Documentation
How Ergira works
Everything the product does today: work management, the HR system it is built on, and the CRM beside them. Features that do not exist yet are listed as such, including a page that collects everything that is missing in one place, so none of it has to be discovered by trying it.
Most pages spend as much time on why something behaves the way it does as on how to use it. That is deliberate: nearly every rule here exists because the obvious alternative produced a wrong answer somewhere real.
New here?
Read What Ergira is, then User, member, worker, engagement — that one page explains more of the product’s shape than any other. Then Getting started for the order to set things up in.
Start here
What Ergira is
Work management, HR and a CRM in one database, for organisations running several countries at once.
Getting started
The order to set things up in, and why that order matters.
Setting up work management
The four decisions that shape everything else, and the ones you can safely leave until later.
Core concepts
User, member, worker, engagement
Four ideas that are deliberately not merged, and the real cases that would break if they were.
Effective dating and history
Why the product answers questions as of a date rather than storing only what is true now.
Minutes, money and rates
The three storage decisions that everything else is expressed in.
Countries, entities and jurisdiction
Which rules apply to whom, and why it follows the work rather than the employer.
Work management
Work management
Projects, work items, boards, a backlog that spans every project, and sprints that know who is on leave.
Coming from Jira
What maps directly, what is called something else, and the four habits worth unlearning.
Projects
Keys, colours, leads and status — and why the key is worth thinking about once.
Work items
Types, priorities, estimates, hierarchy, comments and the activity trail.
Estimates
Points, minutes, or neither — which features consume which, and why a missing estimate is never zero.
Initiatives
A container for work that belongs together and does not belong to one project.
Releases and milestones
A dated bucket of work with a moment it shipped — and the one rule that keeps the record true.
Roadmap
Initiatives and releases on a time axis, with the sprint cadence drawn behind them.
Blocking and links
Why blocked is an overlay rather than a status, and clears itself when the blocker finishes.
Labels, fields and attachments
What you can record about work beyond the built-in columns — and the two settings changes that are refused.
Boards and workflow
States defined once for the whole organisation, and boards as views over them.
The backlog
One ordered list across every project, and why the server decides what a drop means.
Getting around
Search as a jump, the URL as the state, and the addresses worth knowing.
Views, filters and layouts
Filter once, then look at the same work as a board, a list, a table, a calendar or a timeline — and save the result.
Cadences
One rhythm for the organisation, or a rhythm per team — and how a project chooses.
Burndown, velocity and flow
What the team finishes, how long things take, and the three ways these charts are usually drawn wrongly.
Closing a sprint
What happens to work that did not finish, and who decides.
Sprints and capacity
A dated window across every project, with capacity computed from working patterns, holidays and approved leave.
Comments, mentions and watching
Who hears about a work item, why, and the one rule that makes muting worth using.
Bulk edit
One change, many items — and what happens when one of them cannot take it.
Search
Press `/` — a key jumps, words search, and nothing comes back that you could not open.
Cycle time, lead time and aging
Two measurements that are routinely confused, reported as percentiles rather than averages — and the one chart you can still act on.
Workload across time
Who is committed to what, week by week, against capacity that knows who is on leave.
Time tracking
Recording time against work, and how it differs from attendance.
Automation
When this happens, if these are true, do that — and the one rule that stops it eating itself.
Why did that happen?
The refusals and the automatic changes, collected — most are deliberate, and each says which rule it came from.
Customers
Customers and contacts
Three records and no fourth — why there is no lead object, and why nothing sets whether somebody is a customer.
Deals and pipelines
Why the probability sits on the stage, why a lost deal needs a reason, and why winning creates a project rather than becoming one.
The timeline
Notes, calls, meetings and email against a person — and why a call with nothing written down is still a record worth keeping.
Email from the CRM
It goes out over your own mailbox, never over ours — and the permission to read that mailbox is used for one narrow thing.
Consent, quiet hours and do-not-contact
What may be sent, to whom, at what hour in their own time zone — and why the evidence matters more than the answer.
