Browse the module reference and common tasks. Available screens and actions depend on your role, plan and the features enabled for your organization.
Choose a topic to jump to its reference section. Search checks guide headings and summaries; your app navigation may differ with your access and enabled features.
Nothing matches that yet.
Try a module name — MEAL, Finance, Logistics — or ask us directly and we will point you at the right screen.
Browse the sections below or use the section list. On wide screens, the side navigation highlights the section in view.
EMPOBase brings project plans, MEAL, HR, finance, logistics and organizational records into one portal. Features and library access depend on your plan, permissions and enabled workflows.
For NGO and CSO teams coordinating projects, people, resources and reporting. Use a sample-data walk-through to confirm whether the available workflows meet your needs.
Access to each organization’s records is restricted by sign-in and role permissions.
Create an account using an available sign-in method and complete the required verification steps. Confirm access with your organization before creating a separate workspace.
Open the EMPOBase sign-up page and follow the current account-creation steps.
Free covers 1 project, 3 users, 5 indicators, 2 GB storage — enough to kick the tyres. Paid tiers unlock more capacity and module-specific features. Plan & Billing in Settings shows current usage against your cap.
A person with user-invitation permission can invite teammates. The invitation and account-verification steps depend on the available sign-in workflow.
Open User Management, enter the teammate’s email and assign appropriate roles. Check their intended access before sending the invitation; some role combinations are restricted.
Read-only "viewer" users count as half a seat. So a Team-tier organization with 25 seats can mix 10 editors + 30 viewers (10 + 15 = 25). The Plan & Billing usage block surfaces the math in real time.
Use preset or custom roles to assign the permissions each person needs. Compatible roles can be combined, subject to access and separation-of-duties rules.
Presets include Owner, Organization Admin, Country Director, Programme Manager, Finance & Admin Officer, Grant/Finance Lead, MEAL Officer and Field Officer. Review the permissions of each role before assigning it. Owner is a protected system role and cannot be renamed or deleted.
Assign only compatible roles. Combining roles can broaden access, and restrictions prevent some administrative and operational duties from being held together. Review the resulting permissions and approval responsibilities before saving.
Permissions cover module access and actions such as reading, editing, approval, invitations, exports and settings. A job title alone does not establish what a user can access. Check the assigned role permissions.
Operator access differs by module. Some administrative actions and non-Finance document areas permit operator access without a separate organizational role grant. Confirm the applicable access arrangements before uploading sensitive records.
The dashboard summarizes available project information and items needing attention. Its content depends on your role and the records available to you.
Available views can include project summaries, pending approvals and recent activity. Use the relevant module to review the underlying record before acting.
Follow the available module links to inspect or update records. A dashboard summary does not replace the source record or an approval step.
Project planning tools include problem and objective trees, logframes, stakeholder records, RACI and change control. Confirm which tools are available for your project.
Use the available tools to record the project problem, objectives, stakeholders and planning assumptions.
Use the indicator library to help define indicators in a project logframe. Track indicator results in MEAL. Selecting library text does not create an automatic live link between a logframe row and indicator results.
Use the indicator library, project results frameworks and available reporting views to organize monitoring information. Review definitions, reporting periods and data quality before interpreting results.
The library includes indicator definitions, means of verification, disaggregation guidance and reference frameworks across humanitarian sectors. Review each entry’s sources and adapt it to your donor and programme requirements; inclusion is not a certification of compliance.
Available report types include situation, activity/progress, incident, monitoring, assessment, and 8+3 progress and final narratives. A submitted narrative report does not automatically establish an approved indicator result.
Use the filters and export actions available in the relevant reporting view. IATI export is a Pro+ feature whose availability and field coverage must be confirmed; review the actual file and disclosure decisions before publication. An export is not proof of IATI or donor compliance.
People & HR brings together staff profiles, leave, timesheets, compensation records, lifecycle tasks and other supported people-management workflows. Access depends on the record type and assigned permissions. Approved eligible timesheets can contribute labour-cost entries to Finance.
Name, designation, duty station, line manager, contract type and contract end, with per-section profile access (personal, employment, family, documents, reporting line) so a manager sees only the sections their role allows. Identity documents — passport, national ID, work permit, visa — are tracked with expiry dates. Filter and search; HR exports CSV per station.
Define leave types and policy limits, then use the reporting-line workflow to review requests. Overlapping pending or approved requests for the same employee are rejected. Team coverage shows availability without displaying the reason for leave.
Staff edit their own eligible timesheets; direct line managers can review their reports’ timesheets and cannot approve their own. Approval posts a balanced labour-cost journal when eligible project time and a usable salary amount produce a positive cost. Non-billable work-code time is excluded, and repeated approval does not create a second posting.
