TascU User Guide
First, you need to register a user account for your company/individual account on the TascU website.
After registration, you can start a free trial period.
NB! Please note that the TascU system can be tested on a separate server, and any data entered during the trial period will be deleted at the end of the trial period and will not be transferred to the production environment.
To start using TascU, log in to the self-service environment My TascU with your company user account and select how many users you would like to use TascU for and for how long.
When using the payment methods available on the website, the service will be activated automatically within a few minutes after payment.
When paying by invoice, an invoice will be generated in the self-service environment and also sent to the email address used during registration. Once the invoice has been paid, the service will be activated for your company as soon as possible, generally within one business day — in most cases, we can activate the service on the same business day.
Once the service has been activated, you can begin configuring the TascU system to suit your company.
In the self-service environment, you will find the URL of your configured TascU system and the initial administrator username/password used to log in.
NB! The password can only be viewed once in the self-service environment, so we recommend storing it somewhere secure.
To log in, open your TascU system URL and enter the username and password in the appropriate fields.
The Token is a special login identifier assigned to your company that you selected when creating the account.
Once you have logged in to the TascU system, we recommend changing the initial administrator password for security reasons.
You can do this by clicking the "Workers" button in the menu at the top of the screen.
Active users are displayed below — click the "Edit" button next to the relevant user. You can then change the username and password as well as other settings for that user.
Leave Role unchanged, i.e. select "Keep Existing Role".
Clicking the "Update" button applies the changes.
If the username/password is changed, the user will automatically be logged out and must log in again using the new username and password.
You can also create a new user with administrator privileges and, after logging in with that account, delete the initial administrator account.
Creating a new user
Click the "Workers" button in the menu.
If the worker creation form is hidden, click "New/edit worker".
This opens the user creation form.
Enter the user's full name (Name).
Username (Username).
Role (Role). You can choose between the built-in roles: Worker (regular worker), Administrator, Viewer/Accounting (read-only user, e.g. an accountant), Lead (department/team lead), and Security Lead.
Each role has different permissions in the system, and role permissions can be modified via the "Roles" menu link.
You can also create new roles with different access permissions.
Salary per Hour - The worker's hourly wage. Enter the worker's gross hourly wage here.
Coefficient - Performance coefficient — the default value is 1.00.
Cumulative Coefficient - By default, this is empty and equal to the Coefficient value.
There is no need to specify coefficients when creating a user; initially, they are always 1.00.
An administrator can manually change coefficients to any value. For example, if it is known that a worker performs efficiently and significantly faster than other workers, an appropriate performance coefficient can be assigned compared to the standard 1.00. For example, if normal worker efficiency is 100%, the coefficient is 1.00. However, if a worker is particularly efficient and can work at 150% efficiency compared to a typical worker, a coefficient such as 1.50 can be entered.
Likewise, if it is known that a worker's performance is not yet as good (e.g. a new worker during a probationary period), a value such as 0.75 can be entered, which essentially means that the worker's performance is 75% of that of a typical worker. If the worker's efficiency is half that of other workers, a value of 0.50 can be entered.
The coefficients assigned to the worker's profile are initial values, meaning that coefficients may automatically increase or decrease according to configured rules, depending on the system settings.
In the Workers window, you can enable/disable (Enable/Disable) workers' ability to log in to the system.
Users can also be deleted (Delete).
NB! Only users who do not have any workhour entries registered under their name can be deleted!
You can also see which task each worker is currently working on (Current projects). From the same view, an administrator can end a worker's current task/workday or change the worker's status, for example by starting or ending a break/lunch break.
The table also displays the hourly wages and current performance coefficients of all workers.
The "Updated by" column shows who last modified the worker's profile. It is important to note that if a task is configured for evaluation, i.e. "Assessment", the "Updated by" value may also contain the name of a project/task.
This means that if a project/task changes the worker's performance coefficients, you can see which task caused the coefficient to change to its current value.
This makes it possible to determine afterwards whether the performance coefficient was assigned by an administrator or calculated automatically.
