Proplanum

About Proplanum

Proplanum is a comprehensive, all-in-one workforce management platform engineered to replace inefficient, manual processes like spreadsheets and paper-based systems. It serves as a centralized hub for work scheduling, precise time tracking, and holistic team management, designed specifically for businesses seeking operational excellence. The platform's core value proposition lies in its ability to automate repetitive administrative tasks, thereby eliminating errors, reducing labor costs, and freeing managerial time for strategic initiatives. It provides managers with full, real-time visibility into their workforce, answering the critical questions of who is working, where, and when at any given moment. Accessible via web and mobile apps, kiosks, and QR codes, Proplanum facilitates seamless shift planning, working time registration, and leave request handling. A key differentiator is its integrated AI engine, which automatically generates optimized shift schedules based on forecasted demand metrics like expected sales or customer traffic, ensuring optimal staffing levels that balance service quality with cost control. Built with principles of flexibility, speed, transparency, and security, Proplanum empowers companies across various industries to react swiftly to dynamic market changes, improve internal communication, and drive sustainable growth.

Features of Proplanum

AI-Powered Shift Planning

This intelligent feature automates the complex process of creating work schedules. By analyzing historical data and forecasted demand inputs—such as projected sales, customer footfall per hour, or reservation levels—the AI algorithm generates optimal shift plans. It ensures the right number of staff with the appropriate skills are scheduled at the right times, maximizing coverage during peak periods and controlling labor costs during slower times, all while considering employee availability and labor regulations.

Multi-Method Time Tracking

Proplanum offers versatile and accurate time registration through multiple channels to suit any work environment. Employees can clock in and out using a dedicated mobile app, on-site kiosks, or by scanning unique QR codes. This real-time tracking provides an indisputable record of hours worked, which can be instantly compared against the planned schedule, eliminating manual timesheet errors and simplifying payroll preparation with accurate, exportable data.

Centralized Leave & Availability Management

The platform streamlines all employee requests in one transparent system. Team members can submit leave, vacation, or availability requests digitally through the app. Managers can review, approve, or deny these requests with a click, with the system automatically updating the schedule to reflect conflicts or approvals. This eliminates email chains and paper forms, improving communication and ensuring schedule accuracy.

Real-Time Workforce Visibility Dashboard

Managers gain a comprehensive, live overview of their entire operation through a centralized dashboard. This feature displays real-time data on who is currently clocked in, their location, scheduled shifts, and pending requests. This full visibility enables quick reactions to absences or unexpected demand surges, facilitates efficient shift swapping and replacement planning, and provides insights for better future scheduling decisions.

Use Cases of Proplanum

Retail Chain Management

For retail businesses, Proplanum is instrumental in aligning staff schedules with customer shopping patterns. Store managers can use demand forecasting to schedule more cashiers and floor staff during peak shopping hours and reduce staffing during quieter periods. Real-time tracking helps immediately identify no-shows and arrange cover, preventing lost sales due to understaffing and avoiding unnecessary overtime costs, thereby protecting margins.

Restaurant & Hospitality Staff Coordination

In the fast-paced gastronomy and hotel sector, the platform helps managers prevent service bottlenecks. Restaurateurs can ensure sufficient wait and kitchen staff are scheduled for expected rushes, improving table turnover and customer satisfaction. Hoteliers can harmonize housekeeping, reception, and service staff based on reservation and occupancy analytics, maintaining service standards while optimizing labor expenditure across fluctuating occupancy levels.

Healthcare Facility Staffing

For clinics, hospitals, and care facilities, Proplanum ensures reliable and compliant staff coverage. The system automates the creation of complex shift rosters for doctors, nurses, and support staff, adhering to strict labor laws and union rules. It helps administrators maintain mandatory staff-to-patient ratios, manage on-call schedules, and quickly find replacements for sick leave, directly contributing to consistent patient care and operational safety.

Small to Medium Business Administration

Small and medium-sized enterprises (SMEs) benefit from replacing disjointed spreadsheets and manual processes with a single, automated system. Proplanum reduces the hours owners spend on creating schedules and calculating payroll, minimizes costly scheduling errors and compliance risks, and improves communication with a dispersed team. This allows business leaders to focus their efforts on growth and core business activities rather than administrative burdens.

Frequently Asked Questions

How does Proplanum's AI create a shift schedule?

Proplanum's AI scheduler analyzes multiple data points to build an optimal plan. You input forecasted demand drivers relevant to your business, such as expected sales figures, historical customer traffic per hour, or reservation counts. The algorithm then processes this alongside employee contracts, defined skills, availability preferences, and labor regulations. It calculates the required staffing levels for each time block and automatically assigns the most suitable employees, creating a balanced, efficient, and compliant schedule in minutes.

Can employees use their own smartphones for clocking in?

Yes, employee self-service is a core functionality. Team members can download the Proplanum mobile app on their personal smartphones. Through the app, they can view their schedules, request time off, indicate availability, and most importantly, clock in and out for their shifts with GPS location verification if required. This provides flexibility and convenience, especially for remote or mobile workers, while giving managers accurate, real-time attendance data.

What happens if there is a last-minute absence or change?

Proplanum is designed for operational agility. In the event of a last-minute absence, managers receive instant notifications. They can then use the real-time dashboard to see which qualified employees are available or already on-site and can efficiently offer the shift to them directly through the app with a few clicks. Employees can also request shift swaps among themselves, subject to manager approval, ensuring shifts are covered quickly without managerial micromanagement.

Is the data for payroll processing accurate and easy to export?

Absolutely. Proplanum eliminates manual timesheet errors by using verified clock-in/out data as the single source of truth. All worked hours, including any approved overtime, are tracked and calculated automatically. When it's time for payroll, managers can generate detailed reports with a full breakdown of hours per employee, period, and cost center. This data can be exported in common formats (like CSV or Excel) for seamless integration with most payroll software systems, ensuring accurate and timely payments.