Pay grades and salary records require dedicated compensation permissions. Pay review cycles, benefit plans and enrolments are recorded. The payroll summary estimates costs for the last six months using available salary records and current benefit enrolments; it flags excluded currencies and is not a historical payroll register. Equity summaries suppress cohorts under five people. EMPOBase does not compute payroll tax or social contributions, produce payslips or file statutory returns.
Onboarding, probation-review, contract-decision and offboarding events use available profile dates and employment status within the workspace’s date windows. Role changes are started manually. Keep source records current and review the resulting checklists, owners and dates. Sensitive employment dates require appropriate HR access.
Signed PSEA and code-of-conduct declarations are a renewable record with expiry, not a one-time PDF, and a banner appears at sign-in when one is due. The safeguarding programme workspace holds policy status, reporting channels, the focal point (visible to every staff member) and a risk register. Grievance and disciplinary cases are handled as confidential casework with their own access rules.
Duty of care and emergency planning in one workspace: emergency sites with routes and communication trees, wardens, drill records, an organisation readiness checklist and reminders to staff who have not filed an emergency contact. Staff Voice runs surveys with a separate respond permission that every staff member has by default; managing surveys and reading the aggregate needs HR write access.
Talent and development records belong to the staff member, with a manager view by workflow status and HR cycle templates. Recruitment runs an applicant tracking pipeline for each organization. The separate Confidential HR Vault encrypts files in your browser before upload in supported, activated workflows. Confirm its availability, access and key-recovery requirements before use. HR analytics shows only figures verified against the records of the organization that owns the data.
Use the Organogram settings to maintain reporting relationships. Review project responsibility assignments when staff or reporting lines change.
A double-entry general ledger with the controls grant finance needs: a chart of accounts, balanced journals, approval chains, blocked posting in closed periods, reversal entries, multi-currency with functional-currency revaluation, budget vs actual per grant and financial statements. Requisitions, payments, advances and claims end here as posted entries.
Your own chart of accounts with statement classifications. Every journal must balance — entries with unequal debits and credits are rejected — and each line can carry a project, a grant and grant budget line, and a fund with its restriction class, so one posting serves the ledger, budget vs actual and restricted-fund tracking at once. Recurring rules prepare draft journals for review; cost allocation and indirect-cost recovery post as journals too.
Payment requests move through the approval chain and amount ceilings you configure; the final approval posts the balanced journal once. Closing an accounting month applies to every role — a posting dated into a closed period is refused, and reopening it is a separate, audited act reserved for finance approvers. Posted entries are never edited in place: a reversal entry corrects them, and claim revisions follow an explicit correction policy.
Set an organisation functional currency. Each entry keeps its original currency, amount, rate and rate date next to the functional amount. Exchange rates are maintained per organisation by your finance team (not pulled from a live feed), and revaluations post as their own journals so the trail stays visible.
Line-item budgets per project and per grant, with budget vs actual updated as procurements land and journals post. Restricted funds are tracked through commitments and restriction classes, so you can see what is spent, committed and still available per award.
The procure-to-pay workflow records requisitions, purchase orders, goods receipts, payment approvals and accounting entries, with configured approval rules and separation of duties. A goods receipt does not automatically update warehouse stock; payment approval or a posted journal does not prove bank settlement.
Statements use your chart-of-accounts classifications, including functional expenses. Review classifications and entries before relying on a statement. Grant finance and reporting calendars support your reporting work; they do not establish donor or statutory compliance. Confirm the availability and coverage of Pro+ IATI exports before use.
Payroll allocation records — each payroll run's cost split across projects, cost centres and budget lines — reach Finance as sealed totals per run, period and project, with an exception flag when a split does not add up to 100%; no names, salary rows or bank details cross into the ledger view. EMPOBase does not compute payroll tax or social contributions, produce payslips or file statutory returns; that stays with your payroll provider or accountant.
Stock locations, stock movements, distribution logs, and asset register. Designed for warehouse-level granularity (camps and field offices, not "headquarters").
Record stock by location and review movement and distribution records. Keep supporting project and activity references where available. Check the records against physical counts and delivery evidence.
Record asset identifiers, custodians, locations and status. Check your organization’s and donor’s asset-record requirements; maintaining a register alone does not establish compliance.
Use the organization’s document spaces for supported records, such as templates, policies and agreements. Access depends on the space, category and your permissions.
Store appropriate organizational documents in the relevant space. Preview PDFs and supported images in the app; download other file types to open them. Check access before uploading confidential records.
Document access depends on the document space, category and assigned permissions. Some categories have additional restrictions. Do not assume a folder name makes a file confidential or that every file supports a custom access override.
