Manual
Short overview
What is the minimum contract period?
One month. There is a 30 days free trial version, in which all the modules and their functionallities can be activated and tested.
How do I purchase a license?
Choose one of our packages, or customise your own on our homepage. Once you are logged in, under the License tab, you can find all the necessary details like to which bank account to make the transfer, what reference to use and the amount.
How do I extend my license?
Simply make sure the monthly amount is transferred before the period of the previous one has ended. You can see the expiration date under License.
How do I cancel my license?
You just stop transferring the payment and your license will be canceled automatically.
Who can see my data?
No one outside your company has access to your data.
Does ProOffice run on any device?
Yes, all you need is a Browser that supports HTML5, which is practically any up to date browser. Beside that you can also use our App.
I have more questions, what do I do?
Please use our Contact Form.
General
How do I sign up?
We are happy you decided to use ProOffice! In order to sign up, choose on our homepage the modules or package with the functionality you need and click on the Free Trial Button.
Important: Only the person responsible for the business or the office should register.
Why do you need my address?
In order to issue invoices for your business.
How do I login?
After verifying your email, you can login using your email address or your mobile phone number, in case you added it to your profile.
How do I change the UI language?
If you are not logged in, at the bottom of the page, else under the Private Info tab.
Filter object
A Textbox for choosing employees like when adding to a Team, or a team when filtering with the Calendar. The search runs over the name and shows up to five hits. A click on the spying glass shows all available employees, teams or shifts.
Tables
Most of the tables show interactive data. Depending on where you click, different dialogs might show up:
How do changes get saved?
Most of the editable fields are automatically saved when you change them, like in Settings.
My Profile
Where can I see my data?
Under the General tab you can see and edit your personal data:
- Birthday,
- Address,
- Mobile number,
- Upload a profile photo.
Admins can update the an employee\'s data like name, email, etc. under Members.
What can I see under the hours tab?
A report for a month of your choice about the number of hours you worked, salary, vacation days taken and days off due to illness.
What can I do under settings?
- Make our side toolbar visibile, in order to quickly and easily switch between menu items.
- Change the UI language and date and number format.
- Change your password.
the number of your vacation days displayed under private information.
What can I do under preferences?
Your preferences are relevant for the shift plan.
- You will see all of your shifts.
- Choose on which days you prefer to work.
Company
What data is saved under the general tab?
How do I add a new employee?
Important: Employees must be first added, before being able to add them to Teams:
- Fill in all the relevant data in the new window that opens.
- Enter the yearly vacation and the still remaining days.
- Determine the permissions of the Employee.
- Fill in relevant module data, like hourly wage in case of a shift.
How do I edit an employee?
- Click on the desired row for updating the data.
- Click on the red to move the Employee to the Deleted Employees list.
- Deleting an Employee from the Deleted Employees list is permanent.
What permissions are there?
- Role.Type[0]The employee can take vacation, by marking it in the Calendar, without asking their manager for approval.
- Role.Type[1]The employee can mark their illness in the Calendar instead of calling the office and letting them do it.
- Role.Type[2]The employee can start and stop their time clock through the dash board and also edit manually the time they worked in the up to
- Role.Type[3]The employee can pick for themselves the shifts they want to work in the up to
- Role.Type[4]The employee can mark their business trips by themselves in the Calendar instead of coordinating it with the office.
- Role.Type[5]The employee can do home office, by marking it in the Calendar, without asking their manager for approval.
Why are some permissions disabled?
The permissions, Team manager can approve vacations or home office of team members, are inherited.
If an employee is also team manager and these team\'s permissions are on, then these permissions for the employee are also on and cannot be changed unless the employee is not a manager anymore.
How do I create a new team?
Important: In order to add team members, they have to first be added under tha Employees tab.
An overview on all Teams and their members. As Admin you can add a new team using the Add team button:
- Fill in the name of the team in the new window that opens.
- Choose a manager with help of the Filter object.
- Add members on the next step.
- If you use the Shift module, you can assign shifts to this group.
What can I see under reports?
Reports for a month, a quarter or a year about:
- Business trips and their costs,
- Vacation, sickness days, home office,
- Working days, hours and wage.
Offer
What are modules?
Our system is based on modules. When you purchase a license you get the core modules and may choose additional modules that will enhance the functionality of our system and better help support the managing of your business. You can always add and remove modules under License.
Offer
What information is shown on the dashboard?
The Dashboard includes different information:
- who is on vacation
- who is sick
- who does home office
- the shifts you work in, and if relevant, start and stop the time clock
- your business trips
- all messages
What actions can I perform on the information?
