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HR & Projects

Your team and your projects: who does what, when, and at what cost.

In preparation Create an account

HR & Projects tracks staff and plans projects on a Gantt chart, with the resources and costs of each task.

HR & Projects is in preparation. It will join the Prophetix subscription catalogue when it is released.

Every feature of HR & Projects

125 features in 19 areas

Personnel records

Keeps a record for each employee: identity, contact details, date of birth, hire date, job title and department.
Indicates the direct manager, the contract type (full-time, part-time, fixed-term, intern, temporary agency work) and the status (active, on leave, suspended, left).
Keeps the salary, the social security number and the IBAN on the record.
Limits reading of a record to the person concerned, their direct manager and HR; only HR creates and edits records.
Finds an employee by name, email or job title.
Marks an employee's departure without erasing their history.
Organizes departments in a tree, with a code, a head and sub-departments.
Imports employees from an Excel file, with a blank template, a sample template and a check of the file before the import.
Updates existing records during the import and reports the rows in error.
Exports the list of employees to Excel.
Links each employee to their Prophetix account through the email address on their record.

Country rules

Supports three countries: France, Luxembourg and Belgium, chosen by the organization.
Offers for each country a weekly working time and a starting number of annual leave days, to be adjusted for each employee.
Calculates the RTT days (working-time reduction days) from the weekly working time for France, with the option of setting them by hand.
Offers a list of predefined collective agreements for each country, to be attached to the employee's record.
Classifies employees by category (executive, employee, worker, intern, apprentice, contractor...).
Manages the fixed-days option (forfait jours) for executives.
Generates the public holidays of the year from the country's templates, including the movable ones such as Easter or Pentecost.
Adds, edits or deletes a public holiday by hand.

Leave

Submits a leave request with its type: annual, sick, unpaid, maternity, paternity, bereavement, training, time off in lieu or other.
Accepts half-days at the start and at the end of the period.
Counts working days by excluding weekends and public holidays.
Keeps a balance for each employee and each year, with the days earned, taken and pending.
Has a manager approve or refuse the request, with a comment.
Allows the employee to cancel their own request, which returns the days to the balance.
Lists the requests to be processed on an approval page.
Shows HR a monthly calendar of approved leave.

Working time

Presents the employee's week day by day, with navigation from one week to the next.
Enters each entry with the date, the hours, the start and end time, the break and a description.
Attaches the entry to a project and to a task.
Records remote work and the work location.
Compares the week's total with a target of 40 hours.
Submits the week with one click, then locks the submitted entries.
Has a manager approve or reject the entries.

Expense reports

Creates an expense report for a period, with a title, a description and a currency.
Adds lines with the date, category, description, amount, supplier and VAT.
Offers twelve categories: travel, accommodation, meals, transport, mileage, equipment, software, training, entertainment, office, communication and other.
Attaches a line to a project and marks it as billable to the client.
Totals the report automatically.
Submits the report for approval and tracks its status: draft, submitted, approved or refused.
Has a manager approve or refuse the report, with a comment.

Clients and projects of the organization

Keeps the list of clients with their address, email, phone number and active status.
Creates projects with a code, a client, a project manager, dates, a budget, a status and a billable indicator.
Breaks each project down into tasks, with estimated hours.
Offers these projects and tasks in timesheets and expense reports.
Reserves the creation and editing of projects to HR, and their viewing to managers.

Project schedule, resources and costs

Plans a project on a Gantt chart, with tasks, subtasks, milestones and progress as a percentage.
Can be read as a table or as bars, and is reorganized by moving tasks up, down or sideways.
Lists the resources (people, hardware, equipment, software) with their hourly rate and availability.
Records the costs of each project by type: labor, materials, equipment, software, travel.
Tracks purchases from request to receipt.
Writes progress reports with the risks, the issues and the next steps.

Equipment and documents

Takes inventory of the equipment assigned to employees: computer, monitor, phone, vehicle, badge, keys, bank card and others.
Records the serial number, the tag, the manufacturer, the model, the purchase price and the end of the warranty.
Tracks the status of each item: available, assigned, under repair, lost or retired.
Records the return of an item.
Uploads an employee's HR documents: contract, CV, ID document, diploma, appraisal, payslip and others, up to 20 MB per file.
Marks a document as confidential and records its expiry date.
Keeps the documents in the application's database, not in a public folder on the server.

