company" has been prepared to help management create a team in Proplanum.


As an Advisor, you have the authority to add and edit team members in the system. The "Team" section allows for effective creation and management of personnel. What will you find in this tool and what can you do?

Add new team members - "Adding team members"

Remember: To quickly add new users, even in large numbers, use the data import option. We have created a separate article titled "Importing employees into the system" that will guide you through the steps of this method.

Browse and manage employee information: familiarize yourself with the dedicated articles: "User access levels in Proplanum", "Archiving and restoring team members",

As an Advisor, you may be required by the Organization Administrator to manage employee settings, including their permissions to use various tools and employment conditions. To assist you with these tasks, we have prepared several articles regarding specific settings.
Employee personal data settings
Employee work schedule and time tracking settings
Setting regular working hours for a team member
Configuring employment details for a team member
Rate and salary settings

Managing Locations

This section allows for effective creation and management of company locations. You can browse existing locations, create new ones, configure their settings, and assign employees. You can quickly create a new location, select active positions within it, and assign the first employees. The article "Creating and managing locations" contains tips on how you can do this.

Once you select a specific location, you will gain access to its settings – from scheduling to time tracking systems. Everything is organized and explained to make management simple and intuitive. Tips on configuring settings can be found in the Locations category or in individual articles:
Basic data settings for locations
Managing positions and tags in locations
General settings for locations
Scheduling settings in a location
Working hours settings in a location

Licenses

This section provides an overview of licenses and billing in the system. You will find information about current license terms, transaction history, plan details, and payments - familiarize yourself with the dedicated article "Where to find billing information". A list of invoices is also available with the option to download them - detailed information can be found in the article "How to obtain an invoice in the application"

Updated on: 01/08/2024