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This documentation provides a comprehensive introduction to the versatile web application "OfficeSync." This platform has been developed to enable comprehensive and efficient management of tasks, communication, human resources, and more. OfficeSync stands out with its clear structure and intuitive user interface, allowing users to effectively organize and manage their work processes.
In this section, the configuration settings of the entire web application can be managed. Roles can be created, role permissions assigned, and users assigned roles with corresponding permissions. Additionally, the admin area allows customization of application names and logos to tailor the platform to individual needs.
In the configuration, you can rename the application so that your custom content appears in the header at the top. You can also insert the logo where it is visible in the navigation at the top left.
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In the "Roles" section within the application, you can create and customize roles. You have the freedom to set the name and color of each role and configure individual permissions for each role. In the detailed view of a role, you can rename or remove it. Additionally, in this view, you can add users to the role. It's worth noting, however, that a user can only be assigned a single role, and if you assign them a new role, the previous one will be automatically overwritten.
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In the "User List" subsection, you can view all registered users.
In the "Logs" subsection, you can review all actions taken by individual users. Whether it's in the scheduling of vehicle creation, tour distribution, or managing vacation approvals, you can trace everything. This is important and practical for creating transparency. In case of conflicts, this can provide support. It's also advantageous to be able to present all actions to authorities when necessary.
Within the administration section of the application, you can find the "Signature" section, where you can manage signatures. Here, you have the option to specify which elements should be displayed in the signature, such as "First and Last Name," "Username," "Roles," or even the logo.
In the personal section, users have access to a wealth of information related to their individual work concerns. This includes tours, vacations, salary confirmations, work hours, absences, reports, disciplinary actions, criminal records, and health records. Personal notes, calendars, appointments, and tasks can also be viewed and managed here. Vacation requests, meeting requests, and appointment requests are also made in this area.
The personnel file is the central location for managing all important information and documents related to an individual.
The personnel file is the central location for managing all important information and documents related to an individual.
The address file contains information about current and previous residential addresses. Users can report and verify address changes.
The health record includes medical information, vaccinations, doctor visits, and health certificates.
The qualifications file contains information about education and professional qualifications.
Here, users can manage their school and academic education, as well as courses and programs attended
In this section, certificates and professional qualifications such as language certificates or professional licenses can be stored.
The criminal record file contains information about past criminal offenses, if relevant. Management can report or update relevant information here.
The employee file is for work-related information and activities.
Employees can view their working hours, shift schedules, and tours here.
The absence record contains information about vacation days, sick days, and other absences. Employees can request vacations and check the status of their absences.
In this area, employees can view their salary statements, bonus payments, and other compensation details. Employees have the option to confirm their salary. Documents and information related to salary statements.
The performance evaluation file contains information about employee evaluations, objectives, and performance goals. Employees can view feedback and update goal agreements here.
The disciplinary file contains information about disciplinary actions or behavioral problems. Employees can review related documents and discuss any measures.
This section provides a platform for internal communication among users. Similar to an email solution, the communication function enables the exchange of messages and information within the web application. It is important to note that this communication is strictly work-related and should not include private matters to comply with privacy policies.
The management area of OfficeSync is the core of personnel management and HR back-office operations. This section offers a comprehensive range of features and tools aimed at optimizing workflows, efficiently managing resources, and facilitating coordination within the organization.
In the management area, all types of requests are handled, whether for vacation days, sick leaves, or other work absences. Users can create, submit, and track requests. The management function allows for quick processing and monitoring of these inquiries.
Centralized management of employee data is a crucial aspect of the management area. Personnel records can be securely stored and managed here, ensuring structured access to information.
Effective assignment of tasks to employees also takes place in this area. Managers and team leaders can define, prioritize, and assign tasks to the respective employees, ensuring clear task delegation.
Defining and managing global events allows for coordinated planning of company events, meetings, training sessions, and other occurrences. This contributes to efficient alignment within the company.
In the management area, employee vacation days and work hours are calculated and managed, taking into account individual work agreements and company policies to ensure accurate calculations.
