Welcome to Proplanum!

As an Organization Administrator, you hold the highest role in the Proplanum system. You have the authority to create the company structure and the team of employees. You can configure settings for all tools, manage operations, and the team. You are the support for all users and are responsible for system settings, licenses, and billing. We invite you to familiarize yourself with the short guide and the prepared articles that will be helpful while using the system.

Start using Proplanum

Are you a new user and want to create your organization in the system? We have prepared dedicated articles for Organization Administrators that will help you through the initial steps of setting up your company account and facilitate your use of the system. To learn more about Proplanum, check out our article "What is the Proplanum system?"

The following articles will guide you through the first steps of using the system:

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

Tip: We have prepared A Supervisor's Guide to the Mobile App. Check it out, and it will make your first steps in using the system easier.

Registration and Login
Configuring the Company Account - configure your company and profile data and settings.

Configuring the Company Account

Important: Proper configuration at the beginning is crucial, as its elements will become the default settings that can be modified later as needed.

1. Company Settings

These settings affect your entire team and all company locations. The information entered will serve as a basis for the entire system, enabling effective management of tasks, planning, and communication within the organization. Click on the specific setting to go to the article with detailed instructions on how to configure it.

General Settings - set the basic data of your company, such as name, address, contact details, contacts, and VAT invoice data. Configure the global settings of the organization, such as the start day of the work week, time format, country, currency, time zone, and date format.
Positions and Tags - create positions and tags that will be used in your company.
Requests - create and configure types of requests (e.g., vacations, sick leaves) that will apply in the organization, which you will then assign to your employees. Tips on how to assign types of requests to your employees can be found here.
Holidays - specify which public holidays will apply in your company.
Labor Code - specify the provisions of the labor code that will apply in your company, which will be important when creating work schedules. Also, choose how to send messages regarding the labor code.

2. Creating Company Locations

After completing the configuration of the company settings, you can proceed. The next step will be to create locations if they exist in your organization. Information on how to do this can be found here.


Remember: In Proplanum, "Locations" can refer to different structures depending on the specifics of your company. Here are a few examples of how you might interpret locations:
Different branches - for example, several stores in different cities.
Different departments - for example, in a hypermarket divided into departments.
Different production lines - for example, in a factory with multiple production lines.
How you choose to interpret locations depends on the structure and needs of your company.

The article "Creating and Managing Locations" provides tips on how to quickly add new locations. In the further part of this guide, you will find information about managing locations in your company.

3. Creating a Team

If you do not need to create separate locations, you can go directly to the next step, which is creating a 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.

To facilitate Organization Administrators in creating a team, the permissions to add new members are also granted to Location Managers and Advisors - we invite you to read the article "Adding Team Members"
If you want to quickly add a large group of people, you can use the employee import option. This feature is also available for advisors. We have created a separate article titled "Importing Employees into the System" , which will guide you through the steps of this method.

Each system user must be assigned an appropriate role in the system - more information on this topic can be found in the article "User Access Levels in Proplanum",
In the further part of this guide, you will find information about configuring settings and managing employees.

After configuring the profile settings, familiarize yourself with the tools for planning and managing working time. In the further part of the article, you will find tips and suggestions for detailed articles on the available tools.

Tools in Proplanum

As an Organization Administrator, you have access to tools that will facilitate control and management of working time 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 all locations.
RCP System - monitoring and managing recorded working time 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 locations and adding new ones.
Locations - insight into the list and editing of all locations.
Licenses - insight into billing information and invoices, access to payments, and managing the plan.

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 across different locations. 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 the work schedule of your entire team. With this tool, you can efficiently plan shifts, gain insights into requests, and monitor employee availability. You have the ability to schedule, modify, and publish the work schedule, manage unassigned shifts, and track everything in real-time across all assigned locations. You can both plan and control the planned work schedules by Location Managers and Supervisors throughout your company.

To get to know the Schedule tool, refer to 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 on automatic options for generating work schedules in the Schedule Planning. Discover what scheduling options you will find in Proplanum.
You can read about publishing changes to 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 summaries 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 an Organization Administrator, you are responsible for managing the workforce, including time tracking. You can configure RCP preference settings at individual locations to tailor them to the company's needs.

Remember: Users with the role of Location Manager or Advisor can also configure RCP settings at locations. You can delegate these users to make the appropriate settings.

Choose the method of recording your employees' working hours – more information can be found in the article "Types of Recording Working Time" . 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 Tolerance"
"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. Refer to 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, as well as allows you to review the availability of individual employees. You can find more about employee availability submissions 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

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 personnel management. What will you find in this tool and what can you do?

Add new team members - if you want to add new users while using the system, refer to the article "Adding team members" or "Importing employees into the system".

Browse and manage employee information: refer to 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 RCP 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 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.

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
Scheduling settings in a location
Working hours settings in a location

Licenses

This section provides an overview and management of licenses and billing in Proplanum. Here you will find information about current license terms, transaction history, plan details, and payments - check out the dedicated article "Where to find billing information. You can read about payment methods and billing here.

In this area, there is also a list of invoices with the option to download them - detailed information can be found in the article "How to obtain an invoice in the application" We have also prepared an article "How to fill in the data for the invoice"

As an Organization Administrator, you can manage your plan, change it, or modify the type of billing. Familiarize yourself with the available articles:
Types of subscriptions - if you are wondering whether to choose monthly or annual billing
Types of packages - you will learn about the available packages in Proplanum.
Managing the plan - if you want to change or extend your current plan.
Changing the number of licenses - if you want to change the number of purchased licenses.

Updated on: 01/08/2024