User guide

Getting started & navigation

Create a workspace with your company name and administrator email. After verifying your email, choose modules in Workspace settings and review the proposed location, department and shift before creating them. You can change modules later under Administration → Workspace settings. Add locations and departments under Administration → Organisation, then add employee records. A registered company administrator is not automatically a schedulable employee. On mobile, open the navigation drawer; it does not reserve space while closed. Selecting English or Deutsch takes effect immediately and does not change your time zone. Signed-in language preferences follow the account.

Account activation and password recovery

New employees receive a login ID and a pending account without a password. In Profile → Access, an authorised administrator generates a setup link and shares it securely. The employee chooses their own password. A setup/reset link expires after two hours, works once and is replaced by a newly generated link. Generating a link also revokes existing sessions. Account invitation, password recovery and disabling login are separate permissions from HR editing. Company administrator recovery is handled by the application owner. No administrator can retrieve an existing password. Account activation and recovery emails use the configured email service; never paste links into support logs. Resetting a password does not reactivate a deactivated account.

Current limits

Camera features depend on HTTPS, browser support and device permission. OCR can misread small or blurred labels; verify every result. Email delivery, payments and MFA are not enabled. Time zones are user preferences; existing scheduling date/time rules are unchanged. Contact your company administrator for company records and access questions.

Inventory access and basic roles

New workspaces include basic access roles, Main storage and a General inventory category. Users & access is the central place to assign access. New employee accounts also receive the Employee role scoped to their own records. Inventory roles must use Company or Department scope; Own records cannot grant access to departmental stock. If no storage is available, a company administrator must configure storage and check the assigned department. Receiving remains Scan → Verify → Add to staging → Confirm into stock.

Company access uses permissions and scope throughout the application. Admin, Manager, Lead and Employee are role templates, not special access rules. Multiple roles add permissions together. Removing a role removes its grants unless another role grants the same permission.

Workspace ownership and delegated access

The workspace creator is its owner, with authority only in that company. Ownership is separate from employment and cannot be changed through role assignment. Only the owner can grant or modify administrator-level roles, consent to support access, or start company lifecycle actions. Employee lifecycle actions still require the applicable manager review.

Use Administration → Users & access to create, edit, assign and revoke roles. Assign Employee to Own records, Manager or Lead to their departments, and Company Administrator to Company scope. Inventory roles require Company or Department scope. Role names do not grant access. Being selected as a manager or lead routes approvals; the person also needs the relevant approval permission for that department. New permissions take effect on the next request.

Recruitment navigation

Recruitment uses three persistent tabs: Vacancies, Candidates & applications, and Careers page. Create vacancies from Vacancies. Detail pages provide return links. Careers page lets you copy the company careers link and preview public listings in a separate tab. Tabs follow your permissions.

Profiles and personal shifts

Employee skills appear in one list with a Primary skill badge. Authorized editors can use Actions to edit or suspend a qualification; suspension preserves past duty records. My workspace → My shifts separates today and upcoming dates from earlier dates under History. The employee profile History tab remains employment history; its duplicate Schedule tab has been removed.

Publish schedules and notify employees

Save changes normally, then open Publish schedule under Workforce management. Review additions, changes and removals before publishing. Employees and their downloads keep the last published version until publication. Existing schedules are retained as the baseline when first edited. Publishing sends no email. A person with notification permission can review recipients and manually send private links to each employee's own schedule. Failed or unconfigured messages remain visible for explicit retry; sent messages are not resent. Department-scoped permissions apply.

Schedule publication states

Not planned means no saved shifts or published schedule for the selected period. Unsaved changes are planning-board selections: review and save them first. Draft means saved shifts have never been published. Changes pending means saved changes differ from the published version. Published means employees see the latest saved version. For several weeks, the status summarises pending weeks rather than declaring the whole period published.

Find the publication status beside the filters in every schedule view. Use Workforce management → Publish schedule for Week or Month summaries. Other unpublished schedules lists pending weeks outside the chosen period, keeping the same location, department and access filters. Review changes groups Added, Changed, Removed and Unchanged shifts into collapsed counts. Expand changes opens the changed groups. Saved schedules, Review changes and Notify employees provide navigation. Notifications are sent manually only after the latest saved changes are published; publishing itself sends no email.