Personal space and statistics

Welcomes each employee with a dashboard: remaining leave, hours for the week, pending requests.
Gives access to their profile, leave balances, equipment and team.
Lets the employee update their contact details and IBAN.
Lets them download their non-confidential documents.
Shows HR the active headcount, the arrivals of the month and of the year, and the employees on leave.
Breaks employees down by department, contract type, status and seniority.
Plots the headcount over the last twelve months.
Summarizes leave, hours and expenses by year or by month.

Organization, roles and permissions

Signs in with the Prophetix account, with no password of its own for the application.
Strictly separates the data of each organization.
Distinguishes four roles: administrator, HR manager, manager and employee.
Grants the HR and manager roles from the Accounts and roles page, and links or unlinks an account from an employee record.
Sets the organization's country and time zone.
Hides the menu sections the organization does not need, without granting any additional right.
Switches to view-only when the license no longer covers the organization.
Switches organization without leaving the application.

On your devices

Personnel records, leave, time, expenses, equipment and tracking projects are used in a browser, on a computer as well as on a phone.
The Gantt chart, resources, costs, purchases and progress reports are those of the Project desktop application, on Windows and on Linux.
There is not yet a desktop application for the human resources part.

Good to know

Leave days, RTT days and collective agreements are starting values to be checked: the application helps you manage them and does not replace your verification.
Only France, Luxembourg and Belgium are offered.
Expense reports do not accept a receipt as an attachment, and no action records their payment.
Leave requests do not accept an attachment.
The projects in the HR part are used to track time and expenses; the Gantt chart is in the Project application, whose data is not yet linked to these.
The application does not offer a public API.

Expense reports: Expense reports

A report has a suggested code (NDF-2026-001, adjustable prefix), a title, a period, a department and a project.
A draft is seen only by its author, not even by an administrator.
Calculates the total and the part to reimburse, leaving out expenses paid with the company card.
Copies a report to prepare the next one.
Searches and filters the list by status, author, department, project and date, and exports it as CSV.
Prints a report (PDF through the browser) with its expenses, flagged points, receipts and log.

Expense reports: Expenses and receipts

Enters an expense with its date, category, description, merchant and amount including tax.
Converts a foreign-currency expense at the exchange rate entered, into the organization's currency.
Copies the VAT shown on the receipt, without calculating it or claiming it is recoverable.
Calculates a mileage allowance or a daily flat rate by multiplying the distance or days by the rate of a rate table.
Attaches the photo or PDF of the receipt, up to five per line, with its SHA-256 fingerprint.
Accepts a closed list of file types: images, PDF, email, text.
Lets you declare a receipt lost, with an explanation the approver reads.

Expense reports: Expense policy

Prevents submitting a report with no line, a zero amount, a future date, a reversed period or a currency without a rate.
Requires a receipt for the categories that ask for one, unless a loss is declared and explained.
Flags to the approver an exceeded category ceiling, an old or out-of-period expense and a possible duplicate with another report by the same author.
Flags an unverified rate table, inconsistent VAT and an exchange rate equal to 1.
Ships starter categories with no ceiling, no account and no rate table: the organization enters its own.

Expense reports: Approval workflow

Moves a report from draft to submitted, approved and then reimbursed.
Fixes the approver designated for the person at the moment of submission.
Lets the author recall the report until nobody has decided.
Requires a reason to refuse, and lets the author take the refused report back, correct it and submit it again.
Forbids approving or reimbursing your own report, unless the organization sets otherwise.
Flags as late a report submitted for too long.
Records every step in a log that nobody can modify.

Expense reports: Accounting

Lists approved reports to reimburse and records a payment or a batch, with its reference and date.
Exports entries as CSV, with the accounts, journal and VAT account the organization entered.
Balances the entries: the employee's credit equals the sum of the debits.
Leaves out expenses paid with the company card and says so at export.
Exports the list of reimbursements per employee, with no bank details.
Marks reports as accounted for so they are not exported twice.
Lets an administrator reopen a report reimbursed by mistake.

Expense reports: Roles, rate tables and settings

Distinguishes employee, approver, accountant and administrator, and designates each employee's approver.
Sets up categories: account, ceiling per line, receipt required.
Enters rate tables with their source, unverified until someone says otherwise, and unverified again if the rate changes.
Sets the code prefix, the currency, the maximum age, the approval delay and the export accounts.
Keeps the amount of lines already entered when a rate table changes.

Expense reports: Workstation, phone and exchanges

Works offline under Windows and Linux, and on Android to photograph a receipt without a network.
Exports reports and their receipts as a ZIP archive readable without our tools.
Imports an archive treating it as data from elsewhere and recalculating the totals.
Restores the archive faithfully for an administrator; for others, the reports arrive as drafts.