• calendar/list of issues

• parent task – at the end of the line with the subtask, ellipses appear to indicate expandable actions. One such action is to display the subtask in a separate window – Show subtask.

• Kanban board

The subtask shares most options with the main task, but with a few differences:

• it shows a reference to the parent task in its window,
• you can’t change the project or calendar from the ones linked to the parent task; those fields are locked,
• recurrence options are disabled,
• the subtask’s due date can’t be later than the parent task’s due date,
• subtasks can have further subtasks added to them (multiple levels),
• a subtask may have no due date, in which case, it will only be visible from the list of subtasks in the parent task.

Access to the subtask window

Access to the subtask window is granted to:

• users assigned to the subtask,
• users with access to the parent task,
• guests, if the subtask or parent task has been shared with them.

1.1 Sharing the subtask

The subtask can be shared with a guest, granting them access exclusively to that particular subtask. The link to the parent task will be disabled. If the parent task has been shared with the guest, they will have access to its subtasks as well.

1.2 Copying the link

It will be possible to copy the link to the substask.

2. Converting the subtask into the task

You can turn a subtask into a task. The “Convert to task” option is available in:

• the subtask window

• actions on the subtask list in the parent task

Clicking the action will prompt a message confirming task creation, and the subtask will disappear from the list.

3. Displaying subtasks on the Kanban board

On the Kanban card for tasks with subtasks, an icon representing subtasks is displayed. Clicking the icon expands the list of subtasks.

Clicking the icon again collapses the list of subtasks.

Expanded list of subtasks

In the expanded rows for subtasks, the following elements are displayed:

• subtask name, which is linked to a window with subtask details,
• status,
• priority.

The subtask list is collapsed by default.

• the user’s avatar,
• the notification message,
• the time it occurred:
• for today: “a minute ago,” “an hour ago,” etc.
• for yesterday: “yesterday, 10:00,” etc.
• for older events: “23-03-2020, 10:00,” etc.
• Action icons: for marking as read or deleting.

Clicking on the notification takes you to the relevant resource. For instance, “John Doe mentioned you in a comment on the note ‘Meeting Summary'” → clicking redirects you to the note’s view with the specific comment highlighted.

If the record has been deleted or the user’s permissions have been changed in the meantime, upon clicking the notification and redirecting to the appropriate module, a message will be displayed: “No such record exists or you don’t have access to it.” Notifications can be viewed from the bell icon in the header or from the menu.

Notifications – widget

The notifications widget is accessible from the header under the bell icon. Clicking the icon expands a list of recent notifications, with the newest ones at the top. At the end of the list, there’s a link to view all notifications – “Show all.” Clicking this link displays the complete list of notifications.

Notifications – page

On the page, you’ll see the complete list of notifications. You can filter this list by:

• module,
• type,
• date,
• user who initiated the action.

Marking as Read

You can mark a notification as read using a few methods:

• clicking on the notification content,
• clicking on the icon located at the end of the notification area. Users don’t need to open the update to mark the notification as read. Clicking the icon again changes the status back to unread,

• in bulk, by clicking the “Mark all as read” button displayed above the list of notifications.

Show only unread

Next to the “Mark all as read” button, there is an option to “Show only unread.” This option filters the list to show only unread notifications.

If there are no unread notifications available on the list, a corresponding message is displayed.

Deleting a single notification

Next to the icon for marking as read, you’ll find a delete button (depicted by a trash can icon). Clicking on the trash can removes the notification, both on the notifications page and in the widget accessed by clicking the bell icon in the header.

If accepted:

• the task disappears from the For approval list, and the message “The task was accepted” is displayed on the screen,
• the task status changes to “Closed”,
• the assigned user receives a notification about the status change.

If rejected:

• the task disappears from the For approval list, and the message “The task was rejected” is displayed on the screen,
• the task status changes to Rejected,
• the assigned user receives a notification about the status change,
• the assigned user returns to revise the task. After revision and changing the status to “Done”, the task will reappear on the For approval list.

The actions Accept and Reject are also displayed in the Issue details window:

• only the task author can see these actions,
• they are only visible if the assigned user has changed the task status to “Done”,
• after using the Accept or Reject actions, they disappear from the header, and the status is updated accordingly.

Statuses “Closed” and “Rejected” are assigned automatically by the system. They depend on the actions Accept and Reject. Users can’t use them directly. If a user changes the status of a closed or rejected task, they can do so, but they will not be able to revert it back to closed/rejected. The approval process will start again.

