First steps in Aptien

Last updated: 2023-09-07
Was this article helpful?
48 of total 52 found this helpful.

Welcome to Aptien!

The organizational system for managing people, work and your assets. Aptien facilitates company collaboration, communication, management and organization of tasks and work, management of people, everything that revolves around them, and all other company back-office administration. 

  • It is a kind of electronic filing cabinet of a set of active records associated with tasks and entries
  • For employees, Aptien also acts as a company intranet where people have all their work information
  • It's like a company bulletin board and a desk all in one. You have everything in one application in one environment

Everyone sees what they should see and doesn't see what they shouldn't see depending on their job title. So each user's workspace varies depending on what they do in the company and what they use Aptien for. For example, an HR manager sees the system differently than an asset manager or a regular employee. 

Depending on your job title, choose how you will use Aptien 

How to work with Aptien?

Your workspace consists of Organizers and all other information you need for your work in your particular job position. The communication within Aptien is similar to e-mail communication but with the use of Tasks. Each new message, discussion with your colleagues, and notification end up in the Notifications inbox where they cannot get lost. 
  • You will spend the majority of your work time in the Tasks function, where you will communicate with your colleagues
  • You will save and share data in an Organizer based on your job position, similar to binders
  • The calendar will display all your meeting minutes and events
  • If you need a reminder of important dates or tasks, set up a Watchdog
The system displays only information you need (tasks, reminders, etc.) and information based on your job position (in your Organizer). Information for all employees can be placed/found on the Wall tab (similar to an office notice board). The Colleagues tab shares contact details of other users.

Familiarize yourself with your Aptien screen

The first thing you will see is the default page. You will find colored tabs on the top of the screen. They are your Organizers, which you will use for your work.  On the left-hand side, you will find the Menu, where you can find everything you need. There is company-wide information in the form of the Wall, Colleagues tab, and personal information. You can access your Notifications inbox, Calendar, an overview of your activities, and your personal WorkSpace. On the right-hand side, you can see which of your colleagues are using Aptien as well. Clicking on their button you can use Chat to communicate with any of them directly.

Colored tabs on the top of the screen are your Organizers

Organizers are there for keeping and sharing information across the company. They are something like online binders. The range of Organizers tabs, which you can see, directly depends on your role within the company. Your position will determine what kind of WorkSpace you will be able to see. Therefore, your colleague might see a completely different WorkSpace when they sign in to Aptien because their role in the company is different from yours. You can choose which Organizers you are using the most often and mark them as a Favorite. We recommend doing so for easier handling. 

In the left-hand side menu, you can find everything you need for your everyday work

You can find a list of everyday activities that you are working on or others' actions, connected to Tasks, which you are taking part in, or notifications from Aptien. All messages and news are also coming to your Notifications inbox. There you can find messages from other users, notices, and additional information coming from the system. In Tasks, you will find all the tasks that are your responsibility or you are following.

Company-wide information is shown mainly on the wall, which functions instead of bulk e-mails distributed among employees. It works similarly to an internal Facebook. In the Colleagues tab, you can find your colleagues and their contact details.

On the right-hand side, you can see Chat and active users

On the sidebar on the right-hand side of your screen, you can see all your co-workers and colleagues who are also using Aptien. You can see if they are currently active or not. You can use Chat to send a private message to any of them, which will be visible only to the two of you. In case you are not signed in to the system at that moment, you will receive a message in your e-mail Inbox.

Organizers are your online binders containing all the information

Organizers are where you can keep all the data. In each Organizer, there is information about a particular topic. You have access to specific Organizers based on your role in the company and the system. Only the administrator can change your role in the system. For example, if you are handling property, you can see the Property Organizer plus other Organizers connected to your position. In contrast, your colleagues may see a Contracts Organizer, Legal Organizer, etc. You can insert different data to different Organizers and give access accordingly.

Therefore, users have access according to their role and have different rights within Organizers, from viewing only, to editing, to deleting data. Only the administrator can change the degree of rights within Organizers. That means that only the company administrator can determine which information an employee can see, which prevents some employees from viewing certain information, such as salary and personal information, or deleting anything important.

main screen

Tasks allow you to communicate and collaborate with your colleagues

Tasks are the base for communication of work duties/assignments among users. Creating a Task is as simple as writing an email; it is also functioning similarly. You type in the subject, choose one person responsible for completing the task, and any number of people following it. The task will only be visible to those employees you select. Only those can write comments; therefore, it is impossible to lose any information connected to the particular task. Once the task is completed and closed, the whole conversation stays for future reference. You can see all your tasks in the task overview that you can access from your left-hand-side Menu.

tasks overview

You can share information across the whole company on the Wall

On the company-wide Wall, you can type messages for all employees, which is much more useful than sending memos by email. You can add pictures or type text-only. All employees can view the message; it is displayed similarly to Facebook. It is more effective than sending emails to all employees, which sometimes slip to a Spam folder. You have all the communal communication in one place.

wall posts

You can add minutes from meetings or records of other activities directly into the system

You have a function to add minutes from meetings or record other activities. Apart from meetings, you can also add other records such as car service or repair incidents, which are important to keep. You can do all this in the system and connect it directly to the asset.

meeting minutes

You can attach various documents and files

You can upload or attach any document or other attachment such as legal contract, protocol, picture, photograph, or anything else — no need to go through e-mails anymore. Everything is going to be in one place.

list of attachments

You have space for your personal notes

Personal Notes exist so that you don’t have to write your notes on a piece of paper, sticky note, or elsewhere. Only you can view these notes, and you can place them by whichever item they belong.


You can share Notes with your colleagues

Any of your Notes can be shared with your colleagues, if you wish to do so. If you decide to share a Note for others to see, they can write comments on it. By doing so, you will have the entire conversation in one place, and no information will be lost in lengthy email exchanges. Everything will be in one place. Personal and shared notes can be paired with the item that is the center of discussion.

shared note