Process index · third axis
Business management
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Business management in teamspace
Steer the whole company with a few clear key figures – not through software, but in layers: from goal and core question through the key-figure cockpit to modelling in the tool. With maturity levels, a stocktake and the recommended path through teamspace.
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Key figures & metrics
Key figures for business management
The cockpit of eight figures along the three perspectives growth, earnings and substance – what they say, how they interact and whether and how teamspace delivers them.
The key steps
The recommended path through the process – step by step.
- 1
Understand the cockpit
Controlling – introduction
What the Controlling module analyses, where the reports sit and how every report is operated on the same principle.
- 2
Sales & pipeline
Analyse sales opportunities
Read your pipeline: the list of sales opportunities with the statistics of filtered values, the sales opportunity analysis by stage and CRM status, and the CRM analysis over time.
- 3
Projects & margin
Analyse projects
Where to find which project figures: contribution margin and planned/actual on a single project, activity and effort analysis, multi-project views – and when the Controlling module takes over.
- 4
Finance & forecast
Financial reports
Finance analysis, Invoicing analysis, Invoice line items, Future revenue, Post-calculation as well as Cost analysis and Cost items – what comes in and goes out.
- 5
Staff & utilisation
Employee reports
Working time analysis, Working days and Capacity analysis as well as Employee data, Employee analysis, Commissions and Leave – working time, utilisation and the contribution of employees.
- 6
Assess with the traffic light
Project controlling methods
The mental model behind the figures: planned/actual comparison, earned value analysis, the traffic-light method, milestone trend analysis and contribution margin – and how teamspace implements them.
All articles for this process (47)
Understand
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Permissions – introduction
What permissions control in teamspace, where they sit, that user groups carry them and on which six levels rights take effect.
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Controlling – introduction
leadWhat the Controlling module analyses, where the reports sit and how every report is operated on the same principle.
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Quality management – introduction
How quality management works in teamspace: document processes, create documents from templates, turn a concept into a proposal, fill minutes with teamspace elements and find everything again quickly.
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Project roles, protection classes & clerk rights
Alongside group rights, permissions also apply directly to individual objects: project roles per project, protection classes on sensitive elements and file classes – plus clerk rights as a deliberate loophole.
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How permissions combine: the six levels
The mental model behind teamspace permissions: main menu, detail manager, module action rights, group-specific rights, global search and configuration rights – and why a tile is not a lock.
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Plan your permissions concept
For decision-makers: how much permissions control your organisation really needs, which guidelines make for a maintainable concept, and which safeguards are mandatory.
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Agile working with Kanban & Scrum
When Kanban pays off and when Scrum does, what both methods deliver and how teamspace supports agile working in the team.
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Cost accounting (KLR)
The model behind cost category, cost centre and cost object – how teamspace allocates costs rule-based and where the limits lie.
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Project controlling methods
The mental model behind the figures: planned/actual comparison, earned value analysis, the traffic-light method, milestone trend analysis and contribution margin – and how teamspace implements them.
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File classes and required files
How file classes categorise and protect documents – and how teamspace checks which customer or project is still missing a particular document.
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How we use teamspace ourselves
A field report from 5 POINT AG: how teamspace is used in real day-to-day business for invoices, projects/Scrum, support, HR and sales.
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Preparatory Payroll & DATEV
Which data teamspace prepares for payroll — basic salary, overtime, commissions, expenses and meal allowances — and how it reaches your tax advisor via Excel or DATEV.
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Understanding capacity planning
Strategic and operational planning, rough and fine planning and the three-step approach – the conceptual framework behind capacity planning.
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Cost control: contribution margin, recharging & cost accounting
Why every cost element carries three accounts – and what that means for contribution margin, customer billing, employee satisfaction and controlling.
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Analyse projects
Where to find which project figures: contribution margin and planned/actual on a single project, activity and effort analysis, multi-project views – and when the Controlling module takes over.
