Implementation: timeline, split of work, price known upfront.
As long as your scale needs: from a few days at one location to a few months for an operation with many departments.
Implementation takes as long as your scale needs. One location starts in the trial in a few days, a dozen or so in a few weeks. A chain starts with a one-quarter regional pilot, and an operation with many departments takes months.
Your HR and payroll system settles hours after the month closes. We plan them earlier and hand over the result, so implementation switches nothing off. A regional pilot runs alongside your current system, without disconnecting it or ending your supplier contract.
On the call we set out the scope, timing and split of work for your scale.
Implementation timelines for four scales.
The first 30 days, week by week.
This is the first month for several locations. For a chain, it is the first pilot region. One location goes through these steps in a few days.
What we do
- We set up the structure: sectors, regions, locations, departments.
- We import the employee list with contracts, FTE and positions.
- We create manager accounts and set permissions.
What stays with you
- One decision-maker as contact for the whole implementation.
- The employee list and structure: who reports to whom.
- A decision on who is the administrator on your side.
At week's end you havestructure and people in the system, ready to schedule.
What we do
- We write down staffing rules with managers, per location or department, with exceptions.
- We set shift templates and Labour Code rules to your thresholds.
- We run online training for managers.
What stays with you Labour Code from Start
- Managers at the training, a few hours.
- Staffing rules: how many people, in which position, at what hours.
- A decision on whether a rule breach gives managers a warning or a block.
At week's end you havewritten staffing rules and trained managers.
What we do
- We build the first schedule with the manager, by hand or automatically from your staffing rules.
- We roll out the app to the team and set up the kiosk.
- We switch on time tracking and check the first clock-ins.
What stays with you tracking from Biznes, automation from Premium
- The manager publishes the first schedule.
- A tablet or computer at the entrance, if we set up a kiosk.
- Telling the team that the schedule is on their phones.
At week's end you havea published schedule and time tracking collecting hours.
What we do
- We show plan next to actual, location by location.
- We run a test payroll export with import instructions.
- We adjust staffing rules where the first month showed differences.
What stays with you
- Someone in HR who loads the test file into your HR and payroll system (for ADP, also the connection certificate).
- One hour of HR time to check the test export.
- Decisions on changes to staffing rules.
At week's end you havea first plan versus actual comparison and hours ready for payroll.
In an operation with many departments, weeks 2 and 3 repeat for each department.Work schedule: how the first one is built
The plan price includes a self-service start. Days of work at your premises are quoted separately.
Scope of work decides, not the number of locations. The number only hints at which option usually applies.
In the plan price: self-service start
- Remote configuration with your account manager
- Online training for managers
- Help centre in English and support chat
- Account manager after implementation
- Updates when labour law changes
- Payroll import instructions
In the Start, Biznes and Premium plans. With a self-service start, data transfer is included as part of implementation. Import from several systems is quoted with implementation.
Separate project: on-site work
- On-site days of your account manager
- On-site training
- A series of training sessions for managers
- Integration built for your systems
- Data import from several systems
- Adjustments to your processes
Chains and large operations pay for implementation and the training series. The offer gives the price before the start.
The quote reflects the number of locations, regions and employees, the scope of integrations and data import, and the training format.
How you get the price
- 30-minute callWe ask about employees, locations, integrations and the training format.
- Offer with the price set outLicence, implementation and training separately, each with its scope.
- Start after your approvalThe call and the quote cost nothing.
Scope changes are always quoted before the work. Pricing: plans and quotes for chains
One location, several, a chain, a large operation: four paths, four timelines.
One location
a few days
- First step
- 21-day trial with your account manager; first schedule in a few days.
- Who on your side
- The location manager, from a phone.
Several locations
a few weeks
- First step
- Staffing rules set up in the first location are copied to the next ones.
- Who on your side
- One decision-maker and the location managers.
Chain
a one-quarter pilot
- First step
- One region alongside the system you have. Then the next regions.
- Who on your side
- A regional director and a project lead at head office.
Large operation, many departments
a few months
- First step
- Rules written down with each department manager, in turn.
- Who on your side
- Department managers and HR.
Your data moves over during implementation, and work carries on.
What we transfer
- Employees
- Contracts and FTE
- The structure of locations or departments
- Leave balances on the start date
With a self-service start, data transfer is included as part of implementation. Import from several systems is quoted with implementation. We have tools for this, so it is quick and does not stop work. We confirm the scope on a call before the import starts.
Contract and data
- Data processing agreement (DPA)
- We sign it with every customer.
- Where the data is stored
- Microsoft Azure in the EU, with regular backups.
- SLA
- In the Enterprise plan.
- Contract term
- Agreed individually.
- Data after you leave
- For 30 days you can get an export (CSV or XLSX). After 60 days we delete the data for good. See the Terms of Service.
These results came from implementations with a timeline and a split of work.
- overtime down by about a quarter within one quarter.Retail chain. No till data.
- about 9%lower labour cost with service maintained, in one quarter.Retail chain.
- over 400 peoplein 25 departments in one system.Large mountain hotel, implemented 2026.
From a few to several hundred locations. Largest customer: over 8,000 employees.
Questions people ask before signing.
How long does implementation take, and what does it depend on?
From a few days at one location to a few months for an operation with many departments, depending on company size, number of locations and industry. One location starts in the trial in a few days, a dozen or so in a few weeks. A chain starts with a one-quarter regional pilot, and an operation with many departments takes months.
We use another system. What does data transfer cost, and will it stop our work?
With a self-service start, data transfer is included as part of implementation. Import from several systems is quoted with implementation. Our tools make it quick and keep work running. You choose the date.
What is included in the plan price, and what do you quote separately?
The plan price includes a self-service start: remote setup with your account manager, online training, the help centre in English, chat and an account manager afterwards. On-site days, on-site training, a manager training series and an integration built for your systems are quoted as a separate project. Chains and large operations pay for implementation and the training series, and the offer gives the price before the start.
How many people do you need on our side?
One decision-maker as contact, managers for training (a few hours) and one person who will be the administrator. We handle configuration, data import, integrations and training.
We have a contract with another supplier. Can we test this without ending it?
Yes. A pilot in one region runs alongside your current system, without disconnecting it or ending your supplier contract. You decide after one quarter, on that region's numbers. You can test one location in a 21-day trial.
What do you transfer from our current system?
Employees, contracts and FTE, the structure of locations or departments, and leave balances on the start date if your system has them. We confirm the scope on a call before the import.
How long is the contract, and what happens to our data if we leave?
The contract term is agreed individually. After you leave, you can get a data export (CSV or XLSX) for 30 days. After 60 days we delete the data for good. See the Terms of Service.
Do you sign a data processing agreement?
Yes, with every customer. Data is stored in Microsoft Azure in the EU, with regular backups. Enterprise includes an SLA.
Who runs implementation, and who answers the phone later?
Your account manager, the same person from the start. Afterwards you have support Monday to Friday, the help centre in English and chat in the app.
It ends with a team and a date.
- First call and scope
- Sets the scope and works through your numbers with you.
- Implementation manager
- Runs configuration, training and the first month. The same person from the start.
- Integrations and API
- Sets up payroll export, connects your tills or hotel system and checks the export.
- Support
- Answers after implementation, Monday to Friday. Plus the help centre in English and in-app chat.
General contact: +48 503 700 111, info@proplanum.com
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