HOW TO USE SAPENTA

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SETTINGS

How do I set up my profile?

After logging into Sapenta, access your profile by clicking on the top right of the dashboard (you'll see an icon that looks like a wheel).

Fill in the fields with the available information (name, email, telephone, and upload a photo).If you do not upload a photo, the system will use your initials as a temporary profile photo.

In the case of your travel profile, it will be used to book your business trips. If your role does not involve travel, you can leave these fields empty. Once you complete your profile, click "Save".

How do I set up my company?

To set up your company, click on the wheel at the top right of the screen and select "Settings".

  • First, you must fill in the information related to your company (name, address, country, telephone, size, language, etc.) and click "Next".
  • Enter information about your HQ, including working hours and holidays. Repeat this information in case your company has other branches.
  • Then, you must indicate the financial information, including the type of currency (based on your HQ location). Also, add the type of costs that your company has and specify whether it is purchases, expenses, or both.
  • Next, add all the members of your company using the "add" button. Start with the managers and team leaders, and then the rest of the employees, in order to associate them with a specific manager. Complete all requested information such as available holiday days, and special permits (select the corresponding icon in each case). Click "Next" when you complete this operation.
  • You can add a list of providers, manually or by uploading a CSV file.
  • Finally, you can determine the type of absences of your company and assign them different colours: vacations, fair, meetings, work from home, medical appointment, trip, etc.

Can I add more users in the future?

Of course, you can always add more users. If you subscribed to the annual plan, you'll be billed pro-rata for each additional user up to your anniversary date. If you're on the month to month plan, you'll be billed for the additional users on your next regular monthly bill.

What about If I reduce my users?

If you reduce your number of users, you'll only be billed for your new user count when your contract renews. We don't provide refunds for charges that have already been incurred.

How do I change the name in my profile, my photo and my email configuration?

In the upper right corner, you will find your profile. Simply click on your name to display the menu. In "Profile", you can change your name, photo and email settings (the latter is only possible if you are a manager). If you are a member of a team and want to change your email, you need to ask your supervisor.

How to add another email address to my email?

Ask your supervisor or send an email: support@sapenta.com

Is Sapenta available in other languages besides Spanish and English?

Yes. Sapenta is available in Catalan, French, German, Italian, Portuguese and Danish. To change the language, click on the flag at the top right to display the menu with all the languages available.

What happens to my data if I delete my account?

If you have decided to stop using Sapenta, you can export the information stored in the tool without losing a single data.

DASHBOARD

The Dashboard

Once you log in to Sapenta, the first screen you'll see is the Dashboard or Control Panel with a summary of the most relevant information organised by modules: Calendar, What's New, What's Pending, My Next Trips and Who's Where?

Calendar

In the dashboard, you will find your calendar for all your tasks and events. You can choose the type of view: daily, weekly or monthly. The panel on the left gives you an overview of the day's agenda.

What’s New?

In this module, you will see the status of all the activities relevant to you. For example, if any of your requests (absences, purchases, etc.), has been approved or denied.

What’s Pending

In this module, you will see reminders and/or alerts of pending activities, both yours and from other members of your team.

My Next Trips

In this module, you will see a summary of all your approved and processed trips, including flights, hotels, cars or trains. From this window, you can directly access your boarding pass (by clicking on the flight number) and to Google Maps to see the location of your hotel.

Who’s Where?

This module gives you an overview of where other team members are that week (on holidays, working from home, meetings).

Can I create an event directly on the Dashboard?

Yes. To create an event on the dashboard, simply click on the day/time in the calendar and fill in the details in the pop-up window.

TIME

How to manage my calendar?

Click on "Time" in the top menu and select "Time Tracker". You will see your calendar and a "To Do List" with all your tasks on the left side. To add these tasks to your calendar, select and drag them over the date and time that corresponds to it.

How to create a new event on my calendar?

Click on the calendar, specifically on the date and time of your event, and a pop-up window will open. Fill in the information requested and don't forget to link it to the project, task or activity related. On "Description" you can add additional details.

To invite other members, click on "Guests" (bottom left), enter their name in the search box and select. You can customize your event by changing its colour.

