🤯 Simplicate?

Simplicate helps us in managing several processes and serves as our all-in-one CRM/Sales/ Projects/HRM/reporting/planning/finance tool →  lifely.simplicate.nl.

In your first week you’ll receive an email with an invite to Simplicate. Please, create a password to activate your account. All relevant modules will be activated upon your start at Lifely.

📖 This page is a short 'How to' of the basic modules. For any questions or a more extensive explanation about Simplicate, please reach out to Bibi.

Start

The dark pink 'Start' module summarizes tasks assigned to you and enables you to create and assign tasks to yourself or a colleague.

HRM

The pink 'HRM' module is a ‘face book’ of the Lifely team, showing contact information. Over here, you’ll find your personal documents and an overview of your leave and sick days (for the easiest way to request leave of absence, see ‘Time’) Please, also make sure to fill in your ICE contact details. We'll know who to contact in case of emergencies.

Capacity Planning

The yellow ‘Capacity Planning’ gives insights to what you’re (possibly) working on in the coming weeks and months, or any possible downtime coming up (where you can plan to go on a break, or finally pitch that internal project you’ve been wanting to take on).

• The assignments you’re scheduled to work on translate to the hour rows in your Hour registration, see section ‘Time’ below

• We (that’s TM, PM & leads) try and plan all work as far in advance as possible, however things (like clients’ minds, or our own) change and therefore the planning changes from time to time. The further ahead you’ll look, the less ‘set in stone’ the work is

• You might notice a ‘Placeholder’ in your planning every now and then, this is work that’s been penciled in and we a. don’t have formal approval of but expect this soon or b. we’re in the middle of figuring out our planning puzzle and want to secure the task in the planning somewhere

  Time

The green 'Time' module also includes your week's schedule and calendar. Go to your Register tab to complete your hours administration on the project(s) you’ve been working on, and use ‘Calendar’ for any requests for time off.

For project administration, billing, and performance purposes we keep track of all hours spent on projects, whether they be client projects or internal work. As you’ll understand, we need this kind of data to be up-to-date, so we ask you to fill in your hours on a daily basis. At the end of the week, double-check the hours you filled in and submit them.

• Every working day, at the end of the day, fill in your hours via 'Register'. Your 'Assignments' list all tasks/projects you're scheduled to work on. Check whether the assigned hours correspond to the hours you've actually spent. Click ‘+ Add row’ to add missing projects - if any. Have you been working on a project that’s not appearing on your list? Please, ask Avna to add you to the project.
• At the end of your working week, do a double check on the previous week. Is all the info there? Click ‘Submit week X’ in the top right corner. By doing so, you sign off on your week and confirm your hours are all correct and good to go for administrative purposes.

Your Register tab is also the place to request short (! everything up to one day) leave of absence (‘Verlof/Leave’) and where we track your absence (‘Verzuim/Absence’).

• Click ‘+ Add row’ and scroll down to ‘Verlof/Leave’ to request your Holiday, Day Off or;
  • (in special cases) ‘Bijzonder verlof / Special leave‘ in case you need time off when life happens. Please, always check in about this with your Lead or Bibi.
  • ‘Ouderschapsverlof / Parental leave’, ‘Studieverlof / Study leave’ for, you guessed it, when you had a baby or need to do some serious homework. Please, also check in about this with your Lead or Bibi.
  • You don’t have to enter your absence due to illness yourself. This will be taken care of by Bibi.

Use your Calendar to request for longer periods of time off (everything more than one day).

• 1. Select the start date of your holiday in your calendar, 2. add ‘Verlof / Leave’ & tick ‘All day’ in the pop-up, 3. add End date, 4. Save. See below: