Frequently asked questions (FAQ)

teamspace and projectfacts work with all current browsers. The browser overview gives you a concrete list of all compatible browsers.

You update your personal data in your personal settings under Personal Data – Contact Details. There you can store as many phone numbers and addresses as you like, just as in the CRM.

The API is still being built and currently provides access primarily to the resources related to time tracking (project list, booking times, check-in/out), but also CRM (contacts, organisations, CRM activities). For further questions about the API, our development colleagues will be glad to help.

You change your password in your personal settings under User Account – Password and Security Settings. On the login screen you can indicate that you have forgotten your password. You then receive a link to your login email address to set a new password.

You can install the system as a Progressive Web App (on your computer too). Scan the QR code on your computer screen with your mobile device. You find it in the sidebar under Install App. Alternatively, open the software in your mobile browser first. Then you have the following options: the browser asks whether you want to add the page to your home screen (Android); add the page to the home screen via the browser menu (Android); in the browser menu, tap Share and then Add to Home Screen (iOS).

In addition, the pfScan app is available. With it you can quickly and easily digitalise receipts and import them into the system.

Safari separates the sessions of browser tabs and installed PWAs. That is why a fresh login is required here. However, passwords stored in the keychain can also be used to log in to the PWA.

Yes, the additional cost is calculated proportionally to the remaining term of the main licence. Just get in touch with us!

As a rule we assume that the system is introduced within one month. Usually a budget for the introduction is agreed together. This budget covers layout adjustments, data migrations, basic configuration and minor adjustments. In addition, a person in charge (administrator) must be trained who can and should serve as the point of contact and as a multiplier for further training within the company.

There are various building blocks we offer as support: online demo, online training, on-site training, on-site admin workshop, on-site project management workshop, online support. The specific need depends on your situation. The training effort also depends largely on the participants. For a “standard user” who only needs to book times, 1–2 hours of training are enough. An administrator who is to configure the system independently naturally needs longer. There are, however, various documents and an online help that make getting started easier.

We do not have an explicit SAP interface. But we do have interfaces with which a project can be created, and we have interfaces with which project data can be exported again. By default this works via web services that are called by the third-party systems. We adapt the data structure to the specific requirements of your SAP interface.

Working in multiple browser windows is now supported, but it can lead to problems if data is edited “simultaneously”. Anyone who wants to play it safe can use different browsers at the same time. On different computers there is nothing to consider – that always works.

Yes, you can create a so-called Public Page for your customers. It is created, for example, for projects. Before creating the Public Page you can define in the project view which information you want to share with the customer about the project. The customer only has to open the link of the Public Page and can view all the information you have set, without being able to change anything.

Public Pages are always up to date: if, for example, you change the status in the project, your customer can follow this via their Public Page. A Public Page can be created for many more areas as well.

Project templates can be created from existing projects. To do so, in an existing project go to the action “Show all actions” and then choose the action “New project template”. You can also create a new project template in the Configuration under Projects – Projects via the action “New project template”.

Yes, via the Configuration (“Setting” > “Free Fields”) custom fields can be defined for various areas. For free fields you can determine the field type (e.g. selection, text field, etc.). You can also specify whether and in which lists and dialogs the field should appear and whether it can be filtered or exported.

There can be two reasons. Insufficient project role – entering progress is a permission that must be active in a project role. That means either the employee cannot enter progress because they have not been assigned a project role, or the assigned project role does not have the right to change progress.

Or progress is switched off for the project. This can be set in the master data of the project in the Configuration section.

In the Structure Manager you have the option to set the search depth in the filters. If you enter “1” there, only the next level is ever shown.

This can have various causes. The project was deleted: under Admin/Projects, deleted projects are also visible as passive projects. Otherwise, check under System/System Log whether the project was really deleted and by whom.

Or the project roles were removed – this is far more likely. Search for the project under Admin/Project and check who has been assigned which permissions (project roles). Assign any missing project role.

Yes, it is possible to book to a project before the project officially starts. This is because employees may already be working ahead, since they have free resources time-wise.