Once all the steps are completed, click on "Save" and your event will appear on your calendar. If you want to delete it, select the event in the calendar, the pop-up will open and click "Delete".

How can I invite other people to my event?

While creating an event, you will find the "Guest" option in the lower left of the pop-up window. Click on it, write the name of your guest in the search box and select. You can only invite members of your organization. The option to invite external users will be available soon.

How to create a recurring event?

While creating an event, you will find the "Recurrence" option in the lower right of the pop-up window. You have different alternatives: Never, Daily, Weekly, Monthly, Annual. Select the one that suits you and click on "Save".

How to add files to my event?

While creating an event, you will find the "Upload Files" option in the lower left of the pop-up window. You can upload files from your computer, Google Drive and Microsfot OneDrive. Choose the corresponding option and select your file (s). Once the file is attached and the event information is complete, click on "Save".

Where do I see my weekly report?

On the right side of the screen, you will see your Weekly Report with a summary of all the hours worked during the day, week or month. You can send it to your supervisor by clicking on the "Send" button located just below, be sure all the events on your calendar are correct after sending it, it can't be modified afterward.

How to make a new leave request?

Click on "Time" and select "Leave Management" in the menu displayed. In the next screen, you will see three tabs: "Request", "My Absences", "Team".

In "Request" you can complete your petition. Select the type of absence (holidays, work from home, event, etc.), the project (if related) and the dates. If it is an absence of only half a day, you can indicate it in the "Days" field. Once the information is complete, click on "Send".

Sapenta will show you a summary of the impact that absence can have on your work and projects, so you can adapt your calendar before sending the request.

Where can I see my requests and their status?

From the tab "My Absences" you can see all your requests and their status (Pending, Approved or Denied). If your absence request is approved, your status will change in the "Who's Where?" module -located in your dashboard-, to let the rest of the company knows where you are.

If you want to know the status of other members of your team, click on the "Team" tab to see a calendar with the absences of all the members of the company.

If you are a team supervisor, you will see an additional tab: "Pending Requests". Here you can manage all the requests of your team. You will also receive a notification in the "What's New" module in your dashboard. You can click directly on the notification, to access the request.

OFFICE

How to create a new purchase request?

Click on "Office" in the top menu, select "Purchases".

You must specify the cost, the project to which this purchase is related, department and destination. Don't forget to include quantity, supplier, product code, description, unit price and VAT. To add more items, click on "+". If the purchase is urgent, add a comment and check the "Urgent" box. Click on "Send".

Once the request is sent, you will be redirected to "My Purchases". Here you can see the status of your requests.

How to create a new office expenses request?

Click on "Office" in the top menu, select "Expenses".

You must specify the project to which this expense is related and the purpose of it. Add the cost, quantity, description, unit price, VAT, type of currency, and if the expense has been paid by the employee or the company. To attach receipts, click on "Upload". If you are making the request from the Sapenta app, you can take a photo of the receipt. Once the request is completed, click on "Send".

Once sent, you will be redirected to "My Expenses" from where you can see the status of your requests.

Where can I see my Purchases?

Click on "Office" in the top menu, then select "Purchases". On the next screen, look for "My Purchases" tab. Here you will see a summary of all your requests and the status of each one: Pending Approval, Approved, Denied or Processed.

If you are a team supervisor, you will see an additional tab: "Team". Here you can manage all the requests of your team. You will also receive a notification in the "What's New" module in your dashboard. You can click directly on the notification, to access the request.

Where can I see my Expenses?

Click on "Office" in the top menu, then select "Expenses" in the expanded menu. On the next screen, look for "My Expenses". Here you will see a summary of all your requests and the status of each one: Pending Approval, Approved, Denied or Processed.

If you are a team supervisor, you will see an additional tab: "Team". Here you can manage all the requests of your team. You will also receive a notification in the "What's New" module in your dashboard. You can click directly on the notification, to access the request.

TRAVEL

How to make a new flight reservation?

Click on "Travel" in the top menu. To book your flight, select "Reservations" in the menu displayed. You will be redirected to a screen from where you can book your flight, thanks to our integration with Skyscanner. While making the reservation you must specify the purpose of the trip.