If there are many workers, you can use the filter located above the workers table to search for a worker.
Projects/Tasks
To enter and view projects/tasks, select the "Projects" link from the menu.
The projects/tasks view will open.
To add a new project/task, click New/edit project.
The following information can be entered in the form:
Project number: A freely chosen number or combination used to identify the project/task. This depends on the company's work processes.
Project name: A freely chosen name or title used to identify the project/task.
Estimated Cost: The freely specified estimated budget or fee for the project/task.
Additional Cost: An additional budget or fee for the project/task. For example, if the original budget proves insufficient.
Final Cost: Total budget. This is calculated automatically by adding the estimated budget (Estimated Cost) + additional budget (Additional Cost).
Estimated Workhours: The freely specified number of workhours expected to be required to complete the project/task.
Hourly Cost: Calculated automatically using the formula Total Budget (Final Cost) / Estimated Workhours.
Planned Start/Planned End: The freely specified start and end dates of the project. NB! These are not related to workhour calculations; they simply indicate the expected start and end dates of the project/task.
Once the project/task information has been entered, click Add Project.
The project/task should now appear in the table below, and workhour entries can be linked to it, meaning workers can begin registering workhours for that specific project/task.
The projects/tasks table contains all entered information about each project/task.
The "Assign to" column allows you to specify which workers are allowed to enter workhour records for the project/task. If no one is selected, all workers are allowed to enter workhour records.
To select workers, choose the worker(s) in the "Assign to" field who should be able to enter workhour records for the project/task. To select multiple workers, hold down the Ctrl key and click the desired worker names.
Finally, click the "Update" button.
To remove workers, click the worker's name as well — to remove multiple workers from the project, hold down the Ctrl key while selecting them and finally click "Update".
The "Assessment" switch enables assessment for the project, allowing the efficiency of completing the project/task to be evaluated both by individual worker and by team.
Efficiency coefficients (for both workers and the project/task) are calculated when the project/task is closed. This requires all workhour records registered for the project/task to have the status "Confirmed". If workhours registered for the project/task have not been confirmed and remain in the "Registered" status, the project/task cannot be closed and an error message will be displayed.
To close the project/task, review the registered workhours via the "Workhours" menu link, confirm them, and then close the project/task.
The efficiency coefficients will then be calculated.
If more than one project needs to be closed, you can use the bulk action function "Bulk Project Status" located above the table.
You can select the projects/tasks to be closed using the checkboxes in the table and specify the order in which they should be closed.
The order is important because each project/task can increase or decrease performance coefficients. Coefficients are calculated based on how closely the estimated workhours matched the actual workhours, and existing performance coefficients may also be taken into account depending on the system settings.
To change the status of a project/task, select one of three statuses in the "Project Status" column (Active - active, Closed - closed, On Hold - on hold) and then click "Save".
To modify project/task information, click the "Edit" button next to the project.
This reopens the project/task entry form and allows all information to be changed.
After making changes, click "Update" to apply them.
Adding/editing workhours
To add/edit workhours, open the "Workhours" menu link.
To add a workhour entry for a worker as an administrator, click "New/edit Workhour".
The workhour entry form will open.
From the Project selection, choose the project/task to which the workhour entry should be added.
The same selection box can also be used to select a break, lunch break, or regular workday hours.
Break - Unpaid break.
Lunch break - Lunch break, which may be either paid (included in working time) or unpaid. This depends on the settings.
Workday hours - Regular workhours outside a specific project/task, i.e. traditional hourly time tracking.
From the Worker selection, choose the worker under whose name the workhour entry should be registered.
Start Date/Time - Start of the workhour entry.
End Date/Time - End of the workhour entry.
Hours Worked - Duration of the workhour entry (calculated automatically based on the start and end times).
Salary at Time - Calculated if an hourly wage has been assigned to the worker's profile and the entry represents regular workhours.
Salary Earned - Calculated if an hourly wage has been assigned to the worker's profile and the entry represents regular workhours.
