Proplanum for chains: a pilot in one region.
Proplanum is scheduling and time tracking software for shift-based businesses, from one location to a chain. This page is for companies running dozens to hundreds of their own stores, showrooms or venues, with regions and a head office.
A pilot in one region runs for one quarter, and its numbers decide the rest of the chain.
A regional pilot is one quarter of Proplanum in the stores or venues of one region, alongside your HR and payroll system, with a review after each month and success criteria set before the start. Other regions carry on as before, and your HR and payroll system stays.
Your HR and payroll system settles hours after the month closes. Proplanum plans them earlier and shows them live, location by location. The result goes to payroll without retyping.
On the call we agree how to compare staffing with footfall on your numbers, and what that needs.
Three stages in one quarter, with the split of work set at the start.
One clickable timeline. Each stage shows what we do, what stays with you and what you have at its end.
What we do
- We set up the region structure: locations, managers, permissions.
- We import the region's employees with contracts, FTE and positions.
- We write down staffing rules with managers and connect payroll export and footfall data, if available.
What stays with you Labour Code from Start
- A project lead at head office and the regional director.
- The region's employee list and access to sales data, if it will be used.
- A decision on whether Labour Code rules give managers a warning or a block.
At stage end you havethe region set up, with staffing and Labour Code rules.
What we do
- We train location managers and show the team the app.
- We set up a kiosk or phone time tracking at each location.
- We build the first schedule with each manager, by hand or automatically from your staffing rules.
What stays with you tracking from Biznes, automation from Premium
- Managers at the training, a few hours.
- A tablet at the entrance, if we set up a kiosk.
- The manager publishes the first schedule.
At stage end you havepublished schedules across the region and time tracking collecting hours.
What we do
- We show plan next to actual, location by location, during the month.
- We review after each month and adjust staffing rules where the month showed differences.
- At quarter end we prepare a region summary, set against the criteria in the charter.
What stays with you
- One hour of the regional director's time for each monthly review.
- Decisions on changes to staffing rules.
- One hour of HR time to check the payroll export.
At quarter end you havea before-and-after region summary, next to the criteria set at the start.
Implementation time depends on company size, locations and industry. The pilot fits in a quarter as it covers one region, not the chain.How implementation works
The pilot charter sets out the scope, criteria and price before anything starts.
One store's result in a chain of dozens of locations proves nothing. A region has what the whole chain has: different formats, different footfall, vacancies and absence. So the pilot unit is a region, not a store.
In the charter
- The region and the number of locations.
- The quarter's dates and the monthly review dates.
- The main measure for the role leading the project.
- Three supporting measures.
- People on both sides: who leads for you, who for us.
- The implementation and training price, known before the start.
Both sides sign the charter. After the quarter, the region summary is set against it, point by point.
Unchanged for the whole quarter
- The other regions and their schedules.
- Your HR and payroll system: hours go back to payroll without retyping.
- Your current supplier contract, even when your group chooses the software.
- Staffing standards: the rules stay yours; the software uses them.
- Managers: we take scheduling off them; they keep the decision.
A pilot can run alongside a group-wide system: it covers one region and does not change the supplier contract.
How the pilot starts
- 30-minute callScale, regions and formats, and the main measure for the role leading the project.
- Pilot charter and offerLicence, implementation and training separately, each with its scope and price.
- Start in the regionAfter your approval, on a date you choose.
With a self-service start, remote configuration with your account manager and online training are in the plan price. On-site days, on-site training, an integration built for your systems and import from several systems are a separate project. Chains pay for implementation and the training series, and the offer gives the price before the pilot starts. With a self-service start, data transfer is included as part of implementation. Import from several systems is quoted with implementation.
After the quarter
- Next regions
- Staffing rules from the first region are copied to the next, so the second region starts from a ready configuration. We order regions by format and footfall, not by size.
- One more quarter
- In the same region, when the quarter had an unusual season.
- Ending
- Without extension, on the terms set in the pilot charter.
Four measures, location by location, during the month.
Your reports show sales hour by hour. Staffing for the same hour is usually missing. The pilot puts them side by side, store by store.
Staffing vs footfall
main measure for operations
- Source
- Staffing hours next to receipts, entries or occupancy for the same hour.
