Step 1: Configure the look & feel

You can customize the theme of your tool by adding the company's logo and colours in the general settings.

  • Click on the gearwheel in the menu bar at the top.
  • Select 'Settings'. You arrive on the right page.
  • Scroll down to the parts marked in yellow (see screenshot).
  • Upload your logo and/or favicon (logo appears in the upper left corner of your tool and favicon appears on the tab of your browser).
  • Indicate that you want to use a custom theme (also in mobile application if necessary).
  • Enter the three necessary color codes (you can find the codes here).
  • Click on 'Update settings' to save your changes.

Step 2: Configure the settings

In Beeple, there are many methods of working and you can fully fine-tune it yourself. That's why it's important to run through all settings and modules, so that you can see which things can be adjusted.

  • Click on the gearwheel in the menu bar at the top.
  • Select 'Settings'.
  • Go through the settings one by one and adapt where necessary.
  • Do the same for the active modules (the ones with a green dot in front of them).

Step 3: Switch between admin/public side

You can put yourself in the shoes of the collaborators by clicking 'Public' in the menu bar at the top. This can come in handy when you for example want to check the visibility of certain vacancies. You can switch back to admin mode by clicking 'Admin' in the menu bar at the top.

Step 4: Add profile properties 

A profile property is a quality of a collaborator that you want to know, but which is not included in Beeple by default, like their clothing sizes, their previous work experience, their CV and so on.

  • Click on the gearwheel in the menu bar at the top.
  • Select 'Profile properties'.
  • Click on the plus sign at the right to add a new profile property.
  • Enter all the necessary data. Pay attention: you cannot modify the 'type' of profile property anymore, once it has been created. Decide in advance what kind of answer you would like to get from the collaborators.
  • Pay attention: You need to indicate whether it is public or not. When it is public, every collaborator needs to fill it in himself. When it is not public, it is only visible to admins who need to fill it in per collaborator.
  • Click on 'Create profile property'.

Step 5: Add collaborators to Beeple

In the Essentials package, you can only add collaborators one by one. If you are interested in importing an Excel file into Beeple, you can ask your Customer Success Manager to do it for you (for a one-time fee of €150) or you can buy the module 'Import data' for €25 p/m (yearly paid).

  • Click on 'Collaborators' in the menu bar at the top.
  • Click on the plus sign at the right.
  • Enter all the necessary data. 'First name', 'Last name' & 'Email' are the only fields that you must fill in obligatory to create a new collaborator.
  • Click on 'Create collaborator'.

Step 6: Add functions

A function is a kind of job your collaborators do. The description of a function is shown to the collaborator when he wants to enrol or apply for a team. That's why it needs to be specific enough.

  • Click on the gearwheel in the menu bar at the top.
  • Select 'Functions'.
  • Click on the plus sign at the right to add a new function.
  • Enter all the necessary data.
  • Click on 'Create function'.

Step 7: Add addresses

An address is the location of a specific team (job). If you don't know the exact location yet, you can also enter just a city and change the address afterwards.

  • Click on the gearwheel in the menu bar at the top.
  • Select 'Addresses'.
  • Click on the plus sign at the right.
  • Enter a name for your address.
  • Complete the remaining fields. 'City' and 'Country' are the only fields that you must fill in obligatory to create a new address.
  • Click on 'Create address'.

PLANNING

Step 8: Add a project (& a subproject) & a team

A project is a grouping of teams, delimited in time, for example an assignment for a customer. A subproject is an extra subdivision within a project. A team is a grouping of collaborators that work at the same time, in the same place and within the same function.

  • Click on 'Planning' in the menu bar at the top.
  • Click on the plus sign at the right.
  • Enter all the necessary data. Note that the period is the time frame in which all teams fall.
  • Click on 'Create project'. You arrive on the project's overview page.
  • Click on the plus sign at the right.
  • Click on 'Create team' or 'Save team and create another team'.

If you have decided to work with direct enrolments and/or candidacies (on a jobs page) for the recruitment of your collaborators, you need to publish the projects and teams you want to provide as vacancy (by clicking on 'Not published' in the upper right corner). As long as the project is not published, the published teams below it will not be visible either. If you don't work with direct enrolments and/or candidacies and instead schedule on the basis of availabilities, your projects and teams can stay unpublished.

Step 9: Enrol a collaborator in a team

There are 2 ways to enrol a collaborator in a team: via the calendar view and via the list view. In the calendar view, you receive a list of filtered suggestions whereas in the list view, you need to enter the name of the collaborator you want to enrol. Pay attention: the enrolment via the list view is not subject to any filters!

