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PlainStaff Admin Documentation

This documentation explains the configuration and administration of PlainStaff. It is intended for technical staff as well as the business administration staff. It gives detailed information on the different configuration objects and their usage.

In case of open questions or other problems please send an email to our support team.

support@plainstaff.com

Setup Assistant

When you start the app for the first time, the setup wizard appears at the top of the screen, which guides you through the first steps in setting up PlainStaff. It can be restarted at any time later in the Settings screen with the "Start Setup" button.

Setup Assistant

Getting Started

The Modules

With PlainStaff you can record the working and project times of your employees, as well as manage and document requests for absences. It offers three different modules that can be used alone or together.

Employee Time Module

The employee time module can be used to record the working times of your employees and manage them in a time account. It can be configured to automatically calculate the overtime hours based on the target times of the employees. It can also automatically report on annual leave days or sick days. Times can be exported to Excel for documentation or further processing. The employee time module also automatically tracks and enforces working time regulations like maximum working hours per day and minimum breaks.

First steps for the employee time module

In order to start using the module you should follow these steps

  1. Add some teams for your staff
  2. Add some regions for your staff
  3. Review and maybe add the public or company holidays for your staff
  4. Review and maybe add some booking types for the time recording
  5. Add some time models
  6. Adjust the settings especially the start of the current posting period and the posting rules
  7. Add some employees that shall be able to use the App

Project Time Module

The project time module focuses on the recording, reporting and invoicing of working times that are linked to a customer, project and task. Hours are booked on tasks and can have a standard hourly rate. Management, the project managers and all project members always have an overview of the hours spent, budget left and also the unbilled hours on the project. Project hours can be exported to excel for documentation or further processing.

First steps for the projects module

In order to start using the module you should follow these steps

  1. Add some conversion rates if you want to use foreign currencies in your projects
  2. Adjust the settings especially the start of usage and the local currency
  3. Add some employees that shall be able to use the App
  4. Add some customers
  5. Add some projects and tasks for the employees to book their times

Both Modules Together

If both modules are used together PlainStaff additionally can report on the workload and utilization for the staff. See section Team Overview of the project module in the user documentation.

Absence Module

With the help of the absence module, requests for absences (vacation, time off, business trips, etc.) can be managed and their approval or rejection documented in an audit-proof manner. The module can also be used to manage vacation entitlements and to manage vacation accounts. The team calendar shows all absences of the team members clearly. The team calendar can be integrated into the Outlook calendar via link.

First steps for the absence module

In order to start using the module you should follow these steps

  1. Add some teams for your staff
  2. Add some regions for your staff
  3. Review and maybe add the public or company holidays for your staff
  4. Review and maybe add some booking types for the time recording
  5. Add some time models
  6. Adjust the settings especially the start of the current posting period and the posting rules
  7. Add some employees that shall be able to use the App

Subscription

Subscription

If you want to continue using PlainStaff after the free trial period you have to purchase a subscription. The purchase and management of this subscription can be done from within the app here in the admin section.

In the subscription screen first add your invoice address and payment method. All payment related data is directly stored at our payment provider Stripe who has all relevant security certifications (PCI, PSD2, SCA, etc.).

After you have added your invoice address and payment method you can click on "Change" in the modules box in order to add or remove licence subscriptions to or from your account. These subscriptions can then be used to add more users. You can only remove subscriptions if you delete the corresponding amount of employees first. Changes to subscriptions are prorated. Licenses that are possibly overpaid will be reimbursed with the next invoice. Refunds can take up to 30 days.

Please send a message to sales@plainstaff.com in case of any questions.

The invoices screen provides all invoices for download. Invoices are also sent by email to the address provided with the invoice address.