In the disposition department, vehicles (trucks) and locations are captured with metadata. Additionally, this section enables the planning and assignment of tours, linking trucks to locations, and setting tour dates. It is important to note that trucks cannot be reused for a tour on the same day if they are occupied. The same rules apply to users; those who have holidays or absences on that day cannot be selected.
In this section, employees can plan and manage tours. This includes creating routes, assigning vehicles and users to tours, and specifying tour dates and times. It is important to note that a truck that is already assigned to a tour on a particular day cannot be selected again. The same applies to users who have already reported vacations or absences on that day.
- Tour Number: A unique label or number for identifying the tour.
- Date: The planned date and time of the tour.
- Tour Type: The type of tour, e.g., delivery, pickup, maintenance, or service.
- Assigned Vehicles: Vehicle Link
- Assigned Drivers: User Link
- Locations: Location Links
Here, locations with their specific information can be recorded and managed. This includes location details, opening hours, and storage capacities. Linking locations to tours plays a crucial role in efficient route planning.
- Location Name: The name of the location or branch.
- Address: The physical address of the location, including street, city, state/region, and postal code.
- Contact Information: Phone numbers, email addresses, and other contact methods for the location.
- Opening Hours: The operating hours of the location, including weekday and weekend opening and closing times.
- Storage Capacity: The maximum storage capacity of the location, both in terms of quantity and volume.
In this section, information about available vehicles, especially trucks, is recorded. This includes license plates, vehicle types, capacities, and maintenance histories. Assigning vehicles to tours and monitoring availability are important functions to ensure that the right resources are used for tour planning.
- License Plate: The official license plate of the truck. Vehicle Type: The vehicle class or category (passenger car, van, delivery truck, trailer, dump truck, tanker, construction equipment, coach bus).
- Vehicle Model: The exact name or model of the truck.
- Manufacturer: The manufacturer of the truck.
- Year of Manufacture: The manufacturing year of the truck.
- Vehicle Identification Number (VIN): The unique vehicle identification number.
- Performance and Engine: Information about engine performance and specific engine technical data. Capacity: The maximum load capacity of the truck, both in weight and volume. Fuel Type: The required fuel type, e.g., diesel, gasoline, electric, hybrid, etc.
- Consumption: The average fuel consumption per kilometer or mile.
- Insurance Information: Information about vehicle insurance, including the insurance provider, policy number, and expiration date.
- Repair and Maintenance Logs: Records of all repairs, maintenance work, and replacement parts performed.
- Condition and Damage: Information about the current condition of the truck, including any damages or defects.
The cloud section allows for the creation of folders, adding files, and managing access rights. Here, users can specify precisely who can access, read, edit, or delete content. Folder owners can also delegate ownership rights, while users have the ability to remove their own reading rights from external folders.
These copyright terms govern the use of the open-source web application "OfficeSync," developed by Kiidle on behalf of Ruch Transporte GmbH. By using "OfficeSync," you expressly agree to these terms. If you do not agree to these terms, you may not use "OfficeSync."
1.1 "OfficeSync" is available as open-source software and can be used and deployed on third-party servers.
1.2 You may use "OfficeSync" without altering, supplementing, or manipulating the code, functionalities, or design of the platform.
1.3 Specifically, you are prohibited from removing or otherwise manipulating the "Kiidle" logo within "OfficeSync."
2.1 The use of modified, supplemented, or manipulated copies of "OfficeSync" without explicit permission is strictly prohibited.
2.2 Customers or third parties using unauthorized copies, modified versions, or manipulated copies of "OfficeSync" will be subject to the same legal consequences as those who altered "OfficeSync."
3.1 "OfficeSync" and all associated intellectual property rights, including copyrights, belong to Kiidle.
3.2 Any use, utilization, or modification of "OfficeSync" without explicit permission from Kiidle constitutes copyright infringement.
4.1 Kiidle assumes no liability for damages arising from the use, provision, or deployment of modified versions of "OfficeSync."
