Question 1

A customer cannot see a file in the portal. What is wrong?

Accepted Answer

The portal shows only the files you have marked «Visible in the portal». Internal files, such as a costing, cannot be marked.

Question 2

How do I give a customer access to the portal?

Accepted Answer

With an invitation from their card (an email address is needed). The customer signs in with a code sent by email or with Google/Microsoft — no password.

Question 3

How do I change a user's role?

Accepted Answer

In Team › Members & roles, by whoever manages the team's members; what each role allows, in Team › Team settings › Roles & permissions.

Question 4

Why can a colleague not see prices?

Accepted Answer

Amounts — prices, payments, finances — are seen only by whoever has the permission to see amounts. The «Technical staff» role does not have it by default; whoever manages the members can change that in the roles.

Question 5

What is the difference between the «Agreed fee» and the «Invoiced amount»?

Accepted Answer

The agreed fee is what you agreed; the payment status follows from it. The «Invoiced amount» is the amount on the invoice you issue yourself, VAT included — Ergothiki does not issue invoices, it only records them.

Question 6

Can I send an offer without opening a project?

Accepted Answer

Yes. An offer has its own page; it becomes a project only when you press «Convert to project», once the customer has accepted it.

Question 7

I deleted a customer by mistake. Can I bring them back?

Accepted Answer

Yes. Whatever you delete goes to «Deleted records», from where whoever has the restore permission can bring it back — unless that section has been emptied.

Question 8

Why can't I see «Team › Me › My time»?

Accepted Answer

Time recording is the office's choice (Team › Team settings › Time recording) and appears only at the «Estimate + time recording» level.

Question 9

Why can't I see «New project from a template»?

Accepted Answer

It appears once the office has at least one template switched on. Switch one on or make one under Settings → Projects & services → Project templates.

Question 10

Why are there no ready-made templates?

Accepted Answer

Ready-made templates follow one country's procedures and are offered only to offices there. Where there are none, you make your own.

Question 11

A teammate can see the project but not «Edit». Why?

Accepted Answer

Everyone can read projects; editing, deleting and adding work items are for whoever has the projects permission.

Question 12

What does «Linked to Ergothiki» mean on a partner?

Accepted Answer

That the partner runs an office of their own on Ergothiki: anything you assign them arrives there as a collaboration invitation.

Question 13

What if the other office never answers the invitation?

Accepted Answer

An invitation nobody answers lapses after 30 days and you are told; you can then assign the work to someone else.

Question 14

Can the partner office see my customer's details?

Accepted Answer

Only their name, unless you tick on the work item that they may see the telephone number and email too.

Question 15

Can I book two appointments at the same time?

Accepted Answer

Yes — you are warned if the same person already has an appointment, and you choose «Save anyway» or «Change the time».

Question 16

Why won't the field work report save?

Accepted Answer

Because it contains a number that is not in your notes. Correct it in the draft, or add it to your notes.

Question 17

When do I write a task, and when a work item?

Accepted Answer

A work item is a fee-earning piece of the work, inside a project. A task is something that has to get done — a phone call, a missing document.

Question 18

Who is told when I mark a note as urgent?

Accepted Answer

The project's lead, the work item's assignee and the office's management; if it stays open, it is brought up again.

Question 19

Does the calendar show the note on a leave request?

Accepted Answer

No. The calendar shows only who is away and what kind of leave it is.

Question 20

Why can't I drag bars on my phone?

Accepted Answer

On a phone the timeline becomes a list; you change dates from a row's dates panel.

Question 21

What happens if I start a second timer?

Accepted Answer

You are asked first; if you go on, the first one stops and its time is kept as a suggestion in «My time».

Question 22

I left the timer running. What happens?

Accepted Answer

You get a notice; at 12 hours it stops by itself and the time waits as a «Needs a check» suggestion for you to correct.

Question 23

Does sick leave need approval?

Accepted Answer

No. Sick leave is not a request: it is recorded straight away and the managers are told.

Question 24

Why can't I see «New role»?