Work Type - A free-form short comment or description specifying the type of work/task performed.
Comment - A longer comment about the entered workhour record.
Once the fields have been completed, click Submit workhours. This adds the workhour entry to the system.
NB! A workhour entry is always initially in the "Registered" status and must later be confirmed by an administrator by changing its status to "Confirmed".
In the workhours table, workhour entries are sorted by project.
Filters can be used to search for and display specific workhour entries.
Workhour entries can be filtered using many different parameters.
To change the status of a workhour entry, select the appropriate status from the Status column next to the relevant entry. Three statuses are available: Registered - registered (not reviewed), Confirmed - confirmed (reviewed), Paid - paid (reviewed).
The "Paid" status is recommended when accounting software is also being used and the corresponding record has already been entered there, i.e. it has already been processed for accounting purposes.
This makes it easier to filter workhour entries and distinguish records that have already been processed from those that still require administrator attention.
NB! As mentioned above, only Confirmed/Paid workhour entries are included in coefficient and salary calculations.
To change many workhour entries at once, you can use the bulk action functions next to the filters, which allow the status of all filtered workhour entries to be changed simultaneously.
First, filter the workhour entries as required, e.g. by date, worker, etc., and then use the "Change all found work hours" tool above the table.
Select the desired new status for the workhour entries, e.g. "Confirmed", and click "Update found".
The change will then be applied to all matching workhour entries at once.
Configuring performance coefficients
Click the Coefficients menu link.
The coefficient configuration window will open.
Default Value - Default coefficient for all workers. The system default is 1.00.
Min Value - Lower limit of the performance coefficient, below which the coefficient cannot fall.
Max Value - Upper limit of the performance coefficient, above which the coefficient cannot rise.
Auto Step Up - Upward coefficient step. If coefficients are configured to move up/down in predefined steps, this field specifies the amount by which the coefficient changes. For example, if the coefficient is 1.00 and the step specified here is 0.20, the next coefficient value when moving upward will be 1.20.
Auto Step Down - Downward coefficient step. If coefficients are configured to move up/down in predefined steps, this field specifies the amount by which the coefficient changes. For example, if the coefficient is 1.00 and the step specified here is 0.10, the next coefficient value when moving downward will be 0.90.
Works Count for Average - Specifies the number of projects/tasks used to calculate the cumulative average performance coefficient. The system default is 1, meaning the latest task is used to calculate the performance coefficient.
For example, if you enter 5, the worker's performance coefficient will be calculated based on the cumulative average coefficient of the last 5 tasks.
NB! The Auto Step Up / Auto Step Down values are only used if the corresponding setting is enabled under the "Settings" menu link.
Configuring automatic rules
The Rules window allows you to configure automatic salary calculation rules when traditional hourly salary calculation is used in addition to project/task-based calculations.
You can also enable the Estonian working time calculation rules (Estonian legislation presets) here.
"Public holiday: Effetive 2.00x" - Enables automatic double pay on public holidays. NB! This applies only to registered regular workhours — the rule does not apply to project/task-based calculations!
"Night work 22:00-06:00 effective 1.25x" - Enables the night work premium, automatically multiplying the hourly wage for work performed during nighttime hours by 1.25x. NB! This applies only to registered regular workhours — the rule does not apply to project/task-based calculations!
"Monetary overtime: effective 1.50x" - Multiplies the hourly wage for overtime by 1.5. NB! This rule applies only to registered regular workhours — the rule does not apply to project/task-based calculations!
Overtime detection basis - Allows overtime to be calculated in different ways.
Available options:
"Automatic: weekly for ordinary/accounting periood for summarized" - Automatic overtime calculation based on the week/accounting period.
Daily baseline - Daily calculation, meaning the rules are applied when a worker exceeds the standard daily working hours.
Weekly baseline - Weekly calculation, meaning the rules are applied when a worker exceeds the standard weekly working hours.
Monthly baseline - Uses the standard monthly working hours, meaning the rules are applied when a worker exceeds the standard monthly working hours.
