Please remember, we are always here to assist with the setup. You can reach us at: support@intramanager.com, sales@intramanager.com, or by phone at +45 78 797 797.

TABLE OF CONTENTS

• Create a Division
• Create an Employee Group
• Create an Employee
• Create a Client
• Create a Project
• Create a Product
• Create a Shift Template
• Create shift in the Shift Plan

Create a Division

When you begin setting up Work, a default department called "Administration" will already be created, and as the creator, you will automatically be part of this department. 

You can always change the name of this department, and it is already configured with top management. However, you will not be able to delete this department.

If you want to create a new or additional divisions, follow these steps:

1. Click on the "Various" menu item, then select "Systemsettings."
2. Next, choose the "Staff" tab.
3. In the "Divisions" section, click the green "+" icon in the top right corner.
4. Fill in the division's title and specify whether it should be active and/or have top management*.
5. Click "Save."

*The division with top management is the primary divisiom. This means it "owns" the other divisions and will appear at the top when viewing divisions in a hierarchical structure. This division has access to view all other divisions.

Create an Employee Group

When you start setting up Work, a default employee group called "Administration" will already be created, and as the creator, you will automatically be part of this group. 

1. Click on the "Staff" menu item, then select "Employee Groups."
2. Click "Create."
3. Fill in the fields in the pop-up. There are important details to note, which will be explained in the next step.
4. Click "Save," and your employee group will now be created.

In the initial employee group, which you are automatically part of, it is important not to remove yourself from the group if you are the only member.

To delete an employee group, follow these instructions.

Employee Group Pop-up Guide

1. Owner

• The first field is for specifying the owner of the group. If set to "none," the employee group will appear at the top of the "tree" view. If you have multiple employee groups and assign one as the "owner" of another, the owned group will be listed under its owner. With the correct settings (which will be covered later), the "owner group" can see all subordinate employee groups. 

If you set the owner to "none," make sure to assign a department. 

The owner helps determine which department the employee group belongs to.

2. Title

• This is where you enter the name of the employee group. 

3. Allow as Leaders

• Enable this setting if the group should have access to view subordinate groups. 

4. Allow to see the same level

• This allows group members to see others within the same group, including themselves. 

If you're creating a group that will approve their own or others' reports, "Allow Viewing Same Level" should be enabled.

5. Color

• The color assigned to an employee group helps distinguish it from others in the shift schedule. You can also change or specify the color directly within the schedule. 

Setting Permissions

For each employee group you create, you need to configure permissions to define what the group can see and do within the system. 

Here’s how to assign permissions to an employee group:

1. Go to the "Staff" menu item.
2. Click on "Employee Groups."
3. Select the employee group for which you want to set up permissions.
4. Navigate to the "Permissions" tab.
5. Check the boxes for the permissions you want to grant to the employee group.

Each permission has an indicated level to suggest the appropriate access level. This is merely a recommendation, and you can configure the permissions according to your specific needs and preferences.

Create an Employee

To create a new employee, follow these steps:

1. Click on the "Staff" menu item and then select "Employees."
2. In the top right corner, click the green button labeled "Create Employee" to open the employee creation pop-up.
3. Fill out the various fields across the tabs in the pop-up.

If you have an employee returning to the organisation and you wish to reactivate their old account then follow this guide.

Pop-up Fields

Many fields do not need to be filled out by you, as employees can complete these themselves when they log into the system. However, you can choose whether certain fields are required for employees to fill out before they can proceed. Fields that employees can complete themselves are found under the "Personal Data" tab. 

Setting required fields:
Various -> Systemsettings -> Staff-> Personal Data. Find more information by clicking here.

General Tab

On the General tab, there are certain fields that must be completed before an employee can be created. These fields are marked with a (*). 

Email / Username: This field requires a valid email address. 

The system will verify the email before you can proceed.

Employee Group: You need to select which employee group the employee will belong to. The employee group determines the permissions and access rights within the system. 

An employee can be part of multiple employee groups, and additional groups can be added after the employee is created.

Skip Welcome Email: You can choose to disable the "Send Welcome Email" option if you want to create the employee without granting them system access immediately. When you are ready for the employee to receive the welcome email, access the employee profile and click "Send Welcome Email." 

Note that you need the "Password: Resend Welcome Email" permission to send the welcome email.

Start and End Date: Enter the start and end dates for the employee. The system calculates anniversaries, such as first workdays and anniversaries, based on the start date. 

The anniversaries are displayed on the front/home page of Work

Shifts in the schedule can only be assigned from the employee's start date onward, so adjust the date if you need to set shifts before the start date.

Personal Data Tab

On the Personal Data tab, you, as the employer, do not need to fill out this section. Employees can complete these fields themselves when they log into the system. 

Notifications of Changes: If an employee updates their personal data, they will receive an email notification about the changes. This serves as an additional security measure, allowing to respond if the changes were not made by the employee.

Birthday: If the employee's birthday is entered, the system will display birthday notifications on the front page under Anniveraries.

Salary Tab

On the Salary tab, you can enter details such as the employee's hourly wage, sick pay rate, and vacation pay.

• Personal Salary Rates: If you enter an hourly wage here, you can choose "Employee's Personal Rate" when setting up a project. This allows employees to be paid according to their individual salary rate.

To set predefined rates:
Go to Various -> Systemsettings -> Economy: Here, you can define preset hourly wages, social costs, sick pay rates, salary levels, and vacation pay rates.

Integration tab

The Integration tab is only available if you have set up one or more integrations. If integrations are configured, you can link the new employee to their user account in the other system on this tab.

• System Communication: This step is crucial for ensuring that the systems communicate with each other effectively.

For more information on integrations, refer to our guides under the topic "Systemsettings".

Create a Client

1. Click on the "Reporting" menu item, then select "Clients."
2. Click on "Create."
3. In the pop-up, enter the name of the client. Use the slider above to set the client as either active or inactive.
4. Click "Next" twice.
5. Optionally, fill in any additional fields, but this is not required.
6. Click "Save."

Once a client is created, you can start creating projects and linking them to the client.

Learn more about clients here.

Create a Project

Projects can be created in two places in Work:

1. While Creating a Client:
After creating a client, you can create a project directly from the same interface. Simply click the green plus sign next to "Projects" further down the page.

Advantage: The project will be immediately linked to the client.

2. Via the Reporting Menu:
Alternatively, you can create a project by going to "Reporting," then selecting "Projects," and clicking "Create." By following these steps, you can efficiently set up projects and ensure they are associated with the appropriate customers. 

Note: Ensure you link the project to the correct client during this process.

Pop-up Field Completion

When creating a project, there are several fields in different tabs that you need to be aware of. The following sections will detail each tab and its fields, explaining the available options and their implications. 

Fanen "Generelt"

• Title: Start by giving your project a title.

• Start and End Date:

  • Set the start date for the project, which defaults to the day you are creating it.

  • If you specify an end date, the project will become inactive after this date.

Economy, Employee Tab

• Salary-Causing Project:

  • Determine if the project will be salary-causing and specify where the salary hours should be sourced from.
  • If you set "Salary Hours" to "No," it means the project will not be salary-causing.

• Ring Hours:

  • Decide if ring hours should be included in your overview.
  • If you have an integration in Work, you can configure ring hours to synchronize automatically.

If you have set salary hours to be based on ring hours, ring hours cannot be set to "No".

• Salary Rate:

  • Choose how the project will be paid. If you select "Employee's Personal Rate," the employee will be paid according to the salary set in their "Employee Profile."
  • If there is an additional rate for the project, specify it in the "Supplement to Salary Rate" field.

• Commission:

  • If an employee is to receive a commission for clocking in on the project, enter the amount here.

Note that this commission is given merely for clocking in. If the commission is based on sales, the amount should be set in the product instead.

Economy, Company Tab

The Economy, Company tab is optional but can provide valuable data for statistical analysis and reporting. The more information you enter here, the more comprehensive your data will be. 

Other Tab

On the Other tab, the most important setting is how time tracking will be managed for the project. There are three options to choose from:

1. No:

   • If this option is set to "No," employees will not be able to clock in or out for this project.

2. Yes:

   • When set to "Yes," employees must manually clock in and out of the project.

3. Yes, Automatically:

   • This option enables automatic clocking in. Employees will be automatically logged into the project when activity is detected, such as through your telephony system.

