How it works
With the following instructions, the various functions and work steps in our software are child's play.
If you have any further questions, please do not hesitate to contact us via chat.
Work planning
Step 1 - The planning window
Open the planning window (the symbol in the middle at the top right).
The planning window consists of four fields:
Links: Shifts (& absences)
Middle: Selected layer
Right: Tasks
Below: Timeline / weekly view - This is the deployment plan for your employees
Step 2 - Create layers
Create new layer
Specify shift duration (required)
Set name for shift and optionally select the department
Optionally specify period for break
Step 3 - Assign tasks to a shift
Now it is time to assign certain tasks to the created layer:
Create and name new task
Select a shift and click on the created task in the field on the right - this is how a task is assigned to a shift.
These changes to the layer are saved automatically
Step 4 - Adjustments
You can customize existing shifts down to the last detail. To do this, use the field in the middle and redefine the name, department, time window and display.
Step 5 - Add shifts to weekly schedule
Now newly created shifts and absences (see the second tab in the top left field) can be inserted into the weekly schedule.
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Drag and drop the selected element onto the respective day and employee.
Customize your weekly planning view with multiple filters to suit your needs.
If necessary, you can edit individual layers individually at the respective placement
Example: Your shift “MB1” has the tasks “set the table”, “clean the coffee machines” and “service”. You now want to assign this shift to an employee. As an exception, another team member is also on duty on this day, whose shift “MB2” already includes the tasks “clean the coffee machines” and “service”. You can now remove the task “clean the coffee machines” from this specific shift for this one time, as this task should not be carried out by both people. The next time you select the shift “MO1” again, the task “clean the coffee machines” will be listed again.Complete the shift planning by clicking on “Publish”. This will make the planning known to the team.
Chat (employees)
Employees communicate via the Easyplan app, which can be easily installed on iOS and Android smartphones.
Step 1 - Login
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Login via the Easyplan app with your own email and personal password.
Step 2 - Open chat
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Tap the envelope in the header on the right side.
Step 3 - Operation
Now it is time to assign certain tasks to the created layer:
The speech bubble icon and the group icon are for opening new chats.
Open chats can be found sorted by relevance under the “Search” bar.The chats work as you would expect from other chat apps.
→ Recommendation: For additional information, use the “Assistant” (can be activated at the top right)
Chat (Management)
Management communicates directly via the management portal.
Step 1 - Login
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Login via https://easy.easyplan.me/login
Step 2 - Open chat
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Click on the envelope in the header on the right.
Schritt 3 - Bedienung
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The speech bubble icon and the group icon are for opening new chats.
Open chats can be found sorted by relevance under the “Search” bar.
The chats work as you would expect from other chat apps.
→ Recommendation: For additional information, the “Assistant” (can be activated at the top right) can be switched on.
Create employees & create contract
Step 1 - Create employees
Click on “Add Employees”
In a first step, enter first name, last name and contract duration
Step 2 - Employee profile
The newly registered person is now listed under “Future employees”
Click to open the person’s profile and enter further information
Step 3 - Basics of the contract
Easyplan now guides you through the registration process
With just a few mouse clicks, you can create a complete and valid L-GAV-compliant employment contract. Follow the input mask point by point:
Determine the type of contract and check the contract duration.
Determine salary, deductions and allowances
If special conditions are part of the contract (such as service in a smoking room), then indicate these in the last field. Make a note of the days on which these conditions apply.
Step 4 - Employee files
Now it's time to go to the data of the new employee(s), which will be displayed both in the new contract and in the Easyplan app. Follow the input mask here too.
Does the department or job title not yet exist?
No problem – enter them again.Here you enter data about your role in the company
Step 5 - Documents
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ID cards, certificates and other documents relating to employees must be stored here. Current or previous contracts with employees can also be viewed here.
Step 6 - Contract creation
Once you have filled in all the fields marked in yellow (= required), the contract can be created.
To review the contract, click on Contract Preview
Open the document via contract preview
Sign it digitally or print it out and save it again on your device.
Upload the signed contract
The employee now holds a note indicating that he or she can sign the document
Time recording (employees)
For time recording, a device connected to the Internet is required in the corresponding location of the restaurant or hotel business. No app needs to be installed. We recommend a simple device with a touchscreen that is only used for this purpose. We do not recommend devices that are optimized for cash register solutions or that are responsible for controlling lighting and music.
Step 1 - Login
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Login via https://timetracking.easyplan.me/login
Step 2 - Select company / branch
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Select the appropriate company or branch.
The time tracking interface appears and is ready.
Step 3 - Operation
The staff “stamps” in with the personal four-digit identification number and confirms with a check mark. Then the “Check in” button must be tapped - working time begins.
The ID number is also entered and confirmed with a check mark when checking in and out during breaks and when ending working hours. Then you choose between “Start Break”, “Stop Break” or “Checkout”.
Time tracking management
The HR department or authorized team leaders can enter subsequent adjustments via the Management Portal.
Step 1 - Login
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Login via https://easy.easyplan.me/login
Step 2 - Select person
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Select the person in question on the dashboard and open the fourth tab “Time tracking”. Here you can search for and edit the respective shift.