Legislation preset position - Determines whether the working time calculation rules used in Estonia are applied before or after the rules entered by the company.
Below this section, you can add rules that modify salary calculations according to specific conditions.
For example, you can define specific dates and/or times when salary is calculated differently from normal.
Such rules can also be applied only to specific workers or to all workers.
Rules allow automatic mathematical calculations to be performed on a worker's hourly wage.
Supported operations are addition (Add), subtraction (Subtract), multiplication (Multiply) and division (Divide), as well as adding a percentage of the worker's base hourly rate (Add % of base hourly rate).
Essentially, a rule means that at a specified time, or at all times, the salary of specified workers or all workers is automatically recalculated according to the rule.
For example, you can create rules such as:
--> Every day after 19:00, the hourly wage of all workers is multiplied by 1.5.
--> On 09.09.2026, €5 is added to the hourly wage.
--> On 12.11.2026 after 15:00, the hourly wage of worker Peeter Tamm is multiplied by 2.0.
This system reduces manual work in situations where worker salary calculations need to be adjusted automatically based on the company's requirements and the specifics of the work.
Reports
To generate reports, click the Reports menu link.
Filter by Date - Allows you to specify the time period included in the report. Predefined quick periods can be used, such as Today, Yesterday, Current week, Previous week, Current month, Previous month, and Custom period.
The Configure report button allows you to specify exactly what should be included in the report, how it should be displayed, and how it should be sorted.
You can also select the workers to be included in the report.
Clicking the "Generate Report" button generates the report according to the configured settings.
The generated report can also be downloaded in various file formats (csv, xls, xlsx) so that the data can be processed in other applications.
A separate report can also be exported for each worker. If all workers are selected in the report settings, the information displayed for each worker's workhours can also be downloaded separately so that the report contains only that worker's workhour information.
NB! Reports are dynamic, meaning they are automatically generated based on the current information in the system, according to the configured filters and time period. Generated reports are not stored in the system.
For example, if a period longer than one month is selected, the calculated salary, workhours, etc. are also totaled for the filtered period. Likewise, if the data is filtered for one week, the report will show the workhours and salary calculated specifically for that selected period.
Mandatory instructions (internal and workplace rules)
The TascU system also allows you to enter mandatory workplace rules and other information that all workers must read and confirm.
To add mandatory instructions, click the "Instructions" menu link.
Then click the "New Document" button and enter a title in the "Title" field, for example "Workplace Rules".
"Applies from" specifies the date from which the rules apply.
"Who must read this document" - The default is "Everyone", but you can also select specific workers who must read and confirm the document.
"Instruction" - Enter the rules or other mandatory instructions in free-form text in this field.
"Save draft" button - Allows you to save a draft of the rules if they are not yet ready to be finalized in the system.
"Publish/replace current revision" - Saves/publishes the latest version of the rules. Once the rules have been published, all applicable workers must read and confirm them when they log in to the system.
"Remove current revision" - Removes the latest active version of the rules.
"Delete document + history" - Removes the current version of the rules together with all previous versions of that document.
Once the rules have been published, the "Instructions" menu link can also be used to monitor who has read and confirmed the published documents.
Work schedules
Work schedules can be created by clicking the "Presence" menu link.
The work schedule management system will open.
First, select the appropriate settings by clicking "Presence Settings".
A settings window opens containing the following tabs:
The "People" tab - Who should the work schedules apply to?
The "Automation" tab - Automation rules that make creating work schedules faster and easier:
"Pending absence requests" - What should be done with unapproved absence requests?
----> "Stop and show me first" - Prompts you to review whether each pending absence request should be approved.
----> "Approve automatically before scheduling" - Automatically approves all pending absence requests.
----> "Ignore pending requests while scheduling" - Ignores pending absence requests when creating the schedule, meaning the schedule is generated regardless of them.
"Replacement volunteers - Let workers voluteer to cover someone's planned work" - Allows workers to volunteer to replace one another when possible.
