User guide

Every section below is one entry in the sidebar. Sections your administrator has switched off, or that you have no access to, are hidden.

Home

Dashboard — tiles for open tasks, overdue work, pipeline, finance and the week ahead. Customize lets you pick and reorder tiles; administrators can set a default layout per role and share a read-only snapshot link.

Inbox — everything that needs your attention: assignments, approvals (leave, working hours, access), mentions and automation reminders. Approve or decline directly from the row.

My Day — your focus list (★ pins a task), the live timer, today's calendar and My Emails: messages read from the shared mailbox that were triaged for you. Turn an email into a task or a ticket with one click.

Projects

Projects & Tasks — board, list, Gantt, timeline and mind-map views of the same tasks. Each project belongs to a team (or to the whole workspace); the toolbar's team filter narrows every one of those views to one team, and is remembered in saved views. Tasks carry status, priority, assignees, owners, due date, tags, sub-tasks, checklists, attachments, comments and time entries. Statuses and custom fields are configured under Settings → Workflow & fields. Drag on the Gantt to reschedule; narrow bars show their label outside the bar.

Mind Map — one map per project. Every node can be a task, date, person or note and stays in sync with the rest of NovuHub; nodes are resizable, the canvas zooms and pans, and maps can be created from an existing project.

Portfolios — group projects into portfolios with a roadmap view, health roll-ups and budget vs. actuals.

Workflows — automation rules: when something happens (status change, due date, form submission, new deal …) then do something (assign, notify, email, create a task, call a webhook). Rules run in the background engine.

Calendar — month, week and day views of tasks, meetings, leave and deadlines. Sync imports or exports ICS files, and Subscribe gives you a personal feed URL for Google Calendar, Outlook or Apple Calendar.

Workload — capacity per person per week, from working hours and time off, against assigned work. Red cells are over capacity. Hours vs plan (shown first) answers "which projects and objects used more hours than planned?": the hours planned on each project's tasks against the approved time worked on it, with the pending time, how much of the plan is used and the tasks done — for sites, objects and contracts alike. Exports to Excel and PDF.

Risk Radar — risks with likelihood, impact, owner and mitigation, plus the automatic signals NovuHub raises (stalled tasks, missed deadlines, budget drift, idle deals).

Sales

CRM & Deals — contacts, companies, deals in a pipeline (drag between stages), activities and notes. Lead forms (CRM → Lead form) publish a public form that creates contacts; quotes and invoices are drafted from a deal. A deal carries its source, campaign, sales channel, currency, region, partner and — when it is lost — the reason and the competitor; a contact carries its source, campaign, lead status, region and marketing consent.

Sales reports — the figures a sales lead is asked for, for any period and filtered by rep, region and channel: revenue by month (against last year and the Finance budget), by customer, product, region, rep and channel; new vs existing customers; pipeline and weighted forecast, stage conversion, win rate, deal size, cycle time and stuck deals; ABC analysis and concentration, payment behaviour, customer health, lifetime value, lost and shrinking customers; margin, discounts and price leakage, the price waterfall, cross-sell pairs; quota attainment, activities and quote-to-order per rep; seasonality and forecast accuracy; subscriptions (MRR, ARR, churn, NRR) and partner revenue; a region map; lost reasons and competitors. Revenue comes from the invoices issued here and from an imported sales history (lexoffice, sevDesk, Shopify or a file — see Marketing → Data sources). Every tab exports to Excel and PDF. The Builder tab is your own report: pick a measure (revenue, units, margin, discount, won deals, won value, pipeline, win rate …), one or two dimensions (customer, product, region, rep, channel, month, stage, source …) and a chart; save it for everyone with Sales reports and post it to a chat channel. The ✨ Commentary button on every tab writes three sentences from the figures — what changed, why, what to do — that you edit and send to the sales channel.

Marketing

Campaigns — one list for ads, newsletters, content, trade fairs, events, webinars, partner and referral programmes. A campaign has a budget, dates, an owner, goals, tags and its UTM parameters; its costs are typed, imported or synced (a Finance bill in the category Marketing counts too, once). The Links & UTM tab gives the tagged link for the ad and the lead-form link for this campaign — every lead and deal that arrives through them is credited to the campaign. A campaign can get a project, a chat channel and shows in the Calendar; its owner is told when it runs over budget.

Leads — the hand-over between marketing and sales. Every contact with a lead status is here with its score (company, corporate e-mail, phone, touchpoints, forms, events, recency — the weights are a manager's setting). From the MQL threshold a lead is marketing-qualified and its owner is told; sales accepts it with one click (it becomes an SQL and gets a deal in the pipeline) or disqualifies it with a reason. Touchpoints (website visit, form, e-mail click, fair, event, webinar, call, referral, content, social) come from the lead form, imports, connectors, the push API or are added by hand. Under Scoring a manager can let My Assistant propose the weights from the company's own history: for every criterion it compares how often leads with it became customers against leads without it (the lift) and spreads today's points accordingly; the manager accepts or keeps the old weights.