Note: To use the "Yes, Automatically" option, you must have set up an integration with Work that allows the system to pull data. For more information on integrations, refer to the "System Settings" guide, which includes details on various integrations.

For additional details on automatic time tracking, see the guide on automatic clocking in.

Grant access to the project

Once the project is created, you will automatically be directed to its page. On this page, you need to grant access to employee groups or individual employees so that they can access the project. 

If you grant access to employee groups, all members of those groups will have access to the project.

You can also grant access to specific employees by selecting them individually.

After creating a project, you have the option to duplicate if needed. This can save time if you need to create similar projects.

Create a Product

You can create products in two ways:

1. From the Project Page:

   • If you’ve just created a project, you can continue on the same page. Scroll down to the section labeled "Products" and click the green plus sign.
   • Using this method, the product will automatically be linked to the project you just created.

2. From the Reporting Menu:

   • Navigate to the "Reporting" menu, click on "Products," and then select "Create New Product."
   • Be sure to select the appropriate project under which the product should be categorized.

Additional Note:

• A product can be associated with multiple projects simultaneously if needed.

Pop-up Field Completion

When creating a product, there are several fields across different tabs to consider. The following sections will explain each tab and its fields, detailing the available options and their implications. 

Product Tab

• Title:

  • Start by giving your product a title.

• Categories and Types:

  • You can create categories and types for your products by clicking the green plus sign next to each field.
  • Categories: If you have many products, categories help organize them and provide better overview. Products with the same category will be grouped together.
  • Types: This helps further classify products into types that will be grouped and displayed sequentially.

Creating categories and types is optional but helps in organizing products better. Without them, products will be listed without specific groupings. Learn more about categories and types here.

• Start and End Date/Time:
  • Set the start and end date/time for the product. The system will automatically use the current date and time when the product is created.

Adjust the start and end time as necessary. Sales for shifts starting earlier will not appear on the timesheet if the product’s time is not correctly set.

Product-continued Tab

• On the Product-Continued tab, you need to specify how data for the product will be entered and tracked. Here’s how to fill out this tab:

  1. Data Entry Method:

     • Manual Entry: If you choose manual entry, you will need to input data manually, such as the number of sales made each day.
     • Automatic Entry: If you select automatic entry, you can pull data from an integration. This option will reveal an additional tab labeled "Sources", where you can link the product to data from the integration.

Automatic sales update every 30 seconds.

Automatic data entry requires an existing integration with Work. If no integration has been set up, you won’t be able to use this feature. For more information on integrations, refer to the "Systemsettings" guide, which includes details on various integrations.

Before sales are recorded, ensure that the employee is connected to the integration. Learn more about it here.

• Decide how the product's data should be counted. Options include: as a sale, as a success or both.

Salesprice Tab

On the Salesprice tab, you can set pricing details for the product. While it is not mandatory to fill in these fields, you should do so if applicable:

1. Salesprice:

   • Enter the price at which the product will be sold. This is the amount customers will pay for the product.

2. Establishment:

   • If there is a fee associated with setting up the product for the customer, enter the amount in the "Establishment" field. This fee is added to the cost of the product.

3. Discounts:

   • In the last field, you can enter an amount, either as a currency value or a percentage, that can be deducted from the product's price. This allows for discounts to be applied to the product.

Economics Tab

• On the Economics tab, you will enter financial details related to the product. Here’s a breakdown of the fields:

  1. Points:

     • Enter the number of points awarded to an employee for selling the product. This is used if your system tracks performance points.

  2. Commission:

     • Input the amount of commission an employee earns for selling the product. This is the payment made to the employee as a reward for their sales efforts.

  3. Cost:

     • Enter the cost associated with selling the product. This represents the expenses incurred by your company to sell the product, which helps in assessing the financial impact.

  4. Revenue:

     • Specify the revenue earned from selling the product. This figure reflects the profit gained from the sale and aids in providing a clearer picture of the product’s financial performance.

• These fields are essential for gaining insights into the economic aspects of selling the product, including the costs, commissions, and overall profitability.

Projects Tab

On the Projects tab, you will assign the product to specific projects. Here’s how to complete this tab and manage project-specific details: 

• Select Projects:

  • Choose which projects the product should be associated with. If you select multiple projects, it will be indicated on the project page with a yellow marker, showing that the product is shared across these projects.