Under Configuration/Projects you find the menu item “Settings”. Here you can tick the option “Show ‘Started too early!’ warning”. You then receive a notification when you book times to a project that has not yet begun.

In a project’s framework conditions both a billable and a total “planned time” can be specified. The billable time refers to the times booked as billable. These times mainly come into play when projects are billed by effort. The total time, on the other hand, comprises all times incurred when working on a project – including times that are not billable.

Yes, you make the settings for this in the HR module. When you select an employee there, you can edit the working time. In addition to the weekly working time, there is also a field “Plannable contingent”. There you can enter the working time the employee can plan for projects per week. In Dynamic Resource Planning (DRP) the system now calculates with the plannable contingent instead of the weekly working time.

Example: your employee has a weekly working time of 40 hours. However, 5 hours per week are taken up by certain tasks that the employee has firmly planned. So you enter 35 hours in the “plannable contingent” field. In the DRP, only 35 hours are now used in the calculation. This makes project controlling even more effective and precise.

In the project overview you can sort by a great many parameters – including the project number. The project number is hidden behind the term “Project ID”, which you find as the heading of the very first column. When you click the term, the list is sorted by it. An arrow pointing up or down additionally indicates the sort direction.

Yes, first you need to assign certain project roles for the individual projects. That means in the project, under the menu item “Project roles”, you enter individual employees for a project as “Editor” or “Person responsible”.

Once you have assigned several employees to a project, you can set the times of the individual employees manually under the menu item “Team”. To do so, go to the “Time budget” field and enter the time the respective employee should spend on the project. These details are automatically taken into account in the DRP.

In principle, when booking to projects the external hourly rate set for the respective employee in the HR module is used. However, there is also the option of setting up a general external hourly rate for a project independently of this. You change this in the framework conditions of the project under Finance. If you set the external hourly rate to “Manual”, you can enter any value. All times booked to this project are now calculated with this hourly rate.

Yes, in the master data of the project the “Synchronised directory” simply needs to be activated. For all future projects you can also adjust it in the Configuration. That way, files stored in a specific subproject are no longer shown in the entire project.

Under Home – Personal Settings – User Account you can enable the stopwatch in general. If that is the case, you find the stopwatch under Time Tracking – My Day, there with the individual projects, or generally via the action panel.

Yes, in the Configuration of Time Tracking you find the item “Break rules” under the “Settings” tab. Here you must activate “Break” and can enter three different break rules. However, these break rules only take effect if attendance time recording is activated. You activate this in the same window under the item “Attendance time” by enabling “Start-End” and “Check in / out”.

If you now check in at the start of work and only check out again at the end of work, the minimum break assigned to your working time is recorded automatically.

Example: the break rule stored is that from 6 hours of working time a 30-minute minimum break is taken. If you are now present for 8 hours and did not clock out for a break, the system automatically records a break time of 30 minutes. You have thus worked 7:30 hours.

Yes, to book times to projects you can create any templates you like. This is possible directly in time tracking. When you book a time to a project, you can then click “Save and create template”. The template carries over the project, the category and the booked time.

In the “Templates” submenu you find all your saved templates, which you can edit individually (e.g. by changing the name of your template). You can finally book time onto this template by going to the “Templates” tab in the right-hand selection box under “My Day”.

After you have created a travel expense report for a specific period in time tracking, you are automatically taken to the detail manager of the travel expense report. Next, go to the menu item “Meals”. On the left-hand side is the “Summary” box. Here you can select exactly the period you defined earlier. Using multi-selection you can now edit all entries at once and then assign them to your travel expense report.

In principle you can book times retroactively or change booked times in the system. Whether you may do so, and if so for how long, is set in Configuration/Users and Rights. Under “Users” this can be specified individually for each user.

When you click on a user, you find the item “Retroactive changes (in days)” in the “Employee” tab. Here you can enter, for both booked times and attendance times, the number of days for which retroactive changes are allowed. In addition, you have the option of storing a month-end closing.

