Your team at a glance
Master data, contracts, salaries and utilisation in one place, with role-based access.
What you can do with it
- Master data, contracts and salaries managed centrally with version history.
- Bonus calculation runs automatically from utilization and revenue.
- Role-based permissions: everyone sees only what they should.
What staff management means for a service firm
In a project-based service firm the personnel file is not an archive, it is the basis of every calculation. Weekly working hours become the target hours, salary becomes the cost of a project, vacation entitlement becomes available capacity. Whoever keeps this data in an HR spreadsheet and time tracking in another tool runs controlling on assumptions.
Staff management in QUANTICAL.ERP therefore means: master data, contracts, salaries and vacation entitlements live in the same place as the time entries. A contract change to part-time lowers the target in utilization the same day. A new salary changes the margin of the project the person books on.
And because this is about people, different rules apply than for project data. Date of birth, address, bank details, tax and social security numbers are stored encrypted and visible only to owners of the organization. Employees see their own data, not their colleagues'.
How staff management works in QUANTICAL.ERP
Employee record and user account are separate
An employee exists in the platform even without a login, for instance as an imported legacy record or as a former colleague whose bookings stay available for reporting. The email invitation links the record to an account and assigns the role: member or owner.
Master data and positions
Name, employee number, job title from a maintained catalog, start and end date, contact details, and the legal entity the person belongs to if your company consists of several. Plus a photo and a stored signature that appears on timesheets.
Contracts with validity periods
Weekly hours and working days per week, vacation entitlement, gross annual salary and other monthly costs such as a company car or licences are kept per period, not as a single value. If someone moves to 30 hours on 1 July, the system calculates with 40 until June and with 30 afterwards. Earlier values stay in place, the history is traceable.
Utilization and capacity
Weekly hours, vacation, sickness and public holidays produce the target per employee. Bookings run against it. For every person you see how much capacity is planned, how much is free and how utilization develops over the coming weeks. Planned hours per project and period turn this into resource planning.
Bonus from utilization and revenue
Bonus profiles define which metric counts, in which cycle it is settled and how the tiers look: a threshold with all-or-nothing, or graduated like tax brackets. Payout can be a fixed amount or a share of revenue, salary or project budget, scaled to part-time if you wish and with a cap. The bonus notification for the employee is produced as a PDF.
Seats instead of licences for everyone
You pay per active seat. Whoever no longer books does not need one. Former employees stay in the system with their data so that previous years remain comparable, at no cost.
Where the HR spreadsheet and the HR tool without time data stop
The classic staff spreadsheet knows the current state but no periods. Whoever wants to know in November how many weekly hours a colleague had in March goes digging through old file versions. That is no basis for a year's utilization.
Pure HR tools solve the history problem, but they know nothing about projects. They know what a person costs, not what they earn. Margin per project and per employee only exists once salary and time entry sit in the same system.
Then there is the question of where sensitive data lives. Salary lists as Excel files on a shared drive with more people holding access than anyone intended are the rule in small firms. Encrypted fields with role-based access are not a convenience, they are the precondition for keeping salaries in a system the whole team uses.
Frequently asked questions about staff management
Who can see salaries and private data?
Only owners of the organization. The fields are encrypted in the database and are never delivered to members. Employees see their own master data, bookings, vacation days and sick leave.
Can we model part-time and changes in working hours?
Yes. Weekly hours and working days per week apply per period. A move to part-time is entered with a start date, and utilization, vacation entitlement and sick-leave rate calculate with the new values from that day on.
How do our employee records get into the system?
Through the Excel template of the import wizard, with separate sheets for employees, working hours, salaries, other payments, vacation days and carried-over vacation. The wizard validates every row before importing and shows errors. Former employees do not need a seat.
What does an employee cost who has left the company?
Nothing. You pay for active seats. The record of a former employee stays available for reporting, their seat is freed up and can be reassigned.
Can a bonus be tied to individual projects?
Yes. Projects carry a flag for bonus relevance, and bonus profiles can target the revenue or budget of specific projects. Whoever acquired a project is recorded on it.
Is staff management an add-on module?
No. It is part of the platform at 12.90 euros per user per month, after a 90-day free trial with no payment details required. All data can be exported in full to Excel at any time.