Frequently asked questions

Matrix108 is a web-based business management platform that brings sales (CRM), projects and tasks, HR, attendance and leave, payroll, asset management, team chat and video meetings into one application.

• One connected workspace: instead of switching between separate tools, your teams work from shared, connected records.
• Sales and delivery stay linked: a won deal can become a project, so your project team starts with the customer context already in place.
• Your organisation's reporting lines are used throughout, to route leave approvals, deliver Daily Status Reports to managers and show managers their team's sales records.
• Each person sees only the areas their role permits.

Matrix108 covers the work most organisations run every day, with an AI assistant, Gini, working across all of it:

• Sales (CRM): leads, deals, proposals, orders and invoices.
• Projects: backlogs, sprints, boards and roadmaps, plus daily work reports and time.
• HR: employees, attendance, leave and shifts.
• Payroll: salary structures, payroll runs and payslips.
• Assets: company inventory, assignments and asset tickets.
• Communication: team chat and video meetings.

It suits organisations that manage clients, projects and employees together, such as IT services firms, agencies and software teams. Available modules may vary by plan.

Getting your company set up takes a few steps:

• Register your company, choose a plan and create your administrator account.
• The Matrix108 team reviews each new company registration before the workspace opens. You can sign in as soon as the review is complete.
• Set up your departments, roles and settings.
• Import your existing records and invite your team by email.

If you've been waiting for approval longer than expected, please contact our support team.

Yes. You can bring your records with you instead of starting from scratch:

• Import employees, users, leads, customer accounts, assets and projects from CSV files using the provided templates.
• Upload attendance from biometric or attendance-machine Excel exports (.xlsx or .xls).
• When importing leads and accounts, you can choose to update matching records that already exist.
• Departments and designations are matched by name, and new asset types are created automatically.

Each import shows which rows succeeded and which were skipped, such as duplicates, so you can correct them and try again. Leads, accounts and assets can also be exported to CSV.

No. Matrix108 runs in your web browser, so there's nothing to install on employee computers. Video meetings, screen sharing and voice notes also work in the browser.

If you turn on browser notifications, you'll get alerts even when Matrix108 isn't open. They're switched on separately in each browser you use.

The CRM covers the full sales cycle, from first contact to invoice:

• Leads: manage them in a list or on a drag-and-drop board through statuses such as New, Contacted, Qualified, Unqualified and Lost, and record where each one came from.
• Opportunities: track deals on a visual pipeline with stages and win probabilities your administrators define.
• Estimates, proposals, orders and invoices: carry a deal through to billing.
• Activities: log calls, emails, meetings and notes on every lead, account and opportunity, and email customers straight from the record.
• Analytics: compare targets with actual results, see forecasts and pipeline value, and spot where deals get stuck with a visual sales funnel.

Once a lead is qualified, you convert it in one step. This creates a customer account (or links to an existing one), a contact and a sales opportunity.

• Activities, attachments and tasks from the lead are carried across, so no history is lost.
• The converted lead is then locked to keep your records consistent.
• The opportunity moves across your pipeline on a Kanban board as you drag it between stages.
• When you mark a deal won, its account becomes a customer and open follow-ups are closed. When you mark it lost, the reason is recorded.

Closed deals can be reopened, and every stage change is kept in the deal's history.

Yes. You can prepare estimates and proposals with line items and totals, and email them directly to customers, attaching your own document if needed.

• Keep multiple versions. A version can't be edited once it's sent.
• Set a follow-up for a chosen number of days after sending, and a follow-up task is created for you.
• Proposals that pass their expiry date are marked expired automatically, so your pipeline always shows which offers are still open.

When a customer accepts a proposal, the deal is marked won and an order is created automatically.

Each person sees their own CRM records plus those of people who report to them in the organisation hierarchy, and administrators see everything.

• Only a record's owner or creator, or an administrator, can edit it.
• Importing leads and accounts needs an import permission from your administrator.

This keeps managers informed while protecting each rep's pipeline.

A won deal produces an order, and sales hands over to delivery and billing without anyone re-entering information:

• Track each order through statuses from Pending to Completed.
• Convert the won opportunity into a project, or let orders generate delivery work, so your project team starts with the customer context in place.
• Raise invoices against orders and track whether each is unpaid, partially paid or paid.
• Invoices sync to QuickBooks Online if your company has connected it.

Each project brings together its members, client, backlog, sprints, Kanban board, roadmap, documents and discussions in one place.

• Organise work into epics, tasks, stories and bugs, and break them into subtasks.
• Give each item an assignee, a priority from Highest to Lowest, dates, attachments and comments.
• Group related projects into portfolios, each with its own profile, resources and discussions.

Reports show hours, effort allocation and progress across projects.

Yes. Teams can keep a backlog, plan and start sprints, and track work on a board.

• When a sprint is completed, unfinished items can move to the next sprint, a new sprint or back to the backlog.
• Each project chooses its board columns from a list of workflow stages your administrators keep. Projects without their own choice use To Do, In Progress, QA and Done.
• Start and completion dates are recorded automatically as work moves forward, and moving work backwards counts as a reopen.
• Sprint analytics, and alerts when a sprint passes its end date, help keep delivery on track.