These users can view and comment on the issue. The Followers section appears under Assigned Users and Contacts. You can add both individual users and teams as followers.

You can’t add an assigned user to the followers of a given issue, and vice versa. Users added as followers can view the issue but can’t edit or delete it. They can add comments.

Followers will receive notifications related to updates on the issues they are following.

1. Managing integrations

1.1 WordPress

1.1.1 Enabling the integration

In the integrations tab, there is a box displaying the WordPress Job Ads integration. To enable the integration, you need to click the Connect button. After clicking, the user will need to enter their authentication credentials.

1.1.2 Disconnecting the integration

To disconnect the integration, click the Disconnect button in the integration box and confirm the decision.

1.2 OLX

1.2.1 Enabling the integration

In the integration settings tab, you will see a box for OLX integration. After clicking Connect, the user will need to authorize the connection with their OLX account.”

1.2.2 Disconnecting the integration

To disconnect the integration, you need to click the Disconnect button in the integration box and confirm the decision.

2. Reference number of the job ad

In Configuration, under the HR tab, you can manage the reference numbers of job ads. A default reference number is added to the accounts in the following format:

HR/%N/%M/% (for example, HR/1/1/2023), where:

• %N is the number,
• %M is the month,
• %Y is the year.

The user can edit the default number as long as it has not been used in an existing job ad. They can also add new formats for the reference number. Simply click the “New Reference Number Format” button and fill in the required fields in the displayed window.

It is mandatory to fill in:

• format name,
• format,
• first number (typically this will be 1, but the user can start counting from any number).

To add your numbering format, you can use automatically generated values: %N as the number (required), %M as the month, %Y as the year (required if the month is entered), and those defined by yourself.

Each job ad must have an assigned reference number. In the New job ad form, the number is automatically selected from the default format. You can also add a new reference number format right from the New job ad form. Just click the plus button next to the number selection field to bring up the option to add a new format. Once saved, the new format appears on the list in Configuration, and the number in the new format is displayed.

Formats can be deleted except in the following situations:

• if the format is marked as default – in this case, select another format as default,
• if the format has already been used in a job ad.

Deleting requires additional confirmation.

3. Publishing a job ad on WordPress

The “Save and Publish” option will be unlocked after selecting WordPress from the list of job ad websites (if WP integration is enabled). No additional fields are required for posting ads on WordPress compared to saving ads. Simply:

• add the job ad name (the name will be copied to the WP post title),
• choose the status,
• fill in the ad content.

In the form, you’ll see a new category type – WordPress Category.

After authorizing the integration, the list of categories is retrieved from the service provider – in this case, WordPress. You can check the list of retrieved values in Configuration / Dictionaries by filtering the results according to the WordPress module and the WordPress Category field. WordPress categories can’t be edited or added from ����k8�콢��.

To avoid unintentionally publishing an ad with all required data entered, a confirmation window will appear after clicking Save and Publish.

4. Publishing a job ad on OLX

The “Save and Publish” option will be unlocked after selecting OLX from the list of job ad websites (if OLX integration is enabled).

To post a job ad on OLX, you must fill in the required fields:

• category
• type of contract
• working time
• experience
• location: province and city

In the form, you’ll see a new category type – OLX Category. After authorizing the integration, the list of categories is retrieved from the service provider – in this case, OLX. You can check the list of retrieved values in Configuration / Dictionaries by filtering the results according to the OLX module and the OLX Category field. OLX categories can’t be edited or added from ����k8�콢��. To avoid unintentionally publishing an ad with all required data entered, a confirmation window will appear after clicking Save and Publish.

5. Synchronizing ads in ����k8�콢�� and WordPress

After publishing the ad, you can update its details. Changes made in ����k8�콢�� will sync with WordPress. If you update the ad directly in WordPress, you’ll be notified of the changes when viewing it in ����k8�콢��.

Deleting a published ad on WordPress through ����k8�콢�� removes the ad from both places. If the ad is deleted from WordPress, its details remain on ����k8�콢��. When viewed, the information “This job ad has been deleted from WordPress” is displayed.

6. Synchronizing ads in ����k8�콢�� and OLX

After publishing the ad, you can update its details. Changes made in ����k8�콢�� will sync with OLX. Deleting a published ad on OLX through ����k8�콢�� removes the ad from both places. If the ad is deleted from OLX, its details remain in ����k8�콢��. When viewed, the information “This job ad has been deleted from OLX” is displayed.

With GoCardless you can:

• assign an expense/revenue based on a selected banking transaction,
• suggest a booked transaction that matches an existing expense/revenue,
• view transactions from different banks in one place.