"Auto use a suitable volunteer - Use the first suitable volunteer after the absence is approved." - Once the administrator has approved the absence, automatically allows a suitable replacement worker to be added to the schedule.
"Public holidays" - Allows you to specify how work schedules should be created on public holidays:
--> "Automatic free day for everyone" - When generating the schedule, a public holiday is automatically assigned as a day off for all workers.
--> "Selected people may or must work" - Allows you to select who may or must work on a public holiday.
The "Replacements" tab
Allows you to specify who can replace whom.
Add suitable replacement workers for each worker and finally click "Save replacement rules".
The "Saved patterns" tab
Allows you to save schedule templates that can be reused when generating future schedules.
Creating work schedules
Work schedules can be created simply by dragging people onto the calendar, or by selecting a person's name on the left (multiple people can also be selected at once) and clicking the desired day on the calendar. A detailed window for adding workers to the schedule will open.
To generate schedules more easily, click the "Quick Schedule" button. A quick schedule creation window will open, where the schedule is automatically generated for the desired period according to the selected settings and rules.
For more detailed schedule generation, click the "Smart Schedule" button. A detailed schedule creation window will open, where you can specify much more precisely how and according to which rules the schedule should be generated — including planning shifts, specifying people who must be at work simultaneously, and much more.
"Copy Schedule" - Allows you to copy the schedule of an existing week or time period to another time period.
"Schedule tools" - Allows you to remove a work schedule for a specific time period or replace workers with other workers, for example when replacing workers who have left the company.
"Reset Presence Data" - Allows you to clear the entire work schedule and all related settings at once, essentially allowing you to start again from scratch. This is useful when you want to begin creating schedules from a clean state. NB! Using this function deletes all entered work schedules and also the selected settings, depending on what is selected for deletion.
This function does not affect entered workhour records in any way!
Approving absence requests
When workers submit absence requests through their application, they must be approved by an administrator.
Log in to the TascU system. The pending absence request will be visible in the Presence module.
An absence request can be approved by clicking it. This opens the Presence work schedule system, where the relevant request is displayed on the left side of the screen. From there, it can be opened and then approved or rejected in the window that appears.
Making changes to the schedule
To make changes to the schedule, simply click the desired entry. A settings window will open, allowing you to modify the schedule entry — for example, changing a workday or shift to a day off, sick leave, vacation, or another status.
Working hours and all other settings can be modified in the same way.
Changing TascU settings
Settings can be changed via the "Settings" menu link.
The settings configuration window will open.
Available settings:
Currency – Currency symbol (e.g. €, EUR, $, or something else).
Timezone – Time zone, important for ensuring accurate calculations and dates.
Enable budget reallocation for individual works – Redistributes the remaining project budget from workers with a low performance coefficient (<1.0) to workers with a high coefficient (>1.0).
Use automatic step-up/down values for task assessments – Uses predefined steps to determine the performance coefficient. This means that the coefficient is not calculated directly from work results; instead, the performance coefficient moves up or down by a specified step depending on whether the worker completed the task faster or slower than the estimated time.
Enable assessments by default - Enables task assessments by default, meaning assessment is enabled for all newly added tasks.
Show worker performance gauge – Displays the worker performance gauge in the worker view.
Enable traditional work hour logging - Enables traditional hourly time logging in addition to other methods.
Allow multiple active projects - Allows workers to start multiple projects simultaneously.
Count lunch break as paid working time - Counts lunch breaks as paid working time.
Track GPS coordinates for worker work actions - Enables/disables GPS tracking when registering workhour entries.
When GPS cannot be obtained - Determines what happens when a GPS signal is unavailable - Require GPS; fail action if unavailable (if no GPS signal is available, an error is displayed and the workhour entry cannot be registered) / Allow action without GPS (if no GPS signal is available, the workhour entry is registered regardless).
Allow workers to add checklist items - Allows workers to add subtasks to a project.
Allow TascU remote support - Allows TascU customer support to log in to the customer's TascU system to provide remote support when necessary. If this setting is disabled, TascU customer support cannot log in to the customer's system or view its contents.