Pick an assignee when you create or edit a task. The assignee is notified in the app, by email or both, depending on their notification preferences.

• @mention colleagues in comments and discussions to bring them into the conversation.
• Every task keeps a field-by-field change history showing what was updated, by whom and when.
• Project managers decide who is on each project. Everyone except administrators sees only the projects they belong to.

Daily Status Reports (DSRs) let employees record what they worked on each day, against specific tasks, with the hours spent.

• Hours are entered against tasks under development, QA, bug fixing or meetings.
• Submitted reports are emailed to the employee's managers.
• Employees can see which days they haven't reported, and managers can review missing reports and record reasons for exceptions.

The hours roll up to tasks and projects and feed the project-hours and effort-allocation reports.

Each project has a roadmap of planned items with owners, progress, sub-items and optional links to tasks, and any change to their dates is recorded. A timeline view shows the actual schedule of sprints, epics and tasks, so you can compare the plan with real progress.

• Project hours and project analytics
• Effort allocation by project
• Per-user and task reports
• Sprint analytics and a project dashboard

Role permissions control who can see each report, so each insight reaches the right people.

HR teams can run the whole employee lifecycle from one place:

• An employee directory and profiles, with departments and designations.
• An organisation tree showing who reports to whom.
• Employee documents and notes, and a shared library of HR documents.
• Attendance, leave and holidays.
• Shift rosters with the Shifts add-on.
• Applicant tracking, and automatic birthday and work anniversary announcements.

Payroll is included too.

HR can upload attendance exports from biometric or attendance machines in Excel format (.xlsx or .xls), add or correct entries by hand, and approve records in bulk. Employees can record their own work-from-home days.

• Employee attendance reports
• Check-in time reports
• Short-duration reports that highlight incomplete working hours
• Work-from-home reports

Past uploads are kept so the files can be reviewed later, and employees can view their own attendance records at any time.

Employees apply for leave in the app and can attach supporting documents. Requests go to managers in their reporting line.

• Managers can approve, reject or bulk-approve requests, and nobody can approve their own request.
• Employees can follow the status of each request and cancel it if their plans change.
• Each employee's leave summary shows their balances and history, and dashboard widgets show balances, upcoming leave and holidays.

HR can view monthly leave summaries and upcoming leave for the whole organisation.

Yes. Administrators shape leave to fit your policy:

• Define leave types with yearly or monthly allocations.
• Choose whether each type counts towards leave calculations.
• Maintain your holiday calendar, including optional holidays with a yearly limit per employee.
• Grant additional leave and record leave deductions.

Yes. Download the CSV template, fill in your employees' details and upload it. Each row is processed on its own: a row whose email or employee code already exists is skipped and reported, and new employees are added as invited users.

HR can then store documents on each employee's profile, organised by document types you define, and keep notes on employees. Only roles with the relevant HR permissions can open these areas.

Yes. You define salary components and templates, assign and revise salaries, and run monthly payroll with review and approval steps:

• Create a run for the period and calculate it.
• Review it and make any adjustments.
• Approve it, which locks the figures.
• Publish payslips to employees as PDFs, using your own templates and company logo.

If something needs fixing after approval, a correction creates a supplementary run and payslip instead of changing the original.

Yes. Payroll checks attendance against leave to calculate loss of pay, including half days and unexplained absences.

• Choose how payable days are counted: actual working days, calendar days, or a fixed 30 or 26 days.
• Set your working week and whether holidays count.

Yes. You can create earnings, deductions, reimbursements and employer contributions, each calculated as a fixed amount, a percentage of CTC or basic pay, or whatever remains. Combine them into reusable salary templates and preview the structure before you assign it.

• Salary revisions are drafted and submitted, then approved or rejected by someone with approval rights.
• A revision can be a percentage increase, a fixed monthly increase or a new CTC.
• Reviewers can compare the old and new salary side by side.

Yes. In My Salary, employees can see:

• Their current salary structure
• Their salary history and revisions
• Their published payslips, to download as PDFs

They can do all of this without asking HR.

Yes, with optional add-ons:

• Bank Payment File: set up the column layout and date format your bank requires, check the file before exporting it, and download it in CSV or TXT format for each payroll run.
• Recurring Pay: set up recurring earnings or deductions, such as salary advances or instalment recoveries, and they are applied automatically in each payroll run.

You can keep track of every piece of company hardware in one place:

• Keep an inventory of hardware assets by type and see stock levels.
• Assign assets to employees and record returns.
• View each asset's assignment history.
• Let employees see the assets assigned to them and raise tickets when something needs attention.

Choose an employee and assign one or more available assets as a package. The employee automatically receives an asset agreement PDF by email.

When assets come back, they're unassigned and returned to stock. The return date is added to the asset's history, which you can search by employee or asset type.

