Area: Admin & Settings

System settings

>> Handled by Proof Point <<

1. Customer master data

Refers to the core customer information tied to this instance. In our project, the customer is Fit Plus GmbH.

No listing is required for the master data. The editing screen has the following fields:

 

2. System configuration

Configuration settings for this instance

 

Stage 2: Configuration of which premium types are visible to the customer.

Explanation:
In German HR and payroll systems, the word “Prämie” (which translates to “premium” or “bonus”) often refers to:

• Sales commissions

• Performance bonuses

• Holiday bonuses

• Attendance bonuses

• Incentive pay

These are sometimes called “premium types” in translated technical documentation.

 

3. Locations

We do not need location functionality for Stage 1. However, development is being geared towards enabling us to work with multiple locations for other customers (Stage 2).

Note: Although location functionality is not required for Stage 1, the system structure in Stage 1 should still be designed to support multiple locations in the future (Stage 2). This will ensure the software can be easily extended for use by other centers or customers later on.

4. IP address release

To avoid unauthorized bookings, there is the IP address release function. IP addresses from which access to the system is permitted can be entered here. If the center has a fixed IP address, this can be entered here. In the center master data, IP security is activated via a checkbox. However, external access from e.g. a location of a corporate customer with a fixed IP address could also be enabled in this way.

To support multiple centers using the same web-based system, we will implement IP whitelisting for each individual center. This ensures that:

✅ Only users accessing the system from approved IP addresses (e.g., the center’s fixed internet line) can log in and perform actions such as time bookings.
✅ Attempts to log in from unauthorized locations (e.g., home, public Wi-Fi) will be blocked to prevent misuse and ensure data security.

🚫 Access Denied Message (Unauthorized IP):

" Access Denied
Your login attempt is from an unauthorized location.
Please connect from your center’s network to access the system.
If you believe this is incorrect, please contact your Center Administrator. "

Above requirement still needs to be finalized and confirmed

 

5. Deletion periods

The retention period for payslips is 10 years. After 10 years, payslips must be deleted.

6. Roles

Role-Based User Administration

Different user rights apply to the users of the software. To manage this, role-based user administration is implemented. The defined user roles are:

• SystemAdmin – Full system access and configuration rights.

• Admin (Center Admin) – Responsible for managing a specific center or branch.

• Mitarbeiter (Employee) – General staff role with limited access.

• Personalbearbeitung (Personnel Processing) – Handles HR-related tasks and employee data.

• Mitgliedererfassung (Member Registration) – Manages the registration and data entry for members.

Still in discussion and pending:  table of permission access of the roles

In Stage 2, the roles can be freely defined using a notification table ( ?? - what does this mean ? ) 

7. User

All individuals who use the system are created under User.
By default, when an employee is entered into the system, a corresponding user is automatically created with the role "Employee".
However, a user's role can later be adjusted in the user configuration.
For example, a user can be assigned a more advanced role such as Admin or Personnel Processing.

Question: this part is still handled by Proof Point ?

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Question: is the role selection above missing ? 

8. Countries

In the Admin configuration, one or more countries and their corresponding federal states can be defined for the software instance. This determines the geographical scope and regional settings of the instance. This setup is strictly for administrative purposes and not accessible or visible to end customers.

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9. Federal states

Federal states are defined based on the countries configured under the 'Countries' section.

This setup is important for future billing processes, as different federal states may have varying legal requirements and public holidays that must be taken into account.

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10. Holidays

Public holidays should be entered based on the country selected under 'Countries', with consideration for the specific federal states, as holidays may vary by region.

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Here we need to check whether we can obtain public holidays via plugin or API to avoid manual entry.

Area: Interface API (Stage 2)

Since memberships sold are a key factor in commission calculations—and most centers use membership management software—a connection to commonly used systems such as MagicLine is planned for Stage 2. However, FIT PLUS has currently opted to enter memberships manually. Therefore, the API interface is not expected to be implemented until the software expansion phase in 2026 at the earliest.