For exceptional cases, an "Emergency" mode is available. It is used only in exceptional circumstances (in coordination with the customer), and its use is strictly regulated and audited.
Automatic break/lunch schedule - Allows automatic breaks/lunch breaks to be activated at specified times.
Rules must be entered using the following syntax: DAYS HH:MM BREAK|LUNCH MINUTES Y|N
Days: The days on which the rule applies, e.g. the range MON-FRI, specific days MON,TUE,FRI, or * for all days of the week.
Y - Ends the current task and automatically resumes it after the break; N - Ends the current task but does not automatically resume it after the break.
Lines beginning with the "#" symbol are comments and are ignored.
If the field is left empty or contains 0 or OFF, automatic rules are not applied.
Multiple different rules can be added to the text box at the same time by placing each rule on a separate line.
Example: MON-FRI 12:00 LUNCH 60 Y - Activates a 60-minute lunch break every weekday, Monday-Friday, at 12:00; when the break ends, the previously active tasks are automatically resumed.
Example: SAT,SUN 15:00 BREAK 30 Y - Activates a 30-minute break on Saturdays and Sundays at 15:00; when the break ends, the previously active tasks are automatically resumed.
Example: MON-FRI 13:00 LUNCH 45 N - Activates a 45-minute lunch break every weekday, Monday-Friday, at 13:00; when the break ends, previously active tasks are not automatically resumed, meaning each worker must manually restart the project or workhour tracking.
Example: MON-FRI 17:00 END - Automatically ends the workday, meaning all currently active tasks are automatically stopped every weekday, Monday-Friday, at 17:00. The Y/N parameter is not required for this setting.
Enable Ordinary Workhours Compliance - Enables the ordinary working time rules.
Calendar country override - Allows you to specify the country calendar to be used.
Ordinary hours per workday - Number of standard working hours per day.
Ordinary weekly hours - Number of standard working hours per week.
Shortened workday reduction - Number of hours by which a shortened workday is reduced.
Apply workday/holiday calendar to automatic breaks and lunch - Determines whether automatic breaks are also applied on non-working days.
End ordinary workhours earlier on shortened days - Automatically ends workers' workdays earlier on shortened workdays.
Show public holidays/shortened days in Presence - Displays public holidays and shortened workdays in the work schedule.
Worktime accounting mode - Ordinary or summarized working time.
Summarized accounting periood - Summarized working time period in months.
Summarized period anchor - Starting point from which the summarized working time period is calculated.
Minimum weekly rest for summarized worktime - Minimum weekly rest period (hours).
Presence compliance enforcement - Determines how strictly rules are enforced in the work schedule: whether a schedule that does not comply with the rules cannot be entered; whether the rules are not strictly enforced, allowing a schedule to be created regardless of the configured rules; or whether the system simply warns about non-compliance while still allowing the schedule to be entered.
Maximum work in 24 hours - Maximum number of working hours permitted within a 24-hour period.
Minimum daily rest - Minimum daily rest period in hours.
Minimum weekly rest - Minimum weekly rest period in hours.
Maximum average weekly work including overtime - Maximum average weekly working time, including overtime.
Configuration overview, i.e. Conf Review
This is a comprehensive and detailed report of all system settings that are currently enabled/disabled.
Audit Log
The system log can be viewed by clicking the Audit Log menu link.
The system log records all actions performed in the TascU system together with the username and exact date and time, including logins/logouts, configuration changes, workhour entry changes, and other important information.
The system log can only be enabled/disabled by a user with the appropriate role/permissions.
For security reasons, it is recommended that permission to read, enable/disable, or delete the system log be granted only to a specific person, e.g. a Security Lead.
The corresponding permissions/roles can be changed from the "Roles" menu.
Using the API
The TascU system also supports system access through an API.
To enable API functionality, please contact our customer support team, who can activate the corresponding feature.
The API allows other systems to be integrated with TascU, such as card/chip readers, accounting software, and much more.