The functioning of this section is similar to any other travel booking website, so follow the same steps: select destination, dates, etc. Once your booking is completed, click on "Summary" to see a recap of your entire trip and the total cost. You can save this request or send it directly to your supervisor.

How to make a new hotel reservation?

Click on "Travel" in the top menu. To book your hotel, select "Reservations" in the menu displayed. You will be redirected to a screen from where you can book your hotel. While making the reservation you must specify the purpose of the trip.

The functioning of this section is similar to any other hotel booking website, so follow the same steps: select destination, dates, room, etc. Once your booking is completed, click on "Summary" to see a recap of your entire trip and the total cost. You can save this request or send it directly to your supervisor.

How to make a new car rental reservation?

Click on "Travel" in the top menu. To book your car, select "Reservations" in the menu displayed. You will be redirected to a screen from where you complete your booking. While making the reservation you must specify the purpose of the trip.

The functioning of this section is similar to any other car rental website, so follow the same steps: select destination, dates, car, etc. Once your booking is completed, click on "Summary" to see a recap of your entire trip and the total cost. You can save this request or send it directly to your supervisor.

How to make a new train reservation?

Click on "Travel" in the top menu. To book your train, select "Reservations" in the menu displayed. You will be redirected to a screen from where you complete your booking. While making the reservation you must specify the purpose of the trip.

The functioning of this section is similar to any other travel booking website, so follow the same steps: select destination, dates, etc. Once your booking is completed, click on "Summary" to see a recap of your entire trip and the total cost. You can save this request or send it directly to your supervisor.

Where can I find a summary of my reservations?

Select the "Travel" option in the top menu, then click on "Reservations" in the menu displayed. On the next screen, look for "My Trips". Here you will see a summary of all your requests and the status of each one: Pending Approval, Approved, Denied or Processed.

If you are a team supervisor, you will see an additional tab: "Team". Here you can manage all the requests of your team. You will also receive a notification in the "What's New" module in your dashboard. You can click directly on the notification, to access the request.

Where can I find my trips?

Select the "Travel" option in the top menu, then click on "Reservations" in the menu displayed. On the next screen, look for "My Trips". Here you will see a summary of all your requests and the status of each one: Pending Approval, Approved, Denied or Processed.

You can see the information of your trip in "My Next Trips" module -located in your dashboard-, with a link to your Boarding Pass.

If you are a team supervisor, you will see an additional tab: "Team". Here you can manage all the requests of your team. You will also receive a notification in the "What's New" module in your dashboard. You can click directly on the notification, to access the request.

Where can I find my trip expenses?

Select the "Travel" option in the top menu, then click on "Trip Expenses" in the menu displayed. On the next screen, you will see a summary of all your expenses and the status of each one: Pending Approval, Approved, Denied or Processed.

WORK

How to create a new project?

Click on "Work" in the top menu. To create a new project, click on "Projects" and then click on "Add Project", the button on the left side of the screen.

Create a Project. You must complete all the fields including name, code, participants, project manager, client (to whom this project is related) and dates. It's very important to add all the team members involved in the project. Only participants can visualize the project and linking expenses, hours and activities. Once completed, click "Next".

Activities & Tasks. Here you must include all the activities related to the project, including additional details such as dates, estimated hours and the person in charge. To add tasks, click on the calendar icon and fill in the information required. Once completed, click "Next".

Milestones.It can be something as simple as "Complete the project", everything will depend on the level of complexity. Each milestone will appear highlighted on your Gantt Chart and you will receive alerts whenever one is about to be fulfilled. Each milestone must have a name, be related to an activity, including a brief description and the delivery date. You can select the frequency of alerts for each milestone: daily, weekly and/or monthly. Once you are ready, click on "Next".

Budget. You can add a global budget to your project or make an estimation based on related costs or department. You can modify the budget whenever you need it. Once completed, you can save the project (to activate it later) or click on "Publish". You will be redirected to the "Projects" page.

Where can I see my projects?

Click on "Work" in the top menu, select "Projects" to see all projects, including assets and those not published yet. Here you will have access to information related to the progress of the project in terms of time and budget. In addition, you can edit your projects, copy them or activate/deactivate them.

To see the project as a Gantt Chart, click on "Gantt +" and select the type of view: daily, weekly or monthly. In the Gantt chart, the time is represented in grey, the stars are to identify the milestones, and the performance is explained by colours. For example, green means "the task was completed within time." The colour blue means "the task was completed out of time" and the colour red means "the time has been exceeded.

What is a Gantt and how does it work?

The Gantt Chart is a graphical tool that helps to visualise the expected performance for different tasks or activities over a given time. It's a dynamic tool to see the status and progress of all tasks and projects in Sapenta, as well as to identify bottlenecks and delays.

How do I look for a project?

Click on "Work" in the top menu and select "Projects". Find the search box on the right side of the screen and enter the name of the project you are looking for.

How do I copy a project?

Click on "Work" in the top menu and select "Projects". Following each project, there are four icons: a helicopter, a pen, a switch and two sheets of paper. The switch is only visible to managers and project owners. To copy a project, click on the two sheets of paper and a pop-up window will show a message: "Do you want to clone this project?", click on "Clone" to complete the action.

Where can I see my tasks?

Click on "Work" in the top menu, select Tasks". Here you can see all your tasks, created by you and assigned to you. You can filter the view by a project.

The default view includes four columns: "Assigned", "To Do", "Doing" and "Done". However, you can customise this section by adding more columns, deleting existing ones and changing their colours.

The column "Assigned" shows all the tasks assigned to you. When you start working on one, you can change the status by dragging the task to the corresponding column.

If you are a manager, you will see an additional tab: "Team Tasks". Here you can see an overview of all the tasks of your team.

How to create a new task?

Click on "Work" in the top menu, select "Tasks". The default view of this module shows four columns: "Assigned", "To Do", "Doing" and "Done". Below each name, there are two icons: a pencil and +.

To create a new task, click on the "+" icon and a pop-up window will open. Add the name of the task, project, activity, date of delivery and time. You can include a brief description, assign it a colour, level of importance and set an alert.

By default, you will be responsible for this task, but you can add other participants. You can also upload files, create checklists and add comments.

What is a Kanban board and how does it work?

It is a visual tool for project management based on the Kanban methodology. The Kanban board helps you to visualize the workflow, the level of collaboration, bottlenecks and to analyse the general status of a project in order to improve the performance.

How can I change the name and colour of the columns in Tasks?

Click on "Work" in the top menu, select "Tasks". Below the name of each column, there are two icons: a pencil and a +. Click on the pencil.

To change the name, put the cursor over the current name, delete it and type the new one. To change the colour, select the new colour from the menu displayed.

How can I see the status of my tasks?

Click on "Work" in the top menu, select "Tasks". The default view of this module shows four columns: "Assigned", "To Do", "Doing" and "Done".

  • In the column "Assigned" appears all the tasks assigned to you.
  • In the column "To Do" are the tasks that you will do first.
  • In the column "Doing" are the current tasks, the work in progress.
  • In the column "Done" are the completed tasks.

How to add people to my projects and tasks?

The participants are added during the creation of a new project or task. For current projects or tasks, the new members must be added by the Project Manager.

How can I recover a deleted project?

Projects can't be deleted, only deactivated. Following each project, there are four icons: a helicopter, a pen, a switch and two sheets of paper. The switch is only visible to managers and project owners. To activate/deactivate a project, click on the switch. If the project is active, the switch will be blue. For deactivated projects, the switch will appear greyed out.

REPORTS

How to generate reports?

Click on "Reports" in the top menu to access the reports screen. Select the corresponding category by clicking on the icon: Expenses, Leaves, Tasks and Time.

The filters shown are related to the category that you've selected. Use it to get a more detailed report.

Once you are ready, click on "Generate Report" to see a preview on screen. To download it, click on "Export" to save a copy in CSV format.

SUPPORT

Sapenta doesn't work properly.

If you experiment any strange behaviour, try to clear the cache memory, cookies, your browser history, or update to the latest version of a compatible browser. If Sapenta fails, be sure to write down the error and send us an email. If possible, provide screenshots or steps to reproduce the problem.

The Sapenta mobile application does not work correctly.

