Welcome to Proplanum!

As a Location Manager, you manage all aspects of operations in assigned locations. You are responsible for managing and controlling the local staff, financial performance, development, and operations. In Proplanum, you have access to planning and managing working hours, information about locations, and the teams you manage. You also oversee the managers of individual units. We invite you to review this short guide to better understand the system and the tools you will be using.

Join an 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 guidance on how to do this:

Download Proplanum - you can use Proplanum both via a web browser and a mobile app.

Important: We have prepared a Manager's Guide to the Mobile App. Review it, as it will make your first steps in using the system easier.

Join your organization - what to do next if your employer has sent you an invitation.
Profile setup - configure your profile data and set how you receive notifications in the system - check the article "Managing Notifications in Proplanum" Profile data can also be edited by your employees in the same way.

After configuring your profile settings, familiarize yourself with the tools for planning and managing working hours. We have prepared a short guide to the most important features of each tool - "Getting Started as a Location Manager" In the further part of the article, you will find tips and suggestions for detailed articles on individual tools.

Tools in Proplanum

As a Location Manager, you have access to tools that facilitate control and management of working hours and staff, as well as improve internal communication:

Dashboard - a central view of key areas of team management.
Schedule - overview and planning of work in assigned locations.
RCP System - monitoring and managing registered working hours of employees and generating exports.
Requests - access to all employee requests, their limits, and statuses.
Tasks - insight and management of team tasks.
Team - access to the list and editing of data of team members assigned to managed locations.
Locations - insight into the list and editing of assigned locations.

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

Dashboard Overview

The dashboard provides a central view of key operational metrics. You can customize the displayed location by selecting it from the dropdown menu on the right. Monitor your team's task performance and receive real-time updates on staff attendance and submitted requests.

Work Schedule

This module gives you full control over planning and managing your team's work schedule. With this tool, you can effectively plan shifts, view requests, and monitor employee availability. You have the ability to plan, modify, and publish the work schedule, manage unassigned shifts, and track everything in real-time across all assigned locations.
To learn about the Schedule tool, check the article "Getting Started with the Schedule Tool"
Plan work using various methods, which you can read about in the articles below:
"Basic Shift in the Schedule – Creating and Managing"
"Copying the Schedule"
We have created a separate section in the Schedule Planning. category about automatic options for generating work schedules. Discover what scheduling options you will find in Proplanum.
You can read about publishing changes in the schedule here.

Time Tracking

In the RCP System tab, you can closely monitor your employees' working hours. Manage working hours, control absences and overtime, and track related costs. The article "Record keeping - getting started" has been created to guide you through the first steps of using the tool.

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. We invite you to read the article "Exports".

As a Location Manager, you are responsible for managing the workforce, including time tracking. Choose the method of recording your employees' working hours – 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:

"Setting Working Hour Tolerances"
"Configuring Break Types"
"Overtime Settings"
"Working Time Alerts"

Managing Requests

This section allows for effective management of employee requests, including leave requests, delegations, and availability. You can view, filter, approve, or reject requests, as well as add new ones. Familiarize yourself with the article "Who Can Submit a Leave Request?", to learn about user permissions in this tool.
You can read about managing requests and their approval here.

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 enables effective planning and organizing of work. You can create, assign, and monitor tasks, as well as manage the details of each task. In the article "What are Tasks?" you will find detailed information about the tool.

Create new tasks, assign them to individuals or groups, decide on one-time or recurring tasks – all in one place. This facilitates organization and ensures a clear division of responsibilities.
You can read about the types and creation of tasks here. Also, check out the article "Changing Task Status".

Employee Team

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.

While using the system, in the "Team" section, you will find all information about the status, position, and role of employees available here. This section allows for effective management of the workforce. What will you find in this tool and what can you do?

Add new team members - "Adding team members"

Remember: As a Localization Manager, you will not be able to add employees via import.

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

Personalize employee settings - we have prepared articles on configuring 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
Rates and salary settings

Managing Locations

This section allows you to effectively manage the company locations assigned to you. Here you will find all the places where your company operates - stores, branches, departments, that you manage.
After selecting 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
Planning settings in a location
Working hours settings in a location

Updated on: 01/08/2024