Prozence

Description

Prozence turns your WordPress site into your company’s digital workplace: a digital business card for every employee, an employee directory with an org chart, a company-wide email signature generator and a small intranet home page with announcements, policies and a company calendar. Everything runs on your own site and domain, in a mobile-friendly app your team can add to their phone’s home screen. There are no user, card or time limits, and employees do not need WordPress accounts.

Prozence works for a single office or a group of companies, for desk teams and for field, retail or factory staff without a company email address.

Digital business cards (virtual business cards)

• A branded card page for every employee at /kartvizit/<name>/, with your logo, colours and fonts.
• QR code for each card: print it, put it on a badge or slide, or write the card link to any NFC card or tag.
• “Save contact” button with a vCard file that works with iPhone and Android contacts in one tap.
• Share buttons for WhatsApp, email and LinkedIn, and a button to copy the card link.
• Two-way contact exchange: visitors can leave their own details on your card (“Leave your details”), and they arrive in your customer list.
• Suggested colleagues on a card, so a