Suppression list
Addresses no record may be created for again — held as a digest, so the list is not a copy of what an erasure removed.
Forms
Enquiries from your website arriving as contacts, with the consent people actually gave recorded against them.
Booking links
A public page people pick a time on — which skips the days the host is on leave, because that is recorded here.
Chat widget
A conversation panel for your own website, which never pretends somebody is watching it.
Messaging handles
WhatsApp, Telegram, Instagram, Facebook, QQ and WeChat on a contact — one click to reach them, where a click is possible.
Calls and text messages
Dialling from a contact record, on your own telephony account — with recording that asks the consent engine first.
Lists, import and duplicates
Getting a spreadsheet in, keeping one person to one record, and asking the list a question.
HubSpot sync
Two-way, with one side owning each object — and everything works exactly the same with no HubSpot at all.
Proposals
The same engine employment contracts run on — clauses, merge fields, a signature, an executed copy on file.
Support
Service desk
What a ticket is, how states drive the clock, and the two things the desk refuses to let you record.
The SLA clock
Business minutes, not wall-clock — counted against the same working patterns and holiday calendars the rest of the product already uses.
The help centre
Articles written where your team already writes documents — SharePoint or Google Docs — and published as a public help site you choose the contents of.
Setting up the desk
States, what you promise, opening hours, and the shared address — and what changing each of them does to tickets that already exist.
Where tickets come from
A shared email address, the chat widget, the customer's own link — and why an out-of-office reply must never open a ticket.
Working a ticket
Replying, internal notes, canned replies, who it goes to, merging two tickets about one problem, and escalating the fix.
What the customer sees
Their own ticket without an account, everything deliberately kept off it, and the one question asked when it is resolved.
Desk insights
What the queue is doing — percentiles rather than averages, business minutes rather than the calendar, and one list that can actually be acted on.
Money
Invoicing and the ledger
What the money half records, where its edges are, and the one thing it is built to remove: the monthly afternoon spent checking bank statements against invoices.
Raising and issuing
Drafting, what issuing does that cannot be undone, gapless numbering, and why a credit note is not an edit.
Tax rates
Rates are data with a scope and a date, resolution is most-specific-wins, and a rate scoped elsewhere is never a fallback.
Bills, and the ones that file themselves
Recording what suppliers invoiced you, and pointing the product at the address they send it to so the document is on file before anybody looks for it.
Double entry
A chart of accounts, journals that cannot be edited, and a trial balance that cannot fail to balance — posted from the documents rather than typed.
Getting paid online
Every issued invoice gets its own payment page, and your client settles it with a card or a phone — through your own provider account, or through one connected here.
Bank accounts and reconciliation
Importing a statement, matching movements to documents, and why money out with no invoice is reported separately from money in.
Month end
One period, one screen: what was issued, what was received, what the tax adds up to, what the bank cannot explain, and whether any number is missing.
Pricing work
Hours, expenses, incidents and fixed fees become invoice lines, through rates that are scoped, dated and chosen by a person.
Sending, chasing and repeating
An invoice that leaves through the product rather than through somebody's own mail client, three reminders and then silence, and schedules that raise the same document every month.
Settlements, saved cards and refunds
What the gateway actually paid into your bank, why it never matches an invoice, and the card a customer agreed to leave on file.
Paying suppliers
A batch of bills, one payment per supplier, and a file the bank will take — proposed first, and confirmed by somebody who has read the list.
Fixed assets and depreciation
A register that reconciles to the ledger: what is capitalised, what it is worth today, and a schedule an accountant can reproduce.
Statements and the year end
A profit and loss, a balance sheet that balances, and the one piece of accounting here that is not derived.
The group, and what you planned
Several entities as one set of figures, translated from rates somebody chose — and a budget that posts nothing and constrains nothing.
Your accountant's own books
Invoices issued here reach Xero or Zoho Books, and the payments they recorded come back. Nothing else crosses.
