How to use Planopia — a step-by-step guide

The Home dashboard gives you a quick view of the day: work time, tasks, leave requests, schedules, communication, and items that need attention. Information is matched to the user’s role and the plan modules, so everyone sees what helps them act.

If Home is not visible in the sidebar, an Admin or HR user can enable it for the whole team under Settings → Home dashboard.

After logging in, regular use of the application keeps the user logged in. If there is a longer break after login and the user returns only around day 8, the system may ask for login again. An exception is weak or unstable internet connection - in such cases there may be temporary issues with session recognition and performing some actions in the application.

You can add Planopia to your phone home screen or install it on your computer like a regular app.

Benefits: faster opening, better daily workflow without browser tab switching, and improved push notification experience.

How to do it: on mobile choose "Add to Home Screen", and on computer choose "Install app".

Step-by-step guide is in our short blog post:

In the "My Profile" section, you can update your personal data such as first and last name and your position. You can also check which roles are assigned to your account. If needed, you can change your password here as well.

In “Request Leave”, fill in the type, dates, and number of days or hours. After submitting, your supervisor, HR, or Admin gets an email and can approve or reject.

• Track status on the same page.
• Next to the year/month filter, click “Statistics” for a summary of your requests and leave limits; you can also download Excel or PDF from there.

On “Timesheet” you have a monthly calendar. Click a day to add or edit an entry.

• Simple entry: start/end times or hours only, plus overtime if needed.
• Split by activities: when Admin or HR added activities in Settings — tick the option in the form and assign hours to each activity. With “Track quantity” enabled you can also enter amount done (e.g. pieces, m²).
• Hours to board tasks: if your team has the tasks module — assign hours to selected tasks.
• Activity and task filters (in the monthly summary) narrow the calendar view and counted hours.
• Approved leave and some absences appear in the calendar automatically.

The counter panel is on “Timesheet” (when Admin enabled it in Settings).

• Start manually or scan QR — entry starts the counter, another scan ends work.
• When starting you can pick an activity, a board task, or a work description from the current month.
• After stopping — for activities with “Track quantity” you can fill in amount done.
• Time goes to that day’s timesheet. Sessions appear in the list under the calendar.
• Overtime and breaks are counted separately in session details.

Boards help you manage tasks in columns (to do, in progress, done). You can add tasks, assign people, and comment.

• If your team has the tasks module, in the timesheet you can also assign work hours to selected board tasks (alongside activities).

Schedules allow you to plan shifts and work schedules. When you add a new department to the team, a schedule for that department is automatically created. You can also create custom schedules. In each schedule, you can assign employees to specific days and work hours. Schedules are visible only to members assigned to the schedule and help coordinate work. Admin, HR, and supervisors (with permissions) can manage schedules. Employees see their assigned shifts in the calendar. Schedule calendars also show approved leave requests, absences, and reported absences that do not require approval. You can also submit availability and use automatic monthly schedule generation by the system. On the schedule page there is also a dedicated AI schedule panel: describe what you need and get a proposed month draft to review or apply, alongside the rule-based auto-fill.

Chat enables real-time communication with your team. A general channel for the entire team is automatically created at the start. When you add a new department to the team, a chat channel for that department is automatically created. You can also create custom chats with any employees and have private chats. You can send messages, receive notifications about new messages (in browser and email). All messages are saved and available in history.

• Answers from Planopia data on your account (time, leave, tasks, schedules, team).
• Pick the period above; Excel/PDF — download buttons under the reply.
• Export chat as TXT from the toolbar.
• History stays in this browser only — it won’t appear on your phone or another computer.
• Avoid unnecessary sensitive data.
• Not legal advice.

In the "Announcements" section, you can add important information for your team. An announcement can target everyone, a specific department, or selected users. You can add a title, description, and attachments. Recipients get email and push notifications (if enabled).

Calendar for planning leave. You see your requests and absences.