Open My Assets to see what's assigned to you, and raise an asset ticket that describes the problem.

The operations team assigns an owner, updates the status and sets an expected resolution date. You can follow progress in My Asset Tickets.

Yes. Upload a CSV file of your assets. New asset types are created automatically, and rows with duplicate asset keys or missing information are skipped and reported.

You can also export the asset list to CSV.

Yes. Built-in chat supports one-to-one conversations, group chats and project channels, and messages arrive in real time. You can:

• React to, edit, forward and search messages.
• Share files and record voice notes.
• Use emojis and GIFs.
• Set your availability status.
• Keep shared notes for each conversation.

Yes. You can hold audio and video meetings in the browser, share your screen and start a call straight from a chat. You can also schedule meetings from the calendar, with invitations and reminders.

• External guests: invite people outside your company by email. They join through a secure link without a Matrix108 account, after a quick verification check.
• Transcription: when it's turned on for a meeting, speech is converted to text during the call, and AI-generated meeting notes can be produced afterwards. Only the text transcript is kept; meeting audio isn't stored.

Yes. You can connect your Google or Microsoft calendar:

• Meetings you schedule in Matrix108 are added to that calendar.
• Your other appointments appear in your Matrix108 calendar to help you avoid clashes.

Changes made to Matrix108 meetings outside the app don't sync back.

Matrix108 notifies you in real time through the in-app notification bell, by email, and through optional browser notifications that work even when Matrix108 is closed. Notifications cover events such as task assignments, mentions, leave decisions, meeting invitations and chat messages.

• In your notification settings, turn email and in-app notifications on or off for each type of event.
• Browser notifications are switched on separately in each browser you use.
• Administrators can also manage notification settings for users.

Each project has a discussion area, and tasks, epics and portfolios support comments. You can @mention colleagues to notify them by email and in the app, and use project chat channels for real-time conversation.

Administrators can edit the system email templates, preview them and restore the defaults at any time. An email log shows what was sent and lets you resend messages, and your company can send email through its own mail server or Microsoft 365 account.

Yes. Matrix108 includes Gini, an AI assistant you can ask in plain language about your projects, tasks, sprints, leads, deals, leave, attendance and meetings. Gini can also:

• Carry out common actions for you.
• Help you draft text.
• Summarise meetings, and long chat conversations so you can catch up quickly. Summaries are clearly labelled as written by AI.

Gini can take action across the platform, for example:

• Create tasks, epics and sprints.
• Apply for or decide on leave.
• Schedule meetings and add daily status entries.
• Create leads and move deals.
• Send chat messages.

You review and confirm these actions, and any deletion, before they happen. Some routine updates, such as adding a comment or logging a CRM activity, are applied directly.

No. Gini works within your own permissions and your company's data, using the same access rules as the rest of Matrix108. If you can't view or change something in the app, Gini can't do it for you either.

• Every action Gini performs is recorded in the audit history.
• Users with the right permission can review the assistant's conversation history, including questions and answers.
• Who can use the assistant at all is controlled through role permissions.

Yes. Write with Gini helps you draft:

• Task and epic descriptions, and comments
• Daily Status Reports
• Leave reasons
• Meeting details and project text

You review and edit the draft, and nothing is saved until you save it yourself.

Yes. Access in Matrix108 is controlled by roles, so each person sees only the modules and actions their role permits.

• Sales records follow your reporting hierarchy: managers see their team's records, and only a record's owner, creator or an administrator can edit it.
• Employees see only the projects they belong to.
• HR areas such as employee documents open only to roles with the relevant HR permissions.
• Administrators can see everything.

Yes. Two-factor authentication adds a second verification step when you sign in, so your account stays protected even if your password is compromised.

Yes. Each company has its own private workspace, and its records are kept separate from every other company on Matrix108.

• People only see data from the companies they belong to.
• Sub-companies each get a workspace of their own.
• Gini works only within your own company's data.

Invite people by email, or add employees in bulk from a CSV file, and they're added as invited users.

Once they join, each person sees only the areas their role permits. Someone who already uses Matrix108 with another company can accept your invitation and switch between companies without logging out.

Yes. You can sign in to Matrix108 with your Google or Microsoft account.

Matrix108 offers plans for small teams through to larger organisations, with an Enterprise option for bigger requirements. Available modules vary by plan.

You can compare what each plan includes in the pricing section of our home page.

Yes. You can move to a different plan as your team's needs change. Compare what each plan includes in the pricing section, and talk to our sales team about the Enterprise option for bigger requirements.

Yes. Add-ons extend Matrix108 with extra capabilities, and the Matrix108 team switches them on for your company:

• Shifts: assign duties and shifts to employees, who see their schedule under My Shifts.
• Bank Payment File: generate salary payment files in your bank's format for each payroll run.
• Recurring Pay: apply recurring earnings or deductions, such as advances or instalments, in every payroll run.

Yes. Your main company's administrator can add sub-companies. Each sub-company has its own workspace and plan and is billed separately.

The Matrix108 team reviews and approves each new sub-company before it opens.