- A click on a name, shows the employee\'s information.
- A click on the information, jumps to the Calendar; or to the up to; or to the Messsages.T.
- A double click on a business trip, opens it for editing in a new window.
Calendar
What can I see in the calendar?
In the calendar you have an overview of all of your activities and those of your colleagues:
- Vacations, sickness days, home office, business trips, shifts etc. As well as school and public holidays of your state.
- The different entries (holiday, sick, etc.) are color-coded. e.g. vacations are colored yellow.
What is the per employee mode?
In the per employee mode, the data for the whole month is shown in a table, in which each row represents one employee and each cell contains their activities for the day.
How do I see all activities on a certain date?
Select the Info mode and click on a date. All the activities related to that day will be shown.
How do I mark an activity?
- Select the relevant mode.
- Select the first and the last date (for selecting only a specific date, just double click it)
How do I delete or withdraw an activity?
- First select the wanted mode and then select the dates, like described above, from which you want to delete an entry .
- You will then be shown all entries in this period.
- Click on the red , in order to delete the entry.
Why are there three different colors for vacation?
So that you can see pending vacation requests.
- Team manager can approve vacations of team members: you requested a vacation, but it has not yet been approved.
- Pending vacation (cancel): you want to withdraw a vacation, but it has not yet been approved.
Offer
The up to shows you all shifts in a practical weekly overview.
Does everyone see all shifts?
No. Everyone sees the shifts that belong to their team. Admins see all.
Who can edit the shiftplan?
- Employees: can manage only themselves if they have the right permission.
- Manager: everywhere where they are the Manager.
- Offer: can edit every shift.
How do I edit the shiftplan?
- Click on a shift.
- Choose the Employees you want to put in the shift bei clicking on the checkbox.
- Remove Employees from shifts bei deactivating a checkbox.
- Add a standby:
- Turn the Standby switch on and choose the Employees you want as standby.
- Turn the switch off, if you want to choose Employees for the shift.
How can I automatically fill shifts?
Our system can fill shifts for you automatically.
- Choose whether you want to assign employees according to their preferences, past shift schedules, or randomly.
- Click on the Fill shifts button.
- Based on your selection, algorithms calculate how the shift schedule can be filled and automatically assign employees to the shifts.
Offer
The AI module is related to the Shift module module and gives you Insights regarding your business.
Do I have to share my real revenues?
No. It is okay if you do not want to share your real revenues with us. This module will work just as well, as long as you are using the same weight at all times:
- Choose a multiplier. e.g. 0.18, 0.63, 3.7 or what ever other value you prefer.
- Multiply your revenue for the day by this value.
- Save the value in the appropriate date.
Example:
On day 1, 2, 3 the revenues were 5,000€; 6,500€; and 5,500€ respectively.
- Our multiplier is 0.3
- Our modified revenues are:
- Day 1 - 5,000 x 0.3 = 1,500€
- Day 2 - 6,500 x 0.3 = 1,950€
- Day 3 - 5,500 x 0.3 = 1,650€
- We write and save these results in the appropriate dates.
How does the AI module work?
In order for our AI to give you meaningful insights, it first needs a few months of data from your business. That means you have to enter your revenues every day under Insights. When there is enough data, the AI can analyze your revenues, shift schedules and employees and give you a report of the results.
What insights can the AI give me?
Using the data in the system, the AI can give you insights into which employees are working well individually or together and increase the sales of your business. In this way, you can let the system plan your shifts better, and ensure more sales and an even better atmosphere in your business.
Offer
With whom can I communicate?
Under up to you will find a messenger for communicating directly with individual Employees, your Teams and the up to.
Who can read and reply to my messages?
- Employees: Only the selected Employee.
- Team: All Employees as well as the manager who belong to this team.
- Offer: The selected office worker.
Offer
How do I add a business trip?
Select the business trip mode in the Calendar and click on the first and last date of the business trip.
How are the business trip expenses calculated?
Important: All expenses are calculated using a "flat rate" (Pauschbetrag).
After you added a business trip to the Calendar, you and the Admin can:
- Mark what meals the company paid for.
- Upload invoices, for example for flights.
Billing
What does a license include?
When you purchase a license, you choose which modules it includes, the number of employees, and whether it is paid monthly or yearly. Before purchasing a license, you can test our system and modules for free for 30 days. You can also upgrade your license at any time.
Where can I find my invoices?
You can download issued Invoice at anytime.
How do I pay for the license?
It is recommended that the payment will be transferred at least three working days before the end of the license. Since not paying is the way to cancel your license, missing a payment will cause our services to stop.