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Get started with the proPilot, drive data-driven strategy organisation-wide

The proPilot solution

Welcome to the proPilot user guide.

proPilot allows you to better manage your company by collecting data throughout the whole organisation.

This user guide contains all the information you need to discover its functioning, by showing how it works across the different functionalities.

In this first section you will find the following information:

  • Glossary;

  • Compatible browsers.

In order to help you out into the discovery of proPilot’s functionalities, you may also watch the video “Start with proPilot”.

proPilot glossary

proPilot has a set of specific vocabulary which you will need to get yourself comfortable with in order to easily navigate and configure the tool. In this sense, you will find a glossary of all relevant terms hereunder.


Admin area

This specific interface is available to administrators (admin users) such that they can manage proPilot’s configuration and users.


Administrators have access to proPilot’s configuration modules.

Local administrators have access to a given instance only, and can be granted access to specific configuration modules. Among other modules, they have the ability to manage the workspace configuration.

Global administrators accesses - access to all of proPilot’s configuration modules - are only granted for “On Premise” implementations.

Administration rights

Set of rights granted to the user in the Admin Area. This gives him the ability to configure several proPilot functionalities.

The organisation of Administrator (or Admin) rights follows the proPilot’s functional admin modules.


When an indicator is set up at a given level in a scorecard, it can be consolidated to the upper level(s) as part of the sum of the indicator values from the multiple entities. These aggregations are available in the module “aggregated scorecard” in the proPilot.

(info) Certain indicator types cannot be aggregated by default (percentage, mean, …)


A user can be directly assigned to an entity by integrating him either in a “user” or “group” information type. That will grant him access to the entity’s information. Based on the rights granted by the “user” or “group” information, he will be able to view and/or edit specific qualitative and/or quantitative information…


Change request

Change requests allow users to ask for validation prior to any information change within proPilot.

Each request is associated to the following validation workflow:

  • Change requested by the user.

  • Change request reviewed by a validator with the following possibilities: Validated/Rejected/Set on hold

Children preview

In the “information” tab of your entity, this tool gives you the ability to preview all related children entities of your entity as well as associated pieces of information.

Such information is also available in a master plan format from the proPilot homepage.

Compare tool
The compare tool is a proPilot’s vizualisation feature. It allows to sum values for indicators with specific configurations. Thanks to the compare tool, you can play with several variables: Date range, data type, currency.

Data type

Within the scorecard, specific data types can be integrated, such as a budget, an objective, actuals, forecasts, a stock, etc. 

The business referential of data collection is defined thanks to the data types. This way, actuals can be easily compared with forecasts for instance.


Editing rights

Grants the user the right to edit qualitative and/or quantitative information.


Entities are the different components of a tree structure. On each entity you may add and update a set of qualitative and quantitative information.


Home visualisation

The first page of the “visualisation” tab is your home visualisation page. Through this page you can see the main visualization tools configured. It is set up as a set of tiles granting you a direct access to proPilot’s integrated visualisation as well as access to external solutions available within your organisation.



Indicators are components of the “Scorecard” which enable the collection of quantitative data.

For each indicator, data can be filled at a given date and for given data types.


An “instance” is a technical term describing one specific database. Each instance contains one of more workspaces and ensures a strict segmentation of the data collected, of the configurations and of the access rights.



proPilot’s structure is organized by levels which reflect your organization’s structure. This allows the execution as well as a consistent follow-up of your data-driven management strategy. Each level is built around a specific business concept such as “portfolio”, “programme”, “project”, “direction”, …

For each level, you can then create entities which identify with the level’s business concept.



Messages are sent by administrators to specific users. You may see your messages through the “Message” tab.


Operational KPI

Key Performance Indicators can be created and updated directly within the workspace by users. This configuration must be pre-configured in the admin area.


Information set (question)

A regroupment of qualitative information which can be assigned to a specific level of a workspace. These qualitative pieces of information will then be available to all the entities of the same level.

Once a “qualitative information” is configured, it must be integrated into a dedicated “information set”, which in turn is assigned to the dedicated level.

Qualitative information

They represent all the textual pieces of information and descriptions that can be updated within an entity. They are available under the “information” tab.

Quantitative information

Quantitative information represent all the quantifiable and measurable pieces of information available in proPilot. For instance, they represent the values filled in the indicators of a scorecard, in the operational KPIs,…




Each workspace can be attached to a dedicated section. These sections will regroup their respectively assigned workspaces in the global proPilot homepage. 

Sections are solely used for visualisation purposes of the workspaces in the global homepage. Workspaces from different instances can be grouped under the same section.


This module enables to collect quantitative information for your entity.

Each scorecard is built on the specific indicators associated with the entity’s level. These indicators can be updated at specific dates following a pre-defined frequency (day, month, quarter). Data types can be created and included in the scorecard to account for differences in business applications of the given indicators.

Restricted scorecard

A restricted scorecard only displays a selection of indicators defined for the workspace. This restriction enables the possibility to collect specific indicators for a given entity.

Strategic KPI

A Strategic KPI is a key performance indicator common to all entities of a given level to which it is assigned and must be configured in the admin area. In contrast with the operational KPI, the strategic KPI cannot be created by a user in the workspace.


proPilot adapts to your organization’s structure. This favorizes the data collection process for an optimal follow-up of your data-driven management strategy.
proPilot’s structure is built around a combination of levels, entities part of these levels, and their direct relationships between each other (parent entity - child entity).


Task manager

All the tasks which require your intervention will be gathered in the task manager (pending validation, updates, …)

All the actions required from you can be carried out directly from the task manager, whether it is validating, rejecting requests or accessing the concerned entities.

Tree structure

proPilot adapts itself to your hierarchical organisation. It is designed by levels, with entities which can be created within each level. Each entity has a “parent” and “child” relationship with the upper and lower levels entities.



Your username allows you to connect to proPilot. It is unique and cannot be modified.

(info) In order to define the right username for each user, we recommend to follow your company’s guidelines and best practices.


Validation/No validation

Some information updates in the entities require a validation before being updated.
Users responsible for such validations or change requests will be updated through the task manager.

View-only rights

Some users have view-only rights on the application and are thus not able to edit any kind of information.



The entity’s workflow is the sequence of all the workflow statuses the entity can go through.

Workflow status

The workflow status represents the status of a specific entity, such as “in definition”, “in progress” or “done”. “Paths” in between statuses can be configured from the admin area.

(info) It is possible to set up constraints for the entity based on a certain status.


Effective data-driven management happens in the workspace. Each workspace has its own configuration as well as its own tree structure thanks to the levels defined, which contain all the entities.

From a technical perspective, each workspace is attached to a specific instance. Each instance has a dedicated database for storing the data of the corresponding workspace(s).

Languages & Accessibility


proPilot is a multi-lingual solution available in following languages:

  • English

  • French


proPilot is natively compatible with the following browsers (limited to the 3 most recent browser versions):

  • Microsoft Edge

  • Chrome

  • Safari (Mac)

  • Firefox

Remark: We recommend using only up-to-date browser versions. You may otherwise encounter performance or stability issues.


proPilot is compatible with all kinds of devices being computer, smartphone or tablet.

Reconnect with your organisation and follow your plan's evolutions directly from your favorite device.

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