5.1 Kiidle reserves the right to change or update these terms at any time. The updated terms will come into effect upon publication.
By using "OfficeSync," you agree that you have read and understood these terms and consent to them. These terms constitute the entire agreement between you and [Your Company/Name] regarding the use of "OfficeSync."
We place great importance on the protection of your personal data and compliance with the data protection regulations of the European Union. This privacy policy explains how your personal data is collected, processed, and protected in connection with the use of the OfficeSync platform.
- The data you provide, including first name, last name, contact details, and professional information, will be used solely for internal purposes.
- Data necessary for the platform's functions, such as vacation and working time information, are collected and processed for the efficient handling of your work processes.
- All data processing is carried out in accordance with applicable EU data protection regulations.
- We employ reasonable technical and organizational measures to protect your data from unauthorized access, loss, or misuse.
- Access to your personal data is only granted to authorized employees who require this information to fulfill their professional duties.
- Your personal data will not be disclosed to third parties without your explicit consent unless legally required or necessary for the execution of certain platform functions.
- After the termination of your account and the conclusion of your activities with the company, all personalized personal data will be irrevocably deleted after a retention period of 10 years.
- Some necessary data, such as first name, last name, number of working hours, and vacation days, will be retained for compliance purposes and upon request by authorities.
- You have the right to access, correct, or delete your personal data.
- You can object to the processing of your data or request the restriction of processing.
- If you have any questions or concerns about the processing of your data, you can contact our Data Protection Officer.
These terms of use ("Terms") govern the provision and use of the web application "OfficeSync" ("Platform") on third-party servers. If you wish to provide the platform on your own servers, you expressly agree to these terms. If you do not agree to these terms, you may not provide or use the platform.
1.1 The platform is provided as open-source software and can be deployed by third parties on their own servers.
1.2 You are responsible for the proper installation, configuration, and maintenance of the platform on your servers.
2.1 You are solely responsible for using the platform on your servers and for all content created, uploaded, or shared within the platform.
2.2 You agree not to use the platform for illegal, defamatory, offensive, or unlawful activities.
3.1 You are obligated to take appropriate measures for the security and protection of personal data processed within the platform.
3.2 We assume no liability for data breaches or security incidents related to the provision of the platform on your servers.
4.1 The provision and use of the platform are at your own risk. We assume no responsibility for damages arising from the provision, use, or content of the platform.
4.2 We do not provide any warranty for the functionality, accuracy, or availability of the platform on your servers.
5.1 We reserve the right to change or update these terms at any time. The updated terms will come into effect upon publication.
By providing and using the platform on your own servers, you declare that you have read and understood these terms and agree to them. These terms constitute the entire agreement between you and Kiidle regarding the provision and use of the platform on your own servers.
We want to clarify that OfficeSync is a web-based platform designed to meet diverse business requirements and optimize workflows. Our mission is to provide an efficient and powerful solution that supports companies and organizations in their daily activities.
With this in mind, we consciously stay out of political debates and controversies. It is not our role to use our platform for political expressions or ideological discussions. Our primary responsibility is to provide our customers with a top-notch product that fulfills their business needs.
If a feature in OfficeSync results in improved customer-friendliness and engagement and someone draws a political debate from it as a conclusion, this is at the discretion of the customers. We want to emphasize that we act politically neutral and our platform does not pursue any political agenda. Any attempt to derive political views from our features is done from the perspective of customers and lies outside of our intent.
We respect the diversity of views, opinions, and beliefs of our customers, users, and partners. Our focus is to create a neutral environment that can be used for business purposes without supporting or promoting political agendas.
If anyone seeks or finds political controversies in any way through our platform, we want to clarify that OfficeSync does not serve as a platform for such purposes. If anyone experiences discomfort or dissatisfaction in this regard, OfficeSync may not be the suitable solution for that individual or organization.
We take pride in providing our customers with a tool that optimizes their business processes and increases productivity. Our mission remains to offer a neutral and effective platform that helps you tackle your business challenges.