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Description of functional characteristics

Software SHTAB

and information necessary for its start-up and operation



  1. General Information:

Software Shtab ("Shtab Software") Shtab" or "Shtab") is servicea project management and tasks. THE SOFTWARE Shtab replaces several tools at once for project management, task setting, time tracking, and file storage. The application's interface makes it easy to navigate through the multitude of tasks and projects. All team members see updates, understand what stage the project is in and react faster to changes.

Statistics about the team's work are collected by the tracker. This helps to fairly calculate payment for hours worked hours, analyze efficiency, and maintain transparent relations between the participants in the process. To collect data on time spent on different tasks and optimize scheduling, the desktop application has a tracker. It counts:

  • when, on what tasks, and how much the employee worked;
  • how many hours and minutes it took for a particular task - even if several people worked on it at different times.

In addition, the tracker takes screenshots of the desktop every few minutes and measures employee activity during the work day.

Parameter "Activity" helps to identify the personal time of maximum productivity and shows the intensity of work on different tasks.

Employee engagement is measured as a percentage. The unit of activity is clicks, text input, and cursor movements in each 20-second work interval. If there were no actions, activity drops to zero. At the end of the period, the arithmetic average of all intervals is calculated.

Shtab has a flexible interface and allows you to customize the task list by selecting one of four views: classic agile board, list, Eisenhower matrix and calendar.


Kanban board:

On the board, tasks are visualized through cards. Before you click on a card, you can see who the performer is, what the priority is, and what the deadline is. The colored marks can be used to track other parameters, which the project participants set themselves.

Tasks are grouped into four columns: "Opened", "In progress", "Checking", and "Closed". This makes it easy to track the work process and control the number of unfinished tasks.


Task List:

Cards are lined up in the Open, In Progress, Checking, and Closed sublists. The list shows the artist, priority, deadline, labels, comments, and attachments of the card. Each of them can be dragged to another sublist, changing the status of the task.

The advantage of this format is a clear and familiar interface: it resembles a list of files in a Windows folder.



A calendar helps you structure your work so that you can keep track of deadlines. It is filled with cards according to their due dates. From the calendar, you can open a card or create a new task with the desired deadline.


The Living Board:

The board displays all changes in real time. No need to refresh the page to see just added tasks, editing the card, moving through columns-stages. You can see who of the employees is online, who is viewing and editing the task card.


My tasks:

The user can participate in several projects within the same team. In "My Tasks" you can see all the cards of the team where he is involved. They are displayed in three ways: by status, by priority and by projects.

The main parameters - ID, priority, status, project and labels - will be visible in any case.


History of task changes:

Allows you to view the history of changes made to the task: creating or deleting comments, attached links, changing descriptions, priorities and statuses. The following information is visible for each change:

The user who edited;

Date and time of the change;

Past Value.

The function provides transparency of changes that occur to tasks and allows you to track this process.



There are different types of notifications in the app:

there is a new participant in the team or project;

there is a new task;

there has been a change in the tasks in which the employee is involved.

Notifications of new project participants and new tasks are duplicated to the linked email account. Subsequently, the system will become flexible: you can choose which updates to receive within the application and to e-mail.


Salary at the rate per hour:

The service calculates employees' salaries based on the formula of working time multiplied by the employee's hourly rate. This eliminates unpaid overtime, and helps the manager objectively assess the work, avoid errors in calculations and plan the project budget more accurately.


Access levels:

The project creator can designate some employees as managers, giving them the right to see and report, or share access to finances.


Task Archive:

The program saves the completed tasks in the archive. If necessary, the user can find closed tasks, use the information they contain, and create a template based on them. Everything the team worked on remains in memory and can be used to increase productivity.

Team Report:

The team performance report is used by managers or supervisors. In it you can see:

complete list of employees;

projects and tasks that everyone has in the works;

the time spent on specific tasks.

Analytics will allow you to determine the productivity of the team in terms of individual performers.


  1. Рewа with Shtab software:
    1. Registration and Authorization

To use the Shtab software, the User must create an account.


Click the "Register" button and you will go to the registration form, enter your name, email and password and immediately receive an email with a link to activate your account.



Registration by Invitation

You may be invited to join a team via your email, clicking on the team invitation link will take you to the registration page. After registering, you will immediately be on the team to which you were invited.

In the profile settings you can change personal information such as: name, email, password, bank card, phone number and delete your account in Shtab software.

Viewing user information

You can view an employee's profile, which will contain information: the user's last visit to the system, the user's position, contacts, projects and the progress of projects in which the user is a member.