Yes, that is possible. You find the working time statement in time tracking under the menu item “Booked times”. Here all the times you have booked in the software appear. Using the filter menu you also have the option of filtering these times according to your requirements. For example, you can select a specific period, customer or a specific project.

Once you have applied your filter settings, click on Working Time Statement and choose either “Standard” or “individual”. In the Configuration under General/Settings you can also insert your company logo under the item “Header and body of report printouts”.

Yes, for project times there is the option of setting up so-called “timesheets”. Approval of hours can be coordinated via the timesheets. The times can be approved, for example, by the project manager or by customers. Only then can the approved times be billed.

This is usually due to the missing configuration of a “standard down payment item”. If this has not been maintained, no down payment invoice can be created. The setting can be made via Configuration – Finance – Settings > Documents.

If you have expenses that do not relate to any specific customer or project, but you should nevertheless be reimbursed for the costs, you have the option in the system to record costs without creating a travel expense report.

You simply go to “Show all actions” in the bottom bar (no matter which module you are currently in within the software). From there you have the option of booking individual expenses. The expenses are reimbursed just like travel expense reports.

You have adjusted the placeholders of the layouts in the Configuration, but your changes are not visible? First, go in the Configuration to Finance – Layouts – [the relevant layout] – Placeholders. There, next to the respective placeholder, you have a green circular arrow. You have to click it and “Apply default value”.

If that does not work, proceed as follows: in the Configuration you find your created templates under Finance – Documents. Open the relevant template and check the placeholders in the “Document data” tab. If these do not match your adjustments, click on the placeholder and then on “Default value”. This way you adopt the new value.

Please also note that the changes only affect newly created documents and already created documents still in draft.

Yes, when you generate an order you can select the item “Contract and billing data” in the master data. There you can, on the one hand, enter the billing date on which the order should be billed at the earliest. On the other hand, you can set various billing periods.

Example: you want an order to be billed only twice a year, on 01 Jan and 01 Jul. Then activate “Monthly (interval)” in the billing period. Additionally specify that the order should be billed every 6th month on the 1st. Then set the billing start to 01 Jan or 01 Jul.

Yes, there are several ways to bill orders partially. On the one hand, you can generate down payment invoices. Here a down payment item is added to the invoice, the amount of which you can determine freely. When you later generate a final invoice, the amount of the down payment item is deducted from the total invoice.

Another way to bill orders partially is especially suitable for items billed by effort. If you have generated a project from the order and times are then booked to the project, you can bill the times incurred up to a certain point. To do so, go into the order and there to the menu item “Billing”. You can select the items you now want to bill using multi-selection.

Yes, this workflow is in place for quotes, orders and invoices alike. After you have created a document, you can send it to a colleague for review. To do so, click the plus sign on the left-hand side under the “To do” box. You then have the option of selecting a colleague to review the document.

The colleague you have selected thereby receives a notification, through which they get directly into the document and can review or correct it.

If a cost element specifies that the amount is reimbursed to the employee, an employee settlement must be carried out. If this has not been done, the travel costs continue to be shown as “for billing”. The employee settlement is created via the HR module. After the employee settlement has been created, the travel expense report is fully billed.

Yes, for project times there is the option of setting up so-called “timesheets”. Approval of hours can be coordinated via the timesheets. The times can be approved, for example, by the project manager or by customers. Only then can the approved times be billed.

If various SLAs are set in the Configuration, you can store them in the master data of the organisation under “SLA”.

The response times for the SLAs are defined in the Configuration. Under Configuration – Tickets – Service Level Agreements you define the SLAs. Here you determine when and how a response should occur so that customer enquiries are processed faster.

Under Configuration – Tickets – Email Templates you can create email templates for tickets. When you create a new record, a window opens where you can enter your email template. You can now use this email template for all ticket channels. If you only want to use an email template for a specific ticket channel, you can specify this when creating the template.