The module is visible to administrators only.

1. Configuration

1.1 Enabling GoCardless

Go to the Integrations tab in Configuration and look for the box with the GoCardless logo. To start tracking bank transactions, click Connect and authorize with the selected bank.

A box appears on the screen. When you select a country, the banks available for that country will be displayed.

Once the bank is selected, the next step is the authorization of the user at the bank.

The transactions of the last 90 days will be imported and the access will be granted to ����k8�콢�� for 90 consecutive days.

1.2 Managing the integration

In the integration settings (which you can access by clicking on the gear icon), the data for the linked accounts will be displayed.

From here, you can connect another account. Repeat the same steps as when you connected the first account.

You can assign your labels to the account. The Label column displays the option to assign a custom label.

Information about linked accounts and the ability to add custom labels are also available from the Banking tab. Above the list of banking transactions is the Your Accounts table with information about linked accounts.

1.3 Disabling GoCardless/Disconnecting an account

To disconnect an account, click the Disconnect button.

If more than one account is connected, you can choose which one to disconnect. You can also disconnect them all at once.

2. The Banking tab

In the banking tab, you will find a list of banking transactions. It can be viewed by incoming, outgoing, or all transactions. Directly from the list, you can create an expense/revenue for a given transaction. You must select the appropriate option: Generate Revenue or Generate Expense.

2.1 Generating revenues based on a bank transaction

Based on the incoming transaction, you can issue an invoice, bill, or undocumented revenue. To do this, choose Generate revenue and select the type of revenue in the row of a specific transaction.

Important: It is necessary to assign a specific contact (company or individual) to a given sender/recipient of funds. With each update, new transactions will be linked to the corresponding contact. You can disconnect a contact at any time – all transactions assigned to documents where the contact is a recipient will remain as payments but will no longer be linked to actual transactions.

The relevant form will be displayed. The fields will already be completed with the details of the bank transaction. You can complete additional details and save the changes. The revenue will have the paid status.

The revenue added based on a bank transaction will be available:

• from the list in the Revenues module,
• from the list in the Banking module.

2.2 Generating expenses based on a bank transaction

Based on outgoing transactions, you can generate expenses. To do this, select Generate expense.

Important: It is necessary to assign a specific contact (company or individual) to a given sender/recipient of funds. With each update, new transactions will be linked to the corresponding contact. You can disconnect a contact at any time – all transactions assigned to documents where the contact is a recipient will remain as payments but will no longer be linked to actual transactions.

The relevant form will be displayed. The fields will already be completed with the details of the bank transaction. You can complete additional details and save the changes. The revenue will have the paid status.

The expense added based on a bank transaction will be available:

• from the list in the Expenses module
• from the list in the Banking module

3. Suggesting payments

You can register a payment from the revenues and expenses lists. For accounts with GoCardless integration enabled, payments are suggested based on bank transactions. If a payment is matched, an icon suggesting a payment match will appear in the list in the Payment column next to the button to register the payment.

When you click the Register payment button from the list, you will see a list of suggestions. Payments are suggested based on:

• amount
• buyer/recipient
• date of payment
• transaction name

Marking a contact person as an individual

To mark a contact person as an individual, activate the Contractor is individual option using a slider in the New contact person form.

Fields related to the person’s connection to the company will disappear from the form.

To return to the previous state of the form, deactivate this option.

Adding revenues, expenses, and offers from an individual’s profile

In the profile of a contact person marked as an individual, additional tabs will be displayed – Revenues, Expenses, and Offers. You can add records related to this person directly from the tabs.

Adding an individual directly from the Revenues, Expenses, and Offers form

To add an individual directly from the Revenues, Expenses, or Offers form:

•
• you can select an existing individual in the system from the list

• add a new person – just click on the plus button and choose + New contact person

1. Adding undocumented revenue

To add undocumented revenue, select New undocumented revenue in the Revenues module.

Then, fill in the form with the following mandatory information:

• the name of the revenue,
• its category (you can manage revenue categories in the Organization settings in the Sale tab/revenue categories),
• and the amount.

Optionally, you can choose a customer, currency, and project. You can also add a description and attach files.

2. Sharing undocumented revenue

You can share undocumented revenue in several ways.

2.1 Sharing for reading/editing

To share undocumented revenue, simply select Share.

Then, in the window that appears, fill in the email address and specify the access level (reading/editing).

2.2 Downloading a pdf file

You can download the details of undocumented revenue as a PDF file. Just click the Download PDF button.

