eIntranet Application Administrator's Guide
The main function of the eIntranet application administrator is to register the company in the application and then make individual modules available according to the company's needs, enter users and access data into the application and set user rights to work with specific application modules.
When you sign up for an app, your administrator will also suggest a URL name to access the app - usually in the form of
Register for the app
Registration for the application takes place on the website
In this section, the future user fills in the following information:
Only a user with an ID number can register. To successfully register, it is necessary to confirm your acceptance of the General Terms and Conditions.
App subscription
The first 14 days of using the app are free. Subsequently, it is necessary to select the tariff variant for using the application – basic – normal – extra and generate a payment request in the Settings section, Subscription tab. The current price list and description of individual tariffs for the operation of the application are available at https://www.eintranet.net/cs/pricelist/.
You can choose from a 3-month, 6-month or one-year subscription length option.
14 days before the subscription expires, a notification is displayed within the app about the expiration of the subscription period and an automatic payment request is sent to the application administrator and to the billing email (if entered).
The call is generated automatically according to the current number of users, the relevant tariff and for a period of 6 months. If you need to adjust the number of users, subscription length or tariff in an automatically sent payment request, you need to generate a new request in your account settings as needed and delete the originally sent request.
If the number of prepaid licenses is exhausted during the subscription period and you need to add more users to the application, you must generate a payment request to pay for additional users. After paying for it, it is possible to add more users.
When generating a challenge, you need to enter the type of extension and the number of users by how much the subscription should be increased – e.g. if I have 10 users and I want to upgrade to 13, I will generate a payment request for payment for 3 users.
In the Subscriptions section, you can also set up Company/Invoicing Data – this data is then generated, for example, for tax documents for subscriptions. The invoice for the subscription is automatically sent to the e-mail of the person who generated the payment request / is the application administrator and it can be sent to other e-mails that are listed in the Billing e-mails field.
If you are a VAT payer, you need to have the "VAT payer"
checked.If a payment request is generated for an entity that is based abroad or is a VAT payer abroad and needs a request for payment without VAT, it is necessary to have "VAT payer" checked in the settings and have a country other than the Czech Republic listed in the "Country" field. A subscription request is then generated without VAT and it is assumed that the tax will be paid by the customer in the country where he pays VAT.
In this section, you also need to set for which country calendars will be displayed across the application (e.g. in the holidays, reservations module) – if the Czech Republic is set, Czech public holidays will appear in the calendar. Attention – if it is necessary to have individual settings for each user (e.g. in the attendance module, travel orders), it is necessary to set the "Country of work" for each user (by default it is the Czech Republic, but if the user will report attendance in Slovakia, it is necessary to set Slovakia)
Basic application settings
In the Settings section, the Basic Settings tab, a user with administrator rights sets:
- Default app language:
Subsequently, each user chooses the language in which the application will be displayed:
At the moment, the basic menu of the application and some selected modules of the application have been translated.
Other parts of the Basic Settings section:
- Graphic display: uploading a logo, choosing a color background under the company name, custom
image on the login page
- display of the initial screen (after logging in to the application): options
display news in the application and information from selected modules on the home page of the application
- information is displayed from selected, most frequently used, modules for the given account; for information
from the Holidays module, it is possible to set whether the next working
day should be included in the weekend when displaying users' holidays
- Settings – menu: designate the main administrator of the application, if specified
multiple administrators (the user who will be displayed to others
users as the administrator of the application – by default, administrator
first in the alphabet) and the form of the left menu for users (whether
users will also be shown modules that are made available to someone within the company
but the user does not have access to them)
- type of editor (the standard is the WebDav type of editor, only users with an extra subscription plan can use the Online Editor)
In Settings-> Subscriptions, it is also possible to choose according to which calendar (country) calendars will be displayed in individual modules - see the field: Calendars (public holidays) by country. By default, it is set for the Czech Republic, but if the application is used, for example, for a branch of a company in Slovakia, it is necessary to enter Slovakia in this field - the attendance calendar will then be displayed with Slovak public holidays.
Making individual modules available
After registering in the application, it is necessary to make the modules that your company will use available in the left menu, in the Settings section. After clicking on it, the Enabled Modules tab will appear. In this tab, the administrator checks the individual modules that the company will have made available:
Any module can be enabled for use later, during the use of the application. Unused modules, on the other hand, can then be made inaccessible, while the data contained in them will remain stored for future use.
Specify users and assign access to the app
Individual users are entered by the application administrator in the Settings section, Users tab. After clicking on the "Add user" button, a table will appear in which the administrator must fill in the required information, such as name, surname, e-mail, phone, etc.