If you have problems with our mobile application, try to uninstall and reinstall the app. If you still have problems, contact our support team: support@sapenta.com.

I don't see my notifications in my inbox .

If your notifications from Sapenta do not appear in your inbox, check your spam folder.

I don't remember my password.

If you don't remember your password or if you need to change it, click on "Forgot your password?" on the login page.

I can't access my account.

If you are using Google or Microsoft login, be sure the email address that you are using to log in is the same one associated with your Sapenta profile.

My company has changed the email domain, how do I update the information in Sapenta?

You must get in touch with our support team: support@sapenta.com

API & INTEGRATION

App integrations in Sapenta.

Sapenta is integrated with Google Calendar, Google Drive, Microsoft OneDrive and Zapier.

I have an idea for a new integration or functionality in Sapenta.

If you have any suggestion send us an email: support@sapenta.com

Sapenta API

Find more information here: Sapenta Wiki

SALES

Are there setup or cancellation fees?

No worries. There are no setup or cancellation fees.

What payment methods do you offer?

As Sapenta is an online service provider, we can only offer payments by Credit/Debit Cards. If you have more than 100 staff members you can drop us an email to discuss other payment methods if this is necessary.

I would like to know more about Sapenta Premium?

Contact our sales team: sales@sapenta.com

What features are in the Premium version?

Our premium users have access to a cloud service and/or "on-site" deployment options. See our list of features here.

Does Sapenta offer a training program?

Yes. After you sign up in Sapenta, you will have a live demonstration made by our Sales team. Besides, the support team is always available to help you with any related question or to solve any technical issue.

Does Sapenta have any special offer for startups and entrepreneurs?

If your team has five (05) members or less, you can enjoy Sapenta for only 5€ user/month.

OTHER QUESTIONS

Can I use Sapenta for my personal use?

If you register in Sapenta with a personal email account you can use the platform to manage your calendar and personal tasks.

Can I turn my personal profile into an organization?

This option is not available at the moment. If you want to use your personal email instead of your corporate email to log in Sapenta, you must talk to your manager or contact our support team.

Who is responsible for my user in Sapenta?

In Sapenta, users and their accesses are the responsibility of the manager. The manager of each team is the only one who has credentials to add new members to the platform. In addition, your direct supervisor is the one who approves your requests for absences, vacations, purchases and trips, etc.

Who can see my workspace?

Only you have access to your own workspace. You must be a participant to see changes and updates in a project.

Can I invite my external clients to see my projects in Sapenta?

This option will be available soon.

What happens with someone's tasks if they leave the company?

All projects and tasks assigned to that user will be reassigned to the team manager.

What should I do with my projects in Sapenta when I leave my company?

Before leaving the company, you can reassign your projects and tasks to other members of your team, but only if you are the owner. The projects and tasks assigned to you (but not created by you), will be reassigned to your manager.

If I leave can I take my data?

Of course. You can export all your data in Sapenta, so you don't lose critical client and business information, even if you decide to not use our tool anymore.

What happens if I accidentally delete a project?

Projects can't be deleted, only deactivated. You can reactivate your projects at any time without losing data.

TRIAL PERIOD

Are there any restrictions within the FREE trial?

Absolutely not. When you sign up to Sapenta you'll be automatically enrolled in our free trial which allows you to explore all of the features of Sapenta without any restriction.

How long does the FREE trial last?

The free trial has a duration of 15 days. We will send you an email reminder when your FREE trial is about to expire, providing you with the steps required to activate your subscription. However, at any time during the free trial, you can chose to convert to a paid subscription, and all of your information, settings and any data already inputted to the platform will be retained automatically.

What do I need to do at the end of my trial?

If at the end of the FREE trial period, you want to continue using Sapenta, you simply need to access your account, click on your profile and activate your subscription. If you decide not to continue to a paid subscription at the end of the trial, your deployment and data will be erased from the platform as outlined in our Terms and Conditions.

My company already has an account, how can I access to Sapenta?

You should speak with your direct manager/supervisor to be able to access your account. If you are having any problems you can contact our support team and they will advise who you need to speak to within your organisation.

How do I cancel my subscription?

You can cancel your account at anytime by deleting all the users of your account.


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