In addition, you have the option of using the email template only as an automatic reply. To assign this automatic reply to a ticket channel, click on a ticket channel in the Configuration. Then open the “Content/Autoreply” tab. Under Receipt Confirmation you can now select your template.

External customer access for the ticket system does exist. However, it must first be activated. If you have a need for it, you can briefly get in touch with us. We then activate the access, which is free of charge.

Once the external access is activated, an external access can be created in the Configuration. To do so, open the Configuration and go to the item “CRM”. One menu item there is “External access”. There you can create an external access. It is important that the checkmark is set to “Activated” for both “External access” and “Ticket”. Then you still need to select a ticket channel and set the visibility. The external access is then set up.

To now grant specific contacts the external access, go into the CRM module and select a contact. In the contact manager there is likewise a menu item “External access”. Here you must tick “Activated”, select the external access and click “Save”. Then you must click “Assign new password” in the left action box. There you can enter a password and tick “send by email”. The contact then receives a login email.

Yes, an escalation can be set for a ticket. Here the ticket is moved to an escalation channel, via which selected employees are informed. In addition, individual Service Level Agreements can be created and stored on customers.

Yes, in the Configuration workflows can be created for tickets. In the workflows the name, symbol and the effects on the ticket channel of the ticket statuses are defined. For example, it is determined whether a ticket should still be processed and must therefore still be displayed. The workflows with the ticket statuses can then be stored for individual ticket channels.

You can detach a sub-organisation from its parent organisation. To do so, go in the CRM to the tile “Organisation”. Then click your sub-organisation and so reach the detail manager. Under Master Data / Organisation you find the item “Parent organisation/department”. When you then click the three dots in the field, you can select an organisation. Keep clicking “Back” until you see the item “-None-” at the top. Here you click the arrow. The former sub-organisation is now a standalone organisation.

Yes, in the CRM module you can assign so-called “Special contacts” to organisations. To do so, you must go into the master data of the organisation. Under the “Special contacts” tab you can then select a contact and assign a title to them. This contact does not have to come from the organisation.

You can assign several special contacts to each organisation. Likewise, a contact can be set up as a “special contact” at several organisations. A practical example would be an external consultant who advises different organisations. This way you can represent this connection in your CRM.

Yes, the system makes this classification automatically. When you write a quote to an organisation, it automatically becomes a prospect. When a project or an invoice is created, the organisation automatically becomes a customer. Independently of this, the classification can also be done manually.

Yes, if you have created an organisation twice, you can easily merge them using multi-selection. During the merge you define under which name the organisation should continue to be displayed. Merging duplicate contacts is also possible.

In the master data of a created organisation, service notes can be stored. There are various ways to have a service note displayed. For example, you can store a note in all tickets, documents or projects of the organisation. These service notes are visible to all colleagues.

At the start of the year you can reset employees’ overtime to 0 by adjusting the overtime and holiday account in HR in the employee overview via multi-selection, with a starting value of 0 h for the overtime account.

Reducing overtime and displaying overtime are permissions that can be activated in the respective permission groups. If the permission is present, a holiday request lets you choose between normal holiday, special leave and overtime reduction.

The total number of overtime hours is calculated by adding up all target times (days on which work should be done), minus the time that was worked (you can decide whether attendance or project time is used). For genuine holiday or sickness, the system internally acts as if the target time was fully used. With holiday taken against overtime this does not happen; instead the overtime account is automatically reduced, since a negative working time arises for that day. In the HR – Overtime view you can set the period to daily, then you see the overtime that accrued each day.

You have branches in different federal states, which means your employees will have different public holiday rules. You must take this into account when it comes to holiday planning and your employees’ attendance.

The software gives you the option of mapping this as follows: in the Configuration under Time Tracking – Public Holidays you can create different public holiday calendars. You can then assign this calendar to individual employees in the detail manager. Beyond that, it is also possible to store an individual public holiday calendar for each employee in the HR module under the item “Working time”.

Yes, that is possible. First, there are two ways sick days are entered in the system. On the one hand, every employee can do this in the Time Tracking module under “Overview”. On the other hand, sick days can be entered centrally in the HR module.