Accepted Answer

Roles of your own are part of the Large business plan. On other plans you change the permissions of the ready-made roles.

Question 25

I lost the phone with my authenticator app. How do I get in?

Accepted Answer

With one of the recovery codes you kept when you switched it on; each code works once.

Question 26

Can I upload an SVG logo?

Accepted Answer

No — JPG or PNG, up to 2 MB. It is cropped square before it is uploaded.

Question 27

If I change the currency, do the amounts I have recorded change?

Accepted Answer

No. Amounts already recorded are not converted — which is why the change asks you to confirm.

Question 28

Can I stop some notifications?

Accepted Answer

Yes, under Notifications › «Settings»: for each category you choose «In Ergothiki» and «By email» separately, and when the emails come (at once, or one summary a day at the hour you set).

Question 29

Does Ergothiki issue invoices?

Accepted Answer

No. Ergothiki issues no invoices and sends nothing to myDATA; you issue your invoices as always, and here you record the amounts and payments.

Question 30

How do I cancel the subscription?

Accepted Answer

Through «Manage how you pay» on the subscription page. The office stays active until the end of the period you paid for, then becomes a Visitor.

Question 31

Do credits expire?

Accepted Answer

The ones you buy never expire. The plan's credits come each month, are used first and do not carry over to the next month.

Question 32

Why do I have no credits during the trial?

Accepted Answer

The trial has everything a Business has, without the monthly credits; you can buy credits if you need them.

Question 33

Do I lose my data if the subscription ends?

Accepted Answer

No. The office becomes a Visitor: nothing is deleted, the work simply pauses until you choose a plan, and exporting the data stays available.

Question 34

Who can download all of the office's data?

Accepted Answer

The full export is for the owner alone, who re-enters their password to download it; it is kept for 7 days. The Excel file can be downloaded by whoever changes the settings.

Question 35

I deleted the office. Can I get it back?

Accepted Answer

Within the first 14 days, yes: if a new plan is chosen, the office comes back as it was. After that the data is deleted.

Question 36

The link I sent has expired. What do I do?

Accepted Answer

Open the same file's «Share»: below the form, «Reactivate…» gives the link a new lifetime from today, with the same link.

Question 37

Can the customer send me files through the portal?

Accepted Answer

Yes — PDFs, images and Word documents arrive in the project, and its lead is notified.

Question 38

Why can't I see ErgoMail?

Accepted Answer

ErgoMail is seen by whoever holds the «Office messages» permission; the «Technical staff» role does not have it by default.

Question 39

Does sample data count towards the plan's limits?

Accepted Answer

No. And when you delete them, only the samples go — your own records stay.

Question 40

Can a call be recorded without my knowing?

Accepted Answer

No. Everyone sees «● This call is being recorded», and before you stay in the call you choose «Continue» or «Leave»; anyone who does not answer within a minute is removed.

Question 41

How long is a recording kept?

Accepted Answer

As long as the office sets under Features: 30, 90 or 365 days, or until deleted. The transcript and the minutes stay afterwards; the call provider's copy is deleted within 7 days.

Question 42

Who sees a recording and its minutes?

Accepted Answer

The members of the room's office who were in the room when it was recorded, and in a project room whoever manages projects. A partner office sees only approved minutes; customers and guests see nothing.

Question 43

Why does a task from the minutes have no one assigned?

Accepted Answer

It is assigned only to someone who was in the call and is a member of the room's office; otherwise — or if the recording file has been deleted — it has no one assigned, and you assign it.

Question 44

Can an AI agent delete anything?

Accepted Answer

No — except an office expense, to the Trash, and only if the office turned on deleting through AI. An email, an invitation, a publication, a receipt, an expense or a correction of an office expense happens only if the office sets that area to Record, and after you approve it.

Question 45

Does an AI agent see the office's amounts?

Accepted Answer

Only if your role sees them and the Finance area is not set to Off in the AI agents settings; otherwise they do not reach it at all.

Questions

Office settings