• Be aware that if you make changes to the product, these changes will be applied across all selected projects. This ensures consistency but requires careful management of modifications.
  

• Add Specifics:

  • To set specific points, commission, cost, and revenue for individual employees or employee groups, follow these steps:
    1. Stay on the Projects tab.
    2. Click the arrow under the Options menu.
    3. Select "Add Specific".
    4. Choose the type of specific detail you want to set (points, commission, cost, revenue).
    5. Select the employee or employee group for whom you want to apply these specifics.
    6. Enter the relevant figures.

You can create as many specific settings as neede

If the product is linked to multiple projects note that the specifications are linked to a specific project and not all.

Sources Tab

On the Sources tab, you will link the product with external integrations if you have set the product data entry to automatic in the Product-Continued section. Here’s how to manage this tab:

• Add Source:

  • Click the green plus sign under the Sources section to add a new source.

• Select Integration:

  • Choose the integration that you want to connect the product with. You will see a list of available integrations, provided you have configured any in Work.

• Options:

  • You have two options to configure:
    • Convert Value to Amount:
      • Use this option if you have a value (such as a monetary amount) that you want to convert into a quantity. 
    • All Fields Required:
      • If enabled, all fields that you have set to be required must be used. 

• Connect Product to Integration:

  • On the subsequent pages, connect the product with the integration by matching the fields set up in the integration. You will need to select the relevant fields and campaigns as specified by your integration.
  • If you have not selected any campaigns the product is set to look at all campaigns in the list. This also mean that when you have a new campaign it will automatically be selected for the product.

If you have not added an integration to Work, you will not be able to add a source or link the product. Ensure that your integration settings are correctly configured in Work.

Create a Shift Template

A shift template helps establish a foundation for shifts within the scheduling plan. Shift templates allow you to set conditions for shift sign-ups, cancellations, and swaps. Additionally, you can create various other conditions for a shift based on employee groups. The following steps will explain this process in detail. 

Create a Shift Plan

To begin creating a shift plan, follow these steps:

1. Select the "Shifts" menu item.
2. Click on "Shift Templates."
3. Click the green "Create Shift plan" button.
4. Specify the division to which the shift plan should be associated and provide a title for the schedule.

The next step is to create templates for the individual shifts.

Create a Shift template

To get started with creating shifts in your shift schedule you just created, click on the green "+" icon.

Create a shift for each day of the week to fully utilize the view in shift details.

• Title the Shift: Enter a title for the shift, such as "Monday."

• Set Repetition Frequency: Choose how often this shift should repeat.

• Select a Day of the Week.

If you’ve named the shift "Monday," make sure to set the day of the week to Monday.

4. Set the Shift Time.

This could be the entire opening hours if employees need the flexibility to move or sign up for shifts within that timeframe.

• Visibility Options: Decide if employees should be able to see who they are working with and the shift duration.

• Allow Shift Changes Within Timeframe: Enable this option if you want employees to adjust their shift within the designated timeframe. You can also set a minimum shift length in minutes.

• Set Rules for Early Clock-In and Late Clock-Out: You can establish rules for early clock-ins and late clock-outs, including rounding to the nearest interval (e.g., 15 minutes).

If rounding is set (e.g., to 15 minutes), ensure your project is configured to account for shift hours according to the shift schedule. For more details, see the "Create Project" guide.

Set Maximum Number of Employees: If only a specific number of employees can be scheduled for a shift, you can specify the maximum number of sign-ups allowed. 

Create Access

To set up access for employee groups that will be assigned shifts according to the created template, follow these steps:

1. Open Access Settings: Click on the green "+" icon next to "Access" on the created shift template.

2. Configure Access: For each employee group, you can set conditions and specify their working hours.

By setting up these accesses, you ensure that employee groups have the appropriate permissions and are assigned shifts according to the template's conditions.

Tab "Access"

On this tab, you will first need to select an employee group. After selecting the group, you can set a start and end time. If these are left blank, the default times from the shift template will apply.

• Mov shift within time: If you want employees to be able to adjust their shifts within a specific time window, ensure that this feature is enabled, along with the "Cancellation" option under the "Cancellation" tab. This will allow employees to move their shifts within the time window specified in either the shift template or the access settings. You can also set a minimum shift length when this feature is enabled.

