Learn Mokapen

Applications

The Applications page lets you choose which Mokapen modules are active for your organization: calendar, activities, contacts, sales, marketing, support, documents, HR, production, and time management. It is the panel you use to adapt Mokapen to your team's real process, hiding areas you do not use without deleting anything.

Key rule — disabling an application does not delete data already created (tasks, contacts, deals, tickets…). It hides them from the menu and blocks access for all members until you re-enable the module. Useful for simplifying the interface, piloting a gradual rollout, or temporarily turning off a department.

For who accesses the organization, see the Users and Teams guide; for general settings (sites, closures, profile), the General guide.

Overview

Each application corresponds to one or more items in the main menu and in organization settings (Activities, Contacts, Sales, Tickets, HR…). The switch on the page controls visibility for the entire organization: it is not a personal preference for an individual user (that is in Profile → Preferences).

Applications are grouped in thematic cards (Calendar, Activities, Contacts, Opportunities, Marketing, Support, Documents, HR, Production, Time management). Each row has a name, a short description, and an on/off switch.

At the top you also see Enable all applications: a master switch that selects or deselects all visible switches at once (useful after a plan upgrade or to restore the full configuration).

Where to find it and who can access

Open the Organization menu (building icon) → in the side menu choose Applications (layers icon).

Only Owners of the organization can open this page and save changes. Members, Users, and lower roles do not see organization-level application configuration.

Plan required — to view and change the switches you need at least the Small plan. With the Free plan the page instead shows an upgrade invitation (Small plan) with a preview of the feature.

After saving, Mokapen records the update in the Activity log («Organization preferences updated»).

How the switches work

Mokapen distinguishes two behaviors:

• Active by default applications (most: Activities, Contacts, Sales, Tickets, Calendar, Appointments…) — they are on until you turn them off. Disabling them removes them from everyone's menu.
• Optional applications (Attendance, Shifts, Production, Time management) — they are off by default. You must enable them explicitly if the plan allows it.

What happens when you disable

• Menu items and quick links tied to that app disappear for all users.
• Access checks for individual apps return negative: even a Member with a broad role cannot open that area.
• Data remains in the database: re-enabling the app makes tasks, contacts, and records visible again.
• Automations, integrations, and reports that depend on that app may stop working or appear incomplete while the module is off.

Saving — a single Save button at the bottom confirms all changes. There is no auto-save: if you change multiple switches, remember to save before leaving.

Enable all applications

The blue card at the top (Enable all applications) controls all switches on the page:

• On — selects every available switch (within plan limits: HR and Production appear only with the Medium plan).
• Off — deselects everything that can be disabled with one click.

If you change a single switch, the master updates on its own: it stays on only when all visible apps are selected. Handy after onboarding a new organization or when moving from Small to Medium and you want to activate additional modules right away.

Application list by group

Below, each module explained in context. The descriptions on the page summarize the same concept in one line.

Calendar

Calendar — unified view of tasks, appointments, opportunities, quotes, and other time-based events. Disabling it hides the global calendar; individual apps (e.g. Appointments) can stay active but without the centralized calendar view.

Activities

• Activities — core module for tasks and projects (workarea, deadlines, assignments). It is the operational heart of many teams.
• Appointments — calendar meetings with customers, partners, and colleagues; linked to contacts and sales.
• Bookings — registration of service/product bookings, including from public forms; tied to catalog and organization closure days.

You can keep only Tasks/Projects and turn off Appointments if you do not run structured meetings, or the opposite on sales teams focused on the calendar.

Contacts

Contacts — people and companies in the organization: customers, suppliers, leads, partners. Disabling it hides the entire Contacts area; Sales and Tickets lose most of their purpose without records, so consider carefully before turning it off.

Opportunities (Sales)

• Sales — opportunity pipeline (deals), stages, value, and close probability.
• Quotes — PDF quote creation, sending to the customer, link to deals and catalog.
• Orders — confirmed sales orders, from quote or from scratch.
• Products — product catalog for quotes, orders, and bookings.
• Services — service catalog with the same logic as products.

Each sub-module is independent: you can use only Opportunities without Orders, or Quotes + Products without Services. Some Premium plan features may still require an upgrade even if the app is active (badge icon on individual menu items).

Marketing

• Campaigns — marketing campaigns, newsletters, ads, and KPI monitoring.
• Forms — public forms for leads and requests from outside; base for contact intake automations.

Support

• Tickets — internal and external helpdesk (also from email or portal).
• Customer portal — self-service area for your customers (tickets, orders, configurable content).

Turning off the portal does not delete portal users already created, but makes the area inaccessible until you re-enable it.

Documents

• Documents — wiki, procedures, internal documents with dynamic variables.
• Notes — collaborative notes linked to other data (meetings, appointments).

HR, Production, and Time management

These sections appear only with the Medium plan or higher.

• Attendance — clock-in/out and staff attendance management (requires explicit activation).
• Shifts — shift planning; relies on Sites configured in General.
• Production — production monitoring, producers, and process logs.
• Time management (Timesheet) — hours on projects, deals, tickets, and appointments with configurable grouping. With a plan below Medium only the badge icon appears without a switch.

Premium plan and applications

Two levels matter for this page:

• Small and above — access to the Applications page and main switches (Calendar, Activities, Contacts, Sales, Marketing, Support, Documents…).
• Medium and above — HR (Attendance, Shifts), Production, and the Time management switch also appear.

Even with an app active, some internal features may require a higher Premium level (e.g. Orders or Quotes on Small plan with limits): in that case Mokapen shows the badge icon in menu items, regardless of the Applications switch.

The Premium plan is per organization: two orgs on the same account can have different application combinations.

Use cases

Operations-only team — Activities + Contacts active; Sales, Marketing, and Portal off. The menu stays light for those who manage only internal projects.

Sales rollout — First Activities and Contacts; after training, enable Opportunities, Quotes, and Products without touching HR.

Support agency — Tickets + Portal + Contacts; Production and Shifts disabled because unused.

Moving to Medium — After upgrade, enable Attendance, Shifts, and Timesheet; configure sites in General before planning shifts.

Frequently asked questions

Q: Does disabling an app delete data?

A: No. Data remains saved. The app disappears from the menu and no one can access it until you re-enable it.

Q: Why does a user not see an app even if it is active?

A: Check three levels: (1) switch in Applications, (2) the user's organization role, (3) any Premium plan limit (badge). All three must allow access.

Q: Can I disable only Quotes but keep Opportunities?

A: Yes. In the Opportunities card each module has its own switch (Sales, Quotes, Orders, Products, Services).

Q: Who can change this page?

A: Only the organization Owner. Members do not change which apps are active for everyone.

Q: I have the Free plan: why do I only see the upgrade?

A: Application management is included from the Small plan. With Free you see the preview and the button to move to Small.

Q: I cannot find Attendance or Shifts in the switches

A: They are visible only with the Medium plan or higher. Also, Attendance and Shifts must be enabled explicitly: by default they are off even on Medium.

Q: I disable Activities but Appointments remain?

A: Yes, if the Appointments switch stays on. They are separate modules in the same card. To hide the entire operations block, turn off Activities, Appointments, and Bookings.

Q: Are changes immediate?

A: After Save, on the next page load the menu updates for all connected users. Anyone who already has an open tab of a disabled app may get an error or access denied on refresh.