Note: If the User has no access rights to projects, or the User is not a member of a project, projects are not displayed for that user in the profile of another user not available to him projects.


    1. How to invite employees to the team in the software Shtab

ПOnly the Team Leader or Team Administrator may invite new members to join the team.

Note that to add a member to a project or team, the user must be registered in the Shtab system.

On the home page, in the bottom left menu, click "Team Settings":


In the menu that opens, click the "Participants" tab:


In the free plan you can add up to 5 participants in a team.

  • In the Pro rate - you can add up to 20 participants in a team.
  • In the BUSINESS rate up to 200 participants per team.

In the "Participants" window:


  1. In the "Add Participant" field, enter the team member's email, and then press the "Enter" key.
  2. Assign one of three access levels to a new team member: "User", "Manager", "Administrator":
    • The leader is the creator of the team, he has all the rights possible.
    • The administrator has the same rights as the manager, the only difference is that he did not create the team.
    • Manager - can only create projects and view reports of those projects, where he is a member of
    • The user can only create and participate in tasks
  3. Click the "Invite to Team" button to send an invitation.

The added user will receive a notification of the invitation in the upper right corner of the profile in the bell:


You need to click on the bell and accept the invitation by pressing the button: "Accept":


Once the user accepts your invitation and appears on the Participants page, you can assign them any role in your team structure (director, accountant, etc.):





    1. Access rights

There can be administrators, managers, users and supervisor in the same team. In the team settings, supervisors and administrators assign rights to other employees: Administrator, Manager and User.



and administrator


All rights of the employee +

All rights manager +

  • Viewing user information
  • Task creation
  • Editing tasks
  • Restore tasks from the archive
  • Viewing the Stages section
  • View your payouts
  • View your activity
  • Project Creation
  • Editing a project
  • Project archiving
  • Restoring a project from an archive
  • Adding an employee to a project
  • Deleting tasks from the archive
  • Creating Tags
  • Editing labels
  • Creating the stage
  • Editing stages
  • Removing the stages
  • Editing a command
  • Team Invitation
  • View/change user command settings
  • Removing an employee from a project
  • View all team projects
  • Working with payouts
  • View employee reports and activity




    1. Team

The administrator and supervisor have access to the team settings.

In the team settings, Managers can invite a new employee to join the team via email.

Participants who have been invited but have not yet accepted the invitation can be invited again or cancel the invitation, to do this, you must click on the appropriate buttons.


In the settings, you can filter employees by rights and see the blocked users. To restore an employee and give him access to the team, you must go to the "Blocked" section and click "Restore" next to the employee. Also, you can search for employees through the search field and select in the selector: all members, Administrator, Manager and User.


Employee page settings

Basic. In the basic settings, managers and administrators can change the employee's rate, assign a team role and set access rights, lock and unlock the user.



Managers also configure employee control parameters: screenshot frequency, activity tracking, screenshot blur.

The employee card contains the contact information entered by the user.


Projects. Displays all projects of the team to which the User has been added. Here you can immediately add a performer to another project by checking the checkbox next to the name.




The Projects section shows a list of all current projects that include their assigned tasks. Each project has its own progress bar, which fills in as the tasks are completed.


Similar to the "Tasks" section, "Projects" can be displayed on the board by cards or a list.


Add your projects to "Favorites" to help you navigate more quickly through the list. Selecting the "Favorites" column in the drop-down menu will show you the previously marked projects.




Five days before the project deadline, a deadline notice will appear on the card.







    1. Creating and editing a project

Create the first project with the "+Project" button. Then describe the project details needed for the performers to work.

Note: only employees with the Manager, Administrator and Manager rights can create projects in the team, as well as manage project settings and add employees there.


In the basic settings are set:

  • Project name
  • Deadline
  • Budget
  • Archiving closed tasks



Add participants to the project by user name. At any time, project participants can be excluded from the project by clicking on the cross next to the employee.

1. You can only add participants to a project who are already in the team. If you want to add an employee who is not yet in the team, you will have to first invite him to the team only after he accepts the invitations, you can connect him to the project.



You can attach labels to tasks in the project.

Labels are individual for each project. Creation of labels is available only to users with access to project editing.


Stages in the project

The stage setting is inside the project, in the next tab after the tasks.

Stages can be edited, deleted and new stages can be added, and periods, breaks, and hours can be assigned to them.





Number of stages - stages and breaks

Overall project progress - the ratio of open to closed tasks in the project.




    1. Archiving projects


Archiving a project is the process of moving the active project to an archive, in which all users lose direct access to it. Two actions are possible over the projects in the archive:

  • Restore - restores project activity
  • Delete - final deletion of the project. After this action it is impossible to restore the information about the project.