- Needs
- Till, POS or hotel system data, coming in automatically through an integration built for your systems.
Overtime
main measure for HR
- Source
- Hours above plan per location and per region.
- When
- During the month, not in the payroll run.
Cost per hour
main measure for finance
- Source
- Planned hours, worked hours and overtime times the hourly cost, location by location.
- What you see
- Differences in hourly cost between locations. We set them against turnover in the region summary each month.
Plan next to actual
supporting measure for every role
- Source
- The schedule and time tracking in every location in the region.
- Needs
- Nothing beyond the schedule and time tracking.
Before the start we choose one main measure, matching the role that leads the project. Operations ask whether staffing hours match footfall hours. HR asks how many hours above plan there were, and where. Finance asks how much the hourly cost differs between locations with the same turnover. Other measures are supporting and do not decide the result.
What the software does by itself
- Proposes a schedule from your staffing rules and, where there is till data, from sales. The manager adjusts and approves it.from Premium
- Checks the schedule against the Labour Code before publishing.from Start
- Counts actual hours, overtime and cost during the month.Summaries from Biznes
- Exports hours for payroll without retyping.from Start
We do not replace the manager. We take scheduling off them. Staffing rules stay yours; the software works with them, not instead of them.
The pilot runs alongside your current system, and the rest of the chain carries on.
What we transfer from your current system
- The region's employees.
- Contracts and FTE.
- The location structure.
- 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.
- Contract term
- Agreed individually and set in the pilot charter.
- After the quarter
- Next regions, one more quarter, or ending without extension.
- Data after ending
- 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.
- Where the data is stored
- Microsoft Azure in the EU, with regular backups.
- SLA
- In the Enterprise plan.
These results come from chains that measured what the pilot measures.
- 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 8,000employees at our largest customer.As of September 2026.
Implementations from a few to several hundred locations.
We do not name customers until they agree. Instead, we give the company type, period and calculation method.
Questions people ask before signing the pilot charter.
How many locations does a pilot region have?
As many as one regional director runs, usually a dozen or so. We set the scope in the pilot charter, with the dates and measures.
Why a region and not one test store?
One store's result in a chain of dozens of locations will not convince anyone. A region has different formats, footfall, vacancies and absence, like the whole chain. The pilot is a project, not a trial.
Our group chooses the scheduling software. Is a pilot possible at all?
Yes. The pilot covers one region and runs alongside your current system. We do not disconnect it, and you keep your supplier contract. Hours from the region go back to payroll without retyping.
Who sets the success criteria, and who signs them?
We set them together on a call and write them into the pilot charter. There is one main measure for the role leading the project, plus three supporting ones. Both sides sign before the start.
What happens after the quarter?
The before-and-after region summary is set against the criteria in the charter. There are three options: next regions, one more quarter in the same region, or ending without extension. Staffing rules from the first region are copied to the next.
How much does a pilot cost?
Licences for accounts in the region, on a plan from Premium. Chains pay for implementation and training, quoted from factors we disclose. The offer gives the price before the start. The call and the quote cost nothing.
We do not have till data in every store. Does a pilot make sense?
Yes. Overtime, cost per hour and plan next to actual need only the schedule and time tracking. Staffing vs footfall comes in where till data exists, through an integration built for your systems.
This is for operations, not the board. Who do we send it to?
The person who looks at staffing hour by hour: operations, regions or finance. Name them on the call and we will write to them directly.
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.
The call takes 30 minutes and ends with a region scope and a main measure.
- First call and scope
- Sets the scale, regions, formats and the main measure for the role leading the project. Works through your numbers with you.
- Implementation manager
- Runs the region for the whole quarter: configuration, training, a review each 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.
If someone else handles staffing hour by hour in your company, name them on the call. We will write to them directly.
Plan
We run a regional pilot on a plan from Premium, because location comparison and demand-based staffing start at Premium. Enterprise is quoted after a call. The SLA is part of Enterprise, and we sign a data processing agreement with every customer.
For a chain, implementation is a separate project: on-site days, on-site training, integrations built for you, import from several systems. You know the price before the pilot starts.
Pricing: plans and quotes for chainsGeneral contact: +48 503 700 111, info@proplanum.com
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