Professional services
Delivery and margin
What the work was worth, what it cost, what was charged for it, and what the arrangement gave away.
What an hour costs
The base is derived from what somebody is paid and the hours they are available. The loading is yours, and nothing is assumed.
How work becomes money
An hour, a ticket, an expense or a fee becomes a charge; an agreement decides what happens to it; and what is left is the margin.
Charges
One record for anything a client could be charged for — an hour, a ticket, an expense, a fee — carrying what it was worth and, separately, what happened to it.
Contracts and allowances
Block hours, retainers, included tickets, per-seat units and unlimited support — one mechanism, and a ledger that can always explain a balance.
Expenses
What was spent, who is owed it back, and what a client is charged for it — three facts that are often but not always the same claim.
Planning and utilisation
Whether you can take a job in October, and how much of the time you paid for actually reached a client. Both against real availability.
Revenue recognition
A fixed fee is earned as it is delivered, not when it is invoiced — and the adjustment posts to a real ledger rather than a report.
People
Org chart and absence calendar
Reporting lines resolved as of a date, and who is away when.
Adding people
Creating an HR record directly, including for people who have no email address and will never sign in.
Engagements
The dated relationship between a person and a legal entity — what it decides, and why a change opens a new one.
Profiles and self-service
What a person's record holds, who can see which parts, and what they can edit themselves.
Onboarding and checklists
One engine for joining, leaving and moving, with templates that resolve to the most specific match.
Probation
Confirm, extend or end a probation — and what happens when the date passes with nobody deciding.
Termination and leaving
Two dates that are not the same date, what closes when, and what deliberately does not.
Benefits and enrolment
Who is covered, under what, from when — and why claims are deliberately somebody else's job.
When HR refuses
The guards on people records, what each one is protecting, and what to do instead.
Compensation and allowances
What is recorded about pay, why basic is stored separately from allowances, and who can see it.
Time and leave
How leave works
Policies as data, an insert-only ledger, and the unit distinction that causes most leave bugs.
Entitlement, accrual and carryover
How an allowance is earned, when it resets, what survives the reset — and the four shapes real statutes take.
Time and attendance
What the organisation owes somebody for being at work — distinct from what a client owes for the work.
Holiday calendars
Composing national, regional and company calendars, including dates not yet announced.
Compliance
Dependants
Family members whose residency expires on its own schedule.
Right to work
Permits, applications and the cases where somebody is working lawfully with no permit at all.
Licences and certifications
Classes, expiry, verification, and why holding *a* licence is not the same as holding the right one.
Documents and storage
How files are stored, and why nothing is served from a public URL.
Contracts
Performance
Equipment
Reporting
Administration
Teams
Grouping people for boards, sprints and goals.
Approvals and delegation
Multi-step chains, thresholds, and the narrow case where somebody may approve their own request.
Members and invitations
Giving somebody access, what a seat costs, and belonging to more than one organisation.
Settings
Every configuration surface, and what each one refuses in order to protect what already happened.
Entities, patterns and cost centres
The scaffolding everything else hangs off, and the four changes that restate figures without moving a stored value.
Notifications
What gets sent, to whom, and what cannot be muted.
Plans and billing
What the tiers differ by — and, deliberately, what they do not.
Access and security
Roles and access
Two independent permission axes, and why a project administrator has no business reading salaries.
Who can do what in work management
The four roles against every action, and the two things that are not role-based at all.
Who can see what in HR
The four HR roles against every action, what a line manager gets that no role grants, and the two rules that hold even against an administrator.
Single sign-on
Microsoft Entra ID and Google, configured per deployment.
Directory provisioning (SCIM)
Create and disable logins automatically from Entra ID, Okta or any SCIM 2.0 directory.
Audit, export and erasure
What is logged, what a person can take with them, and why erasure pseudonymises rather than deletes.
Security practices
Sign-in protection, tenant isolation, secrets and file access.
Reference
Coming next
122 pages.