Project features: different display modes, filtering, column functions and interactive cards, board sorting.

Click the Projects menu tab in the main window:



In the "Current" tab, you see the projects you are currently working on:



You can customize the mode of displaying projects as a board or a list, to do this, click the appropriate button on the top right "Board", "List":


In the "Blackboard" display mode, all projects are shown as interactive cards:


In the "List" mode, all projects are displayed as a list:


Project filtering

If you want to add the project you work on most often, click the star in the bottom right corner of the interactive card:


To display your favorite projects in the actual projects window, select "Favorites" from the drop-down list:


Only selected projects will be displayed in the window:


To archive the project, left-click on the three points and click "Archive":


To see archived projects, on the Projects page, click the Archive tab and you will see a list of all archived projects:


In order to restore a project from the archive, click on the checkbox next to the desired project and click "Restore":


Functions of speakers and interactive cards

On the interactive cards and in the speakers, you can see the same features:

  • Avatar and the name of the project:


  • Number of tasks completed/total number:


  • Percentage of project readiness:


  • Asterisk for adding/removing a project to/from favorites (yellow - project in favorites):


  • Three points for editing, deleting and archiving a project:


    1. Board sorting

In the Project Board view, you can drag and drop interactive project cards by holding down the left button in the order you want.

My tasks are.

The "My Tasks" section is designed for quick access to a list of all your tasks from all the projects you are a member of.

Tasks are smaller than projects: it is convenient to divide projects into several tasks for different performers and different task specifications.

For more convenience, you can set task filters and use the task search by task name.


Displaying tasks

Created tasks appear on the board when you are specified as a performer or supervisor in a task: you can group them by priority, projects, status. You can also customize the section view: show tasks as a matrix, display them more clearly as cards or more compactly as a list.


Task Filters

The task filters are located in the search field. When you select filters, only the tasks that match the filters are displayed.



Creating a task

You can create a task in two ways: in the "My Tasks" section and through the "Projects" section. In the first case, the task will be linked to the selected project, and the person who created the team will be specified in the performer column. In the second case, the task is automatically assigned to the project.


Task detailing

  1. Task name
  2. Description. Block editor.;
  3. Attach files. All file types are available for uploading. For the free version, the maximum file size is 5 mb. For paid version - not limited;
  4. Deadline. Datapicker;
  5. Status:
    • Open
    • In the process of
    • On review
    • Closed
  6. Priority:
    • Critical
    • Important
    • Urgent
    • Low
  7. Evaluation. Time estimation, necessary for the report Plan-Fact;
  8. Performer. Setting the performer is necessary to track the time of the performer;
  9. Control. Installing the controller is necessary for tracking the timeеtime spent checking the task;
  10. Stages. Are created individually for each project;
  11. Tags. An unlimited number of labels can be attached to the task;
  12. Checklist.
  13. Comments. Comments left by users will be inиto all participants of the project.


How to create a task template

To create a template for frequently recurring tasks, or tasks with a specific sequence of actions, you must go to your project page, open the Templates tab, and then click Create Template:


Enter a name for the task template, and click "Create Template":


You can enter the following data into the task template:

  • Task Description.
  • Checklist.
  • Download file.
  • Add a performer.
  • Add a supervisor.
  • Priority.
  • Estimate task time in hours.
  • Stage.
  • Tags.


After you finish creating a task, the task template can be found on the Projects - Templates page:


To create a task from a template, select the desired task, click the three dots, and then click "Create Task":


Additional instructions for the User can be found at:


4. Technical support software Shtab:

Technical support for Users is provided by e-mail  

Specialists providing technical support SOFTWARE ShtabThe following knowledge and skills are required:

  • PC skills at the specialist level;  
  • functional knowledge SOFTWARE Shtab and peculiarities of working with it.
  1. Level of training Пusers:

No special skills are required to work with Shtab software ПThe user is not required to be proficient in any of the supported ИThe user does not need any special qualifications in order to work with Shtab software, apart from being able to work with any of the supported Internet browsers (Google Chrome, Mozilla Firefox, Apple Safari, Microsoft Internet Explorer, etc.) etc.).).


  1. Information required for installation and operation:

Access to Shtab software does not require installation on the user's device. Shtab software is implemented as a cloud solution, the work should be done through browsers: Google Chrome, Mozilla Firefox, Apple Safari, Microsoft Internet Explorer etc.

Access to the Shtab software functionality is subject to prior registration of an account on and subsequent authorization: entering identification data, which includes login and password (in accordance with clause 2.1 of this document).