Marketing reports — spend vs budget by channel and campaign, leads and cost per lead, the funnel from visitor to customer, CAC, ROI/ROAS, pipeline and revenue from marketing, LTV:CAC, time to customer; attribution (first, last, linear, position-based, time-decay and data-driven — weights learned from the converting and non-converting paths once there are 20 decided deals with touchpoints); website, e-mail, fairs & events, content & SEO, NPS and brand & social (followers, engagement, mentions, share of voice and sentiment per network, from an import or the Meta / LinkedIn connectors); the campaign calendar and the budget plan per channel against actual spend and the Finance budget line. The Executive funnel tab puts the whole chain on one page: spend → visitors → leads → MQL → SQL → pipeline → won revenue → retention. The figures are the same ones the campaign cards, the Dashboard and Customer 360° show, and ✨ Commentary writes three sentences on any tab.

Newsletters — a campaign of type Newsletter / e-mail has a Mailing tab: pick the doc with the text, the subject, the sender and the recipient list of your connected Brevo or Mailchimp account, send a test to yourself, then send. The open and click figures come back with the next sync and count for the campaign.

Data sources — the four doors for a company's data, in order of effort: built in (lead form, typed costs, NPS survey); a CSV / Excel import of the exports of Google Ads, Meta, LinkedIn, GA4, Matomo, Search Console, Brevo, Mailchimp, HubSpot, Pipedrive, a social / listening tool or a plain list (columns are recognised, you see a preview, templates to download, undo); live connectors (HubSpot, Pipedrive, Brevo, Mailchimp, CleverReach, lexoffice, sevDesk, Xentral, DATEV, Shopify, Matomo, Google Analytics 4, Search Console, Google Ads, Meta Ads, LinkedIn Ads, Microsoft Ads — connect once with a key or a sign-in, the worker reads new figures every night; NovuHub only reads, except the newsletter you send from a campaign; keys are stored encrypted); and the push API for Zapier, Make, n8n or your website. Invoices from lexoffice, sevDesk, Xentral and Shopify land in the Customer radar's sales history, which the Sales reports read. DATEV has no public read API for bookings or revenue: that connector lists the clients and the outgoing invoices filed in Belege online, with an amount only when DATEV's document data carries one.

Inventory

Items — the item list of a trade or service company with a small stock: number, EAN, group, type (goods for sale, consumable, spare part, service — services are never stocked), unit, cost and sales price, supplier, reorder point, minimum / maximum, lead time, pack size, shelf life. Every row shows on hand, reserved (the quantities on quotes of open deals), on order (open purchase orders), available, the reorder point, when the item runs out at the current demand, its value and a status chip (ok, reorder, out of stock, over maximum). The item drawer shows the levels per location, the lots and every movement. The one rule everything rests on: movements are the truth, levels are a result — nobody types a stock figure; a count or a level file books the difference.

Stock — quantities and value per item and location (warehouse, shop, van, consignment place; one is the default). Transfers move stock between them.

Movements — the ledger: receipt, sale, transfer, customer return, return to supplier, adjustment, write-off (with a reason: damaged, expired, lost, sample, own use), count correction, opening stock. One dialog books them all; a booking that would push an item below zero is refused unless negative stock is allowed in the settings. Invoices issued in NovuHub become sales on their own (credit notes are returns) when a line names an item; quotes of open deals reserve stock. Lots / batches carry an expiry date; the dialog proposes the oldest lot first (FEFO).

Purchasing — purchase orders from the reorder list (one draft per supplier, suggested quantities rounded to the pack size), sent as PDF or e-mail, received partially with lot and expiry, turned into a supplier bill in Finance with one click. Promised dates are in the Calendar; a late order notifies the owner. The supplier table shows on-time rate, the lead time learned from the receipts, fill rate and late orders.

Counts — count sheets by scope (all, the cycle plan, an ABC class, a group), blind counting on the phone or the PC, a printable sheet, and Post the differences books the corrections. The cycle plan counts A items monthly, B quarterly, C yearly — a permanent inventory with a documented plan, which the tax adviser accepts instead of the year-end shutdown. The accuracy score tells how good the levels are.

Inventory reports — overview, levels, movements, valuation (moving average, FIFO or standard cost, with a roll-forward that reconciles to the movements, and month-end postings of the change in inventories to the journal), reorder, aging & ABC/XYZ, cash tied up (with carrying cost), suppliers, shrinkage, stock-outs (lost sales while an item was at zero), forecast (level + trend + month factors, with run-out and order-by dates per item), expiry & lots, returns, profitability per item and group, and a builder for your own report. ✨ Commentary writes the findings in plain words and posts them to a channel. Finance → Balance sheet shows the stock at cost; the Dashboard has tiles for stock value, items to reorder, run-outs, dead stock, late orders and days of inventory; My Assistant raises items below the reorder point (with a draft order to approve), late deliveries, dead stock, shrinkage, counts due, expiring lots and negative stock.

