Guide

How to use it, and the rules that come with it

The same guide we hand new customers. Read it here, download it for your induction pack, or watch the walkthrough.

The written guide

Every screen, in order, with the decisions each one asks you to make. Written for somebody who has never seen the product.

Download the PDF

The walkthrough

A narrated run through a working workspace — signing in, clocking in, approving, running payroll. Captions included.

Watch it

The rules

What a workspace may and may not be used for, how we enforce it, and what we do before we ever suspend anybody.

Read the guidelines

Watch the walkthrough

Recorded against a live workspace, not a mock-up.

Captions are on by default. A longer, narrated walkthrough of the employee portal is below.

The narrated portal walkthrough

One working day across five roles — employee, project manager, head of HR, head of accounts and administrator.

Where to start, by what you do

Most people only ever need three or four screens. These are the ones worth knowing on your first day.

Everyone

Clock in and out from the dashboard; a missed punch is fixed by raising a regularisation, not by asking somebody to edit it for you.
Book leave and watch the balance update as it is approved.
Read your payslips — this needs your Financial Security PIN, not just your password.
Raise an IT ticket for your own equipment and accounts.

Managers

The approvals inbox is one queue for everything waiting on you: leave, regularisations, claims, requisitions.
Your team's attendance and leave are visible to you because of the reporting line, not a separate setting.
Resignations reach you before HR: you acknowledge, HR decides.
Tasks and projects are assigned and revised in the same place the work is discussed.

HR, finance and admins

Payroll is prepared, approved and disbursed by three different roles — plan who holds which.
Roles and permissions are yours to edit; the menu follows them automatically.
Import employees, attendance history and pay items from CSV, always validated in a dry run first.
The audit trail can be verified, not just read, and it will name the row if anything was altered.

Using it properly: the guidelines

These are the same rules as the acceptable use policy, in plainer words. They exist because one workspace behaving badly affects every other one on the same infrastructure.

Never do this

— Upload material you have no right to hold, or personal data you have no lawful basis for.
— Use the workspace to send unsolicited bulk mail, or to host malware or phishing pages.
— Probe, scan or attack the service, other workspaces, or the infrastructure underneath them.
— Share one sign-in between several people, or pass credentials to anybody outside your organisation.
— Resell or sublicense access to a workspace you were provisioned.

Ask us first

— Automated or scripted access against the service, beyond ordinary use of the product.
— Load testing, penetration testing or vulnerability scanning of your own workspace.
— Importing more than a hundred thousand historical records in one go.
— Storing media libraries or backups unrelated to employment records on the shared drive.

Always fine

— Every ordinary use of every module, for as many of your own people as your tier allows.
— Exporting your own data, whenever you like, in standard formats.
— Reporting a security problem you have found — we would rather hear it from you.
— Asking for a module to be switched off because you would rather your workspace did not have it.

What happens if a rule is broken

1. We tell you. A named person gets a specific description of what we saw and when, with a reasonable period to put it right. Nothing is suspended at this stage.
2. We limit, before we suspend. If it is an abuse of shared resources, we rate-limit or switch off the module involved rather than taking your whole workspace away.
3. Suspension is a last resort, and it deletes nothing. Access is withdrawn; your data stays exactly as it is, and restoring it is a single status change once the matter is settled.
4. Immediate action only for immediate harm. Active attack, malware distribution or a live risk to other customers is stopped first and explained immediately afterwards — in writing, with what we did and why.
5. You can always get your data. Even after a suspension or termination, a complete export is yours on request for the whole retention period.

Disagree with a decision? Reply to the notice, or raise it from the help page inside your workspace — suspension does not close that door.

Found a security problem?

Email support@zapronixdigital.com with enough detail to reproduce it. We will acknowledge within one working day. Please do not test against another customer's workspace, and give us a reasonable period to fix it before publishing. We will not pursue anybody who reports in good faith and stays within those lines.

Still have a question?

Customers reach us from the help page inside their workspace, with a first reply inside 24 hours — 4 if it is urgent.

Talk to us