• Max registered on shift (employees): Once this number is reached, no additional employees can sign up for shifts. 

Tab "Registration"

If you want your employees to have the option to sign up for shifts, you can enable this feature and set various conditions for sign-ups.

By setting up these conditions, you eliminate the need to manually approve each sign-up, as the criteria are automatically met when employees sign up for a shift.

• Shift Adjustment Window: This feature allows employees to sign up for a shift and choose the time window they are available to work. As a manager, you can set a minimum shift length, and employees can adjust their working hours within the start and end times specified in the access settings. If you enable "Need Approval," you'll retain control over which requests are approved or denied.

This feature is particularly useful for student workers or other groups who need flexibility in selecting shifts within their available working hours.

Tab "Cancellation"

If you want your employees to have the option to unenroll from shifts, you can enable this feature and set various conditions for unenrollment. 

By setting up these conditions, you avoid the need to manually approve unenrollment requests, as the criteria are automatically met when employees unenroll from a shift.

When unenrollment is enabled, employees will also have the ability to move their shift. 

Cancellation + Requires New Shift: With this feature, employees cannot unenroll from a shift without selecting a new one to replace it.

Tab "Exchange"

If you want your employees to have the option to exchange shifts, you can enable this feature and set various conditions for swapping. 

By configuring these conditions, you eliminate the need to manually approve shift swaps, as the criteria are automatically met when employees exchange shifts.

If you enable the "Need Approval" option, you will be able to monitor which shifts have been posted for swapping and who is requesting to take the shift. You can then choose to approve or deny the swap request. 

Set up breaks

It is possible to set up breaks for shifts. To do this, click the green "+" sign within the shift template. You will have the option to choose whether the break is paid or unpaid.

You can also specify that the breaks only apply to certain access groups that are set up for the specific shift.

Create shift in the Shift Plan

To start creating a shift plan for your employees, follow these steps:

1. Click on the "Shifts" menu item.
2. Then, click on "Shift Plan."
3. Select a cell that shows "available" for the day and employee to whom you want to assign a shift.
4. Click "Add Shift."

When you click "Add Shift," a panel in the bottom of the screen will appear where you can set the conditions for the shift.

Add shift

In the panel that appears, there is a tab with "+Add shift" to the left. Clicking this opens a pop-up with 4 tabs. These four tabs will be explained in the following steps. 

The "General" Tab

1. Shift Template: First, decide if the shift will be based on a template. A shift does not need to be linked to a shift template. 

A template sets the conditions for shift sign-up, cancellation, and swapping. Learn more in the "Create Shift Plan" section.

2. Next, specify which access level the employee should have for the shift. Access corresponds to the employee group the employee belongs to, and if they are in multiple groups, they may have several access options to choose from. 

A shift cannot be assigned without access.

3. You can assign a shift type, which will give the shift a color code and allow the employee to see the shift type in their shift overview. Learn more about shift types and how to create them here.

4. Next, set the start and end time for the shift. This will be pre-filled if you are using a shift template, but you can always override the times. 

5. Finally, you can attach a comment to the shift, which will be visible to the employee. 

The "Breaks" Tab

In this tab, you can specify which breaks should be associated with the shift.

If the shift is based on a template, and you have defined breaks within that template, the breaks will automatically appear in this tab once you select the template in the "General" tab.

You can always add, remove, or modify breaks, even if they have been pre-defined by the template

The "Activities" Tab

In this tab, you can add activities to the shift.

You can select from the activities you've created in system settings. Read more about how to set them up here. You can add as many activities to a shift as needed. 

The "Repeats" Tab

In this tab, you can set up shift repetitions. Once activated, you can customize the repetition settings.

The first step is to indicate whether the repetition should have an end date or continue indefinitely until the employee is no longer part of the organization or the shift is deleted.

You also need to specify how often the shift should repeat and in what intervals.

Finally, you select the specific days on which the shift will repeat.

If the shift is created using a shift template and you specify multiple days for repetition, you will not fully benefit from the shift details, as templates and shift details are interconnected.

You can set up shift rules under systemsetting if you for instance need to take into account the 11 hour rule where an employee need to have 11 hours between shift. Learn more here.