Sick reports are always sick days without a certificate. Certificates can only be entered centrally in the HR module. Under the Sick Days menu there is also the action “New certificate”. Here you now select the period for which the certificate was issued.

Incorrectly entered sick days can only be deleted again in the administration area. Go to the Configuration and there to Time Tracking – Working Days. Here you find all working days of your employees. Now you can search for the day on which you entered the wrong sick report. Once you have found the working day, you can open it with a click. In the dialog there is now a checkmark under the item “Sick”. Please remove it. The incorrectly entered sick report is now deleted.

In principle this is possible. However, you need the necessary rights for it. If that is the case, you can enter sick days for your employees in the HR module under the Sick Days menu. You obtain the necessary rights in Configuration/Users and Rights. In your user group you can define, under “Permissions – group-specific”, for which employees you can enter sick days.

You can deactivate (passivate) an employee who no longer needs system access via “Users and Rights” in the Configuration. The projects, booked times, contacts and all other activities connected to the employee remain in the system. You even have the option of reactivating the employee.

You can send email invitations to the participants of an appointment via the system. First, create an appointment and enter the participants. Then, when you click on the appointment, you can send an email invitation. If the recipient uses Outlook, the confirmed appointment is automatically transferred to the Outlook calendar.

To send email invitations, the following points must be met: you must have a valid mail account integrated in the system, and the participants of the appointment must be maintained in the CRM with a valid email address.

Yes, synchronising appointments from the calendar to iOS and Android devices is possible. Synchronisation runs via CalDAV. On Android devices the CalDAV-Sync app must first be downloaded. On Apple devices this is not necessary.

First, you must create a synchronisation profile in the software. You do this under Settings – Personal Settings. When creating a sync profile, choose “Mobile”. You can now decide what should be synchronised and in which direction. Then you must also create a synchronisation profile on your mobile device. The respective settings are shown to you in your personal settings.

Which appointments are visible in a calendar always depends on the settings of the respective appointments. In principle there is the option that all appointments are visible in the calendar. When you create an appointment, you can set the access options. There are three options: Public (the appointment can be seen by everyone), Restricted (only selected people see the appointment) and Private (only you see the appointment). You can change the access option afterwards in the detail manager of the appointment under the “Access rules” tab.

Yes, in the detail manager of each file you find an individual permission system for the respective file. You can set access to public or only let specific users access the file.

In the file manager you must click the edit icon on the file in question and reach the file detail manager. There is a tab with Versions that shows all versions. Here you simply click the relevant version and download it.

The easiest way is to give the project manager the right to switch into the other person’s role. To do so, create a group “Externals” (System/Role Groups) and grant the project manager the right to switch into people from this group (System/Rights & Groups – section Permissions group-specific – field Employee switch).

You want to categorise organisations, contacts or projects and the categories we provide are not enough for you? No problem. With so-called free fields you have the option of creating individual categories. And here is how:

First, you must create a new free field in the Configuration under General – Free Fields. Under “Data source” you specify what the free field should relate to (e.g. organisation or project). You must also define which type the field should have and then enter the parameters. Beyond that, you still need to determine exactly where the free field should be displayed. With that, you have created your free field and from now on have a further option for categorisation.

Yes, employees can send each other both internal tickets and internal messages. Internal tickets mainly serve to exchange information about certain tasks that are to be handled via the ticket, as well as to hand over ownership of the ticket to others.

If, however, you want to communicate internally independently of that, you do so via internal messages. In the Home Dashboard you can write directly to an employee in the “My colleagues today” box. If you tick the option “Popup”, the message flashes up directly for the employee, provided they too are currently working with the system.

There are several ways to adjust planned resources: in the Organizer, in the Calendar view, search for the entry and edit or delete it there via the three dots. Or in the Organizer under Deployment Planning, search for the entry and edit or delete it directly there.

If the entry is secured by the permission system, there is the option of editing or deleting the entry under Admin/Calendar.