2.3 Sending an email

You can also send an email with a PDF file containing the details of undocumented revenue. To do this, select Send and fill in the required information in the window that appears.

3. Revenue status

You can change the status of revenue (unpaid/paid) on the list in the Revenues module. Just click the plus button in the Amount due column and confirm the payment with a check mark.

You can also do it in the New undocumented revenue window by clicking +Add payment and Save.

To delete undocumented revenue, go to the Revenues module, click on the ellipsis icon next to the right revenue, and choose Delete.

You can also click Delete in the preview of the relevant revenue.

You must confirm deleting the record.

The first step is to upload a CSV file with your data. You can drag the file to the window or select it from the disk.

For the file to upload properly, make sure it meets the following requirements:

• Only CSV files are accepted
• The file cannot contain more than 500 lines
• The file can only contain one sheet
• The file must be encoded in UTF-8 if it contains diacritics
• It is mandatory to complete the column: “Company name”

You can upload only one file. Empty cells are ignored during import. You should leave empty cells for records without properties. If in doubt, download a sample CSV file.

Data preview

After uploading the data, you will see a table with a preview of the imported data. You can check it for accuracy, make changes, or add missing information.

If a mandatory field is not filled in, or if any of the fields are filled in incorrectly, a validation message is displayed for you to correct the fields.

You can delete individual items using the bin icon.

Importing data

After checking the correctness of the data, the user approves the operation by clicking the Import button. The imported data is saved in the list. The author of the imported data is the user who imported the file. The default status of the imported data is:

•
• New for companies,
•
• Coworker for coworkers,
•
• New for candidates.

Online Skype meetings in ����k8�콢�� don’t require any additional configuration.

Connecting Zoom

The integration can be enabled in the Configuration / Integrations tab in the box with the Zoom logo. After clicking the Connect button, you will be redirected to Zoom’s login page. Once logged in, you will need to authorize Zoom to connect to ����k8�콢��.

1. Permissions

Only administrators can manage integrations (enable, disable). Once integrations are installed on an account, users can individually link their Zoom accounts to ����k8�콢��.

2. Disconnecting the integration

To disable Zoom integration, click the Disconnect button. You will see a modal window asking for confirmation. Once approved, the integration is disabled.

Adding an online meeting

When adding an issue, you can select the online meeting option.

After enabling this option, the meeting location field disappears and the list of available providers appears.

In the list, there are the following options:

• Skype
• Zoom (if the integration is enabled)

As soon as you select it, a link to the meeting will be generated.

To copy the link, just click on the icon next to the link.

Meeting attendees

Meeting invitees can be added when creating or editing a meeting. An email invitation with a link to the meeting will be sent online to all meeting invitees (including the author of the meeting).

Starting a meeting

The Start meeting button in the meeting view will appear 15 minutes before the scheduled start time. In the case of an all-day meeting, the button is available as soon as the meeting is saved – the meeting can be started at any time on a given date.

You will also have direct access to the meeting via a link in the e-mail.

Canceling a meeting

Next to the generated link to the meeting, you will see a button that allows you to deactivate the link.

After you save the changes, the meeting invitees will receive an e-mail notifying them that the meeting has been canceled.

Generating a link to an online meeting when scheduling a meeting

You can also use the online meeting option when scheduling a meeting. The option will be available when you select Online meeting in the Schedule meeting form.

The link to the online meeting won’t be generated until the meeting is confirmed. Before the confirmation, the meeting invitees will be informed that the meeting is in online form and on which platform.

• in the preview of an issue in your calendar

• in the Issue details form

• in a Kanban board

When you click Duplicate, a new Issue details form will appear with the copied values. All values will be copied except:

• a reminder in “to do”
• comments
• dates → current dates and deadlines are provided
• deadlines for subtasks
• time logs in the case of project-related tasks

When it comes to meetings, a new link to the meeting is created.

You can also use a CV parser when editing the candidate information. The option is available in the CV / Portfolio tab.

When you click Upload CV data, a window will appear. You can drag and drop the file or select it from the list. Only one file with a .pdf extension can be added.

After the file is uploaded, the fields in the form are filled with the appropriate values. The second window will show a preview of the resume – you can check the correctness of the data. If something isn’t correct, you can quickly delete the contents of the field. Just use the button with the “x” icon located to the right of the field.

If several values are detected, the system will propose them separately. Values to be saved must also be confirmed with the green button. Unconfirmed values will not be saved.

Overwriting CV data

If you use the Upload Resume Data option again and upload a new file, the values in the form will be overwritten.