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Quality management with teamspace: the benefits for your organisation
For decision-makers: how QM in teamspace speeds up document work, preserves knowledge and makes processes transparent – and where its limits lie.
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Understand document management: from concept to approved document
The mental model behind QM in teamspace: the document lifecycle from idea to acceptance, templates as a head start and how versions support further development.
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Legally compliant time tracking – what matters
The obligation to record working time (ECJ/Federal Labour Court), audit-proof documentation, GoBD mode and interfaces to payroll – an overview for decision-makers.
How-tos
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Org chart & departments
Map your company structure as departments and sub-organisations, inherit data from the parent organisation and assign employees to a department on a time-dependent basis.
Modules: HR-Software, CRM
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Analyse capacities
The global reports Capacity planning, My capacity planning and Employee overview, plus the Capacity analysis tab of an individual capacity.
Modules: Projektmanagement
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Document processes & work instructions
Build up your QM documentation: create process descriptions and work instructions in the wiki and via QM templates, keep them consistent and have them approved.
Modules: Qualitätsmanagement, Teamwork
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Minutes & status reports with teamspace elements
Create project minutes and status reports from templates and embed real teamspace elements such as open items and work packages instead of typing them out.
Modules: Qualitätsmanagement, Teamwork
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Review a document and have it approved
Attach a document to a review process, choose the reviewer and review type (Approval or Acknowledgement), have it approved and follow the status.
Modules: Qualitätsmanagement, Teamwork
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Structure and find documents
So QM documents never go missing: use a directory structure, file classes, metadata and search to locate every document quickly.
Modules: Qualitätsmanagement, Teamwork
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Analyse sales opportunities
leadRead your pipeline: the list of sales opportunities with the statistics of filtered values, the sales opportunity analysis by stage and CRM status, and the CRM analysis over time.
Modules: CRM
Set up & manage
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Group hierarchies, inheritance & user roles
Inherit sites and departments through parent groups, model hidden sub-groups as user roles, and create groups as roles rather than bundles of people.
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Create and manage user groups
User groups are the heart of the permissions model: create a group, maintain its master data, set rights in the Permissions tab, assign members – and change rights across many groups at once with a bulk action.
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Set up group-specific permissions
Grant person-related rights: authorised operation, affected group and exceptions – per user group or centrally in the Group rights tab. Including staff changes and quick filters.
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Tenant admin & avoiding lockout
Why you can only grant rights you hold yourself – when this locks you out and how the tenant admin remains open as a back door.
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Set up the CRM: fields, rating models and activity types
Administration of the CRM: set ABC rating models for customers, prospects and suppliers, enable custom and standard fields, maintain activity types, configure service-note visibility and dynamic links.
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Set up and run deletion deadlines (GDPR)
Create deletion deadlines with which teamspace proposes inactive contacts for anonymisation or deletion, check the suggestion list and decide what is anonymised and what is kept.
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Set up file management (configuration)
Administering file management: storage paths, the template directory, version and permission defaults, and audit-proof archiving (GoBD).
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HR Permissions & Data Protection
Secure sensitive HR data — make fields visible, assign protection classes, set group and line-manager rights for leave and sickness, and configure deputy rules with rights inheritance.
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Set up leave
Activate leave types and special leave, set the expiry of the previous year's leave, create and assign public holiday calendars, enable half leave days and define who is allowed to approve leave.
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Set up the warning system
Configure warning mechanisms for capacities: thresholds for deviations between time budget, resource schedule and booked times, check status and check report.
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Set up cost types, supplements & document templates
The admin setup of the Costs module: cost types with their switches, document templates for incoming invoices, supplement rules, payout rates and cost accounting.
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Set up document management
QM administration: set up QM templates, file classes, review and approval processes, permissions, version rules and audit-proof archiving.
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Configure time tracking
Set up time tracking: attendance/absence categories, break rules, categories and areas, mandatory descriptions and editing deadlines.
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Lock time entries
Secure attendance and project times against subsequent changes – manually, centrally or automatically, with warning periods.