If the administrator checks "Send an email with access to a new user" in the table, an email is sent to the new user, which is automatically generated and contains the user's access passwords to the application.
Users can also be registered in bulk – user data must be prepared in an Excel file and then imported:
Another option is to have a link to register in the application generated and sent to the future user by the user himself. In Settings, Users tab, it is now possible to click on the "Add user – the user will boot itself" button:
Subsequently, a table will appear in which the application administrator fills in the email address of the new user:
The user will then receive a link in the email where they can fill in the necessary information in the application:
After the user fills in the necessary information, the application administrator will receive information that the new user is registered.
The new user enters all the required data into the application himself, the administrator then only sets the accesses to the individual modules as needed.
A user who has registered a company in the application automatically acquires the right of administrator. This right can also be assigned to other users when entering/editing other users (in general, we recommend a smaller number of users with this right to avoid confusion in the settings or operation of the application), either a global administrator right – the user has access to the settings of all modules that are enabled, or can allow the use of other modules, etc., or the administrator right only for selected modules (with this right, he can assign rights to other users in the given module, or set parameters for the module to work):
For easier movement in the application (between the module and its settings), there is a button next to the module name - "Settings" - through it the administrator can easily get to the module settings.
If the user is in the module settings and needs to get back to the module itself, it is necessary to use the "Module" button.
Setting permissions in individual application modules
After entering users into the application, it is then necessary to assign users access rights to individual modules. These rights are set by the application administrator in the Settings section, in the tab with the name of a specific module – e.g. directory; Within this module, it is possible to check the following rights: No access – read – read, write – read, write, delete and restore from the recycle bin. Within each module, the user can obtain different rights to work with individual modules.
When assigning rights, in general, the higher type of assigned right automatically includes the lower rights. Therefore, if the user is not allowed access, they will not be able to access the module. In the case of the right to read, the user can only view the data contained in the module, but cannot change it in any way. If they are allowed to read and write, they can view the data and can also change it, but not delete it. Deletion is only allowed within the scope of the right to read, write, delete and restore from the recycle bin.
An app administrator can set a certain type of privileges in bulk for all users or only for selected employees.
For some modules – e.g. bulletin board, calendars, documents – the application administrator does not set access to the entire module, but only to its individual subgroups, folders (relevant for the user).
In some modules, rights can be assigned through user positions – e.g. if I specify in the news module that users with the position of "lecturer" can read and write news, then all users with this position (including those who will come in the future) will automatically have this right and there is no need to assign it by name.
If there is a right in the rights settings, the assignment of which consists in checking the square check-box, it is an additional right – i.e. the user has, for example, a standard read right (round check-box), but it can be supplemented with the option of export:
A specific description of each type of rights is provided in the description of each module (see below).
Restricting access to the intranet by IP address and country
In Settings, Security section, it is possible to specify selected IP addresses and countries from which intranet users will be able to access the application.
With this feature, the application administrator can restrict access to the corporate intranet only from corporate offices or only in certain countries, if necessary.
Preventing access to the intranet/terminating the user
In the event of an employee's departure or the need to block their access to the application, it is possible to use the "Active" check-box in the "Adding/editing a user" section:
If this check-box is unchecked (the box remains unchecked), the user will be prevented from accessing the application, but all their data will be preserved (so they are still counted as users who use the data space and must be paid for the subscription).
If you no longer want to pay for the subscription for the user, you need to delete it from the registered users of the application (before doing so, we recommend downloading/backing up all relevant documents registered for the user within the eIntranet).
The data that the user has entered into the application will be preserved, but will not be traceable under the user's name - e.g. a document with a certain name created by a deleted user will still be preserved in the application and will be searchable under the name document, but will not be traceable under the user's name.
Another option is to replace the existing user with another one – this will overwrite the original user to the new one and the data to the original user will be displayed under the name of the new employee; for this reason, we recommend downloading the original user's documentation for the archive to yourself, before overwriting their account, and make a note of how long the account was under the original user.
It is possible that even after deleting a user from the application, the user's name will be displayed (e.g. in approval lists in the attendance, holidays, travel orders module). In this case, you need to update the list – click on the "Select User" button and then set "Save" again – even if no changes are made to the list. This will update the list.
Frequently asked questions from users in each module
The most frequently occurring user questions for individual modules (application menu) and their answers can be found under the question mark icon in the upper right corner of the screen. For example, the most frequently asked questions from users in the attendance module can be found here:
Customizing the app to meet user needs
The team of eIntranet.net application programmers is also able to implement tailor-made modifications to the application if necessary (in the case of realism of the processing and logic of the request). These modifications are paid separately and it is always taken into account whether the request is usable for other users of the application.
In case of such a request, please contact us at info@eintranet.net.