Inventory data sources — five doors, in order of effort: the opening-stock wizard (type what is on the shelf once, per location, at cost); a CSV / Excel import of items, stock levels as of a date (the difference is booked), movements, purchase orders, count results or sales with quantities — from JTL-Wawi, Lexware, sevDesk, lexoffice, Shopify, WooCommerce, Shopware, Xentral, weclapp, Billbee or a plain spreadsheet, German or English headers, a preview, templates, dedupe by number / EAN / reference, undo; live connectors (Shopify, WooCommerce, Shopware, Xentral, weclapp, Billbee — items, stock levels, orders and purchase orders every night; JTL-Wawi and Lexware run on your own computer and come by file); the push API for a scanner app, Zapier, Make, n8n or the shop; and the scan page — the phone's camera reads the EAN, then receipt, sale, transfer or count in three taps. Settings: valuation method, currency, default location, count tolerance, ABC thresholds, forecast window, carrying cost, who gets the alerts, whether invoices count as sales and whether negative stock is allowed.

People

Directory / Org — everyone in the workspace with role, team, position, time zone and contact details; the org chart is drawn from the manager field. Inactive people are marked, and a manager can deactivate or reactivate someone from their profile. HR and managers add people with ＋ Add employee: it offers Add one employee (a form — you also tick the sections they may use) or Import a staff list (CSV / Excel) — the export of your old HR or payroll system or a spreadsheet; people already in the directory are left out, and pay, tax and social-security columns are never read.

Team — your team's members, their current work and status.

Time off — request and approve leave; balances follow the policy set by the administrator. Approved leave feeds the calendar and workload views.

HR Reports — headcount, FTE, trend, turnover, goals & OKRs and the leave calendar, exportable to Excel and PDF. Active people are the ones counted in headcount, FTE, capacity and workload; someone is inactive when their status is Left, their end date has passed, or their start date is still in the future — the FTE detail says which applies and lets you change it.

Working hours opens with Who has the most overtime (worked minus target in the period, per person) and Teams with the highest absence (approved leave days ÷ working days per team; the sick rate per team is shown from three people up, in full to HR).

Finance

Finance — overview, receivables, payables, bank, journal, profit & loss, balance sheet, cash flow, consolidation, VAT, budget, forecast and burn rate. Invoices, payments and bills post to the double-entry journal automatically; periods can be locked. Exports include Excel, PDF, XRechnung/ZUGFeRD e-invoices and DATEV.

Bills / Invoices — supplier bills and customer invoices with reminders, recurring schedules, credit limits per customer and a document archive. The mailbox scanner reads incoming supplier invoices for you.

Reports — company and public reports assembled from live data, branded with your company details, exported as PDF.

Archive — invoice documents by vendor plus uploaded account and budget months, organised by year. Every file can be previewed, opened or downloaded.

Sustainability

Plan — the ESRS double-materiality assessment, IRO register, topic register and CSRD-ready reporting. This section keeps its own terminology and is not translated by the interface language switch.

Knowledge

SOPs & Docs — folders of procedures, policies and documents with a block editor (headings, lists, tables, images, embeds), version history and a public help-centre link for customer-facing articles. Uploaded files have a Preview button, so a PDF, image or text file can be read without downloading it, and the folder you are in is still open after a refresh.

Learning — courses with lessons, quizzes, learning paths with prerequisites, and completion tracking per person.

Messages

Messages — channels and direct messages with @mentions, threads, file sharing and presence. Messages are delivered live to everyone who is online.

Support

Customer Service — tickets from customers (created by staff, from an email or through the public help centre) and internal tickets from the Help & feedback button. Statuses: open → pending → answered → closed; macros speed up common replies. The knowledge base feeds the help centre.

Admin

Activity — the audit trail of who changed what, filterable by person, section and date.

Forms — a request form (name, title, project, priority, details) whose submissions become tasks in the workspace, so teammates can file requests without opening the board.

Settings — workspace name and branding, job descriptions, My Assistant, Access (who may open which section, pending access requests, shared areas), billing, data & privacy, security (two-factor, sessions, audit log), appearance, document templates, workflow & fields, notifications, integrations and data export/import. Details in the Admin guide.

Business Plan (owners, admins, managers)

Business Plan — a business plan to German criteria — every text, table, chart and image editable in German and English, with the platform's checks and AI feedback citing the rule book.

Plan | Evidence — the Evidence workspace is the plan's evidence discipline: 46 criteria in 8 pillars (founder questions, structured fields, required evidence, acceptance tests, dependencies), 20 hard gates for a first live pilot and for scale, the corrections C1–C8, and the registers (evidence items, claims, assumptions, models, experiments, tasks, decisions, risks). The server computes the score (weight × min(Logic, Evidence) ÷ 5, Evidence capped by what is really linked) and the gates (PASS only with a verified item and an owner). Approval & export holds founder sign-off, "Write the reports into the plan" (claim–evidence index, rescore, gate report, actions, change log in the appendix), JSON/CSV export and a test dataset.

Working faster

Every list supports filtering, sorting and CSV export from its toolbar. Attachments are stored on your company's own storage (local disk or an S3-compatible bucket) and never leave your server.