Maintain governance records such as board information, meeting records and conflict-of-interest disclosures. Review the available records and exports against your organization’s requirements.
Maintain board membership, meeting minutes, resolutions and attendance records where supported. Available exports do not replace a review of applicable filing requirements.
Record conflict-of-interest disclosures and track annual certification submissions. Review outstanding submissions; do not assume a record renews automatically.
Use Announcements to publish internal notices and pin important messages. Confirm the intended audience and visibility before sharing sensitive information.
Open Announcements and choose New announcement. Add a title and message, and pin important notices if your permissions allow it.
English–Myanmar translation is a Team+ feature where enabled. Review the translated message before publishing; AI output can be inaccurate. Additional language availability must be confirmed.
Authorized users publish policy versions and monitor staff acknowledgements in Compliance. Confirm access to this workflow for your organization.
Keep the policy document and version current, and identify the staff who need to acknowledge it. Review outstanding acknowledgements through the available workflow.
Attestation records include the policy version, staff identity, timestamp and method. An acknowledgement records that action; it does not by itself establish understanding or legal compliance.
Invite an external reviewer to a scoped, time-limited review workspace. Reviewers activate their access and sign in using a password and email verification code.
Set the access window, data period and project scope as appropriate, and review or revoke access when needed. The reviewer can access the available evidence within that scope.
Available documents can be previewed or downloaded individually. Check the assigned scope and document availability before a review; a complete bundled evidence pack is not guaranteed.
Review your current plan and available usage information. Online checkout is not live; contact the team to arrange paid-plan access.
Review recorded user, project and storage usage against the limits shown for your organization. Check the relevant records if the displayed totals do not match your expectations.
Changing the plan requires organization-management permission; platform operator status alone does not grant it. A switch is refused when current user or active-project usage exceeds the destination plan’s limits. Confirm billing and other capacity requirements with the team before changing plans.
On supported plans, upload light and dark logos and set your organization’s colours.
Use a supported PNG, JPG or WebP image within the displayed upload limit. SVG uploads are not accepted.
Contact support to discuss domain requirements and confirm availability before making DNS changes. Custom-domain or subdomain provisioning is not promised by the branding editor.
Manage organization membership, invitations and role assignments according to your permissions. Review the available actions for each user.
Removing a user removes their access to this organization and ends its active sessions. Access to other organizations is preserved. Historical records remain; authorized administrators can restore eligible removed users.
View recorded storage usage against your plan limit, available category totals and recent files you uploaded. The view identifies excluded or unavailable categories.
Private uploads require authorization before a time-limited download link is issued. Anyone with an unexpired link may use it, so share it only with intended recipients. Files deliberately published through supported publication workflows are publicly accessible.
Settings → Integrations shows the status of supported connections across your workspace. Access requires integration-management permission.
Native collection links use a separate workflow and plan limits. New submissions enter a review queue; only approved submissions contribute to indicator actuals. Pending and rejected submissions are not counted. The Integrations status panel does not itself configure external field-tool, SMS or chat connectors.
Records of selected product actions, such as sign-in, upload, plan change, role change and document download. Retention follows the applicable security and privacy process.
The Export Audit Trail provides CSV downloads of recorded export activity, subject to available features, permissions and retention. It is not a complete record of every action.
EMPOBase ships a project-aware AI assistant: ask questions about indicators, draft SitReps, summarise field reports. Available AI models depend on the service configuration; every tier, including Free, can use its own supported AI provider key instead. (An AI provider key is not a customer-managed encryption key — see Security.)
Message allowances are Free 10, Starter 50, Team 250 and Pro 1,000 per user per day; Enterprise has no fixed message quota. Calls using your own supported AI provider key do not count against this message quota. Service availability, other usage limits and provider charges still apply.
Available features can include indicator suggestions, English–Myanmar translation, report drafting and summaries. Document knowledge-base features are Pro+. Confirm the enabled tools and review AI output against your records; it may be incomplete or inaccurate.
Contact support for product help. Response targets and any service-level commitments depend on your support agreement.
Product questions: hello@empobase.com. Security disclosures: security@empobase.com. Privacy / DPA: privacy@empobase.com.
Read the Changelog for release notes. Use its subscription link to email a request for release updates.
Consult the published release notes for documented changes and the Roadmap for current plans. A planned item is not a delivery commitment.
Email the team with the task, the screen name and the error message, if any. Remove personal or confidential details. Support arrangements and response targets depend on your agreement.
EMPOBase assistant
AI · answers from our published pages
Ask about plans, features or pricing. Every figure comes with a link to the page it came from.