Calendar view:

  • Click on 'Planning' in the menu bar at the top.
  • Navigate to the project in which you want to make an enrolment.
  • Click on the calendar button at the right. 
  • Navigate to the right moment in time by clicking the arrows at the left or selecting the desired period through the calendar button.
  • Click on the team in which you want to make an enrolment. A pop-up appears.
  • Scroll down to 'Suggestions'.
  • Use the filters at the left to obtain the right group of collaborators.
  • Enrol a collaborator by clicking on the plus sign next to him/her.

List view:

  • Click on 'Planning' in the menu bar at the top.
  • Navigate to the project in which you want to make an enrolment.
  • Click on the team in which you want to make an enrolment.
  • Scroll down to 'Enrolments'.
  • Click on the plus sign at the right.
  • Enter the name of the collaborator you want to enrol.
  • Click on 'Make an enrolment'.

Step 10: Invite a collaborator for a team

You can send an invitation to one or more collaborators in case of unclear availability or a last-minute cancellation.

  • Click on 'Planning' in the menu bar at the top.
  • Navigate to the  page of the team for which you want to invite someone.
  • Click on 'Actions' in the upper right corner.
  • Select 'Invitations'.
  • Use the filters at the left to obtain the right group of collaborators.
  • Select all the collaborators that you want to invite.
  • Select the channel through which you want to send an invitation: email or SMS.
  • Click on 'Send'.

When you scroll down the page, you can follow up on the invitations sent for this team. An invitation can be overdue after x amount of days (your own choice in the settings). If you want to invite a collaborator again, scroll down the invitations page, mark the checkbox at the right and choose the email or SMS icon.

COMMUNICATION

Step 11: Add a campaign

You can send an email to the collaborators in your existing database to inform them about the new planning system and to invite them to create a password.

  • Click on 'Campaigns' in the menu bar at the top.
  • Click on the plus sign at the right to add a new campaign.
  • Select email as the type of message.
  • Enter a title (this is only visible to you).
  • Enter a subject (this is the email subject visible to the addressees).
  • Enter your message.
  • Enter the word/sentence on which the collaborator can click to create a password.
  • Select that word/sentence.
  • Click on the chains icon in the menu bar (see screenshot).
  • Select 'https://' below 'Protocol'.
  • Enter the URL of your Beeple website below 'URL'.
  • Click on the tab 'Advanced'.
  • Enter this code below 'Id': COLLABORATOR_PASSWORD_RESET_LINK
  • Click on 'OK' to add your link.
  • Click on the plus sign at the right to attach a document (like a manual) to your email. This step is optional.
  • Click on 'Create campaign'.
  • Use the filters at the left to obtain the right group of addressees.
  • Click on 'Select'. Pay attention: this addressees list is not yet final.
  • You now see the addressees list below your campaign, of which you can still deselect names if necessary. Click on 'Confirm addressees' when it's ready.
  • Click on the airplane icon at the right to send your campaign.

Step 12: Export the collaborators

An export is a file with a PDF, XML or Excel format, based on templates with substitution variables,  that serves as a report. These exports can be scheduled as well.

  • Click on 'Collaborators' in the menu bar at the top.
  • Filter and sort the list until you see the desired collaborators in the correct order.
  • Click on the 'Export' button (↓).
  • Enter a description of your export.
  • Select the desired export template. You can add your own export templates below the module 'Export data' in the settings. Make sure to use our dictionaries when composing those templates. You can also request default templates from your Customer Success Manager.
  • Click on 'Export collaborators'.
  • Your export appears at the top of the page with an overview of all the exports of the type 'Collaborators'.
  • Refresh the page until you see the number of rows next to your export.
  • Click on the description to download your export file.

Step 13: Export (a part of) the planning

  • Click on 'Planning' in the menu bar at the top.
  • Navigate to the right page (depending on which type of export you want to make: projects/subprojects/teams/enrolments/candidacies export).
  • Filter and sort the list until you see the desired projects/subprojects/teams/enrolments/candidacies in the correct order.
  • Click on the 'Export' button (↓).
  • Enter a description of your export.
  • Select the desired export template.
  • Click on 'Export ...'.
  • Your export appears at the top of the page with an overview of all the exports of that type.
  • Refresh the page until you see the number of rows next to your export.
  • Click on the description to download your export file.

Step 14: Do a trial run

It's very important to test your work flow before adding the real planning to Beeple. Start with adding 1 project and 1 team. Then enrol yourself in that team and verify if you have received an email. Modify the content of that mail in the settings below 'Enrolments' if necessary. Run over the other settings below 'Recruit' and 'Enrolments' one more time.

You're all set! Do you still have questions about any of these steps? Make sure to check out the rest of our support portal or feel free to contact our Customer Success Team!

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