• The “Statistics” button next to the period filter shows a summary of requests and used leave limits.

In the "Vacation plans" section, you can see plans and accepted leave requests of all employees in the team. You can filter the calendar by a specific employee or department, which facilitates planning and coordinating leaves in the team. You see all approved leave requests and absences, which helps manage employee availability and avoid date conflicts. This section also includes the Leave date assistant, which automatically checks the selected period for absences and holidays.

In Settings you configure the team. Main areas:

• Work hours, weekends, holidays — affect timesheets and leave.
• Work time records → Activities: add activities (e.g. assembly, office). Enable “Track quantity” and a unit (pcs, m²) to see efficiency in reports.
• Leave types and limits — when your plan includes leave.
• Timer and QR — when your plan includes the counter.
• No-access employees: account without login (counts toward seat limit). You can enable timesheet entries on their behalf; leave requests for them — on paid plans.

As Admin, you can add new users to the team in the "Create User" section. When creating a user, you can assign one or more roles: Admin (full access), HR (access to leaves and timesheets of all), Supervisor (with configurable permissions), Worker (basic role). You can also assign users to departments and set supervisors. Role hierarchy: Admin > HR > Supervisor > Worker.

In the "Team Management" section, you can manage roles and departments. You can edit user roles and departments, configure supervisor permissions, review role descriptions (Admin, HR, Supervisor, Worker), and view user activity logs. Admin always has full access, regardless of configuration. This section also contains detailed information about role hierarchy and permissions.

In “Work time records” you see employee calendars (Admin and HR — whole team; supervisor — per permissions).

• Pick month, department, or person. Click an employee for month details.
• Activity and task filters narrow data and summaries (hours by activity or task).
• You can edit entries in the employee calendar.
• Excel and PDF exports — see the “Reports and exports” section.

In “Leave requests” (sidebar) you review team requests and approve or reject.

• Filter period, department, employee, and status.
• “Statistics” next to the filter — summary, limits, leave types; Excel/PDF from there.
• At the bottom: Excel and PDF — team leave report for the selected period.
• For one employee’s list there is also “Statistics”.

• Sidebar → “Packages & billing” (wallet icon).
• At the top: current team plan and shared AI Assistant usage (chat, schedule, drafts).
• Plans: Core (configure team size and modules), ready-made Pro and Business bundles.
• Switch monthly/yearly billing, then pick a plan or buy extra AI messages.
• Online payment: recurring card subscription (Stripe) or BLIK/bank transfer (Przelewy24) — depending on the plan and what is enabled; with Stripe you can manage your card on this page.
• If online payment is unavailable — email request form.
• Extra AI message packs — with an active paid subscription.
• At the bottom: legal documents (terms, privacy, DPA); when a new version is required — warning and accept all in one step.

Reports have no separate page — download them with buttons in the app.

Work time records (sidebar):

• Scroll to the bottom of the calendar list.
• Excel / PDF — team report (hours, overtime, leave in the period).
• Excel / PDF by person — per employee.
• Tasks and activities report — when data and activity/task filters exist (hours, quantities, efficiency).
• One person’s calendar → PDF at the top with monthly summary.

Leave requests (Admin, HR, approving supervisor):

• Scroll to the bottom.
• Excel / PDF — team leave report (statuses, types, summaries).
• “Statistics” next to the year filter — quick view; Excel/PDF from there too.

On the free plan: timesheet exports work; full leave requests and their reports — after upgrading.

In the "Help Center" section, you can report issues with the application, suggest improvements, or request contact regarding purchasing or extending a subscription. You create a ticket, describe the issue or need, and can attach files (e.g., screenshots). All your tickets are visible in the "Your tickets" list – you can track their status (open/closed) and the response history from the support team.

In the "Settings" section, you can personalize your own preferences. At the moment, push notification settings are especially important - you can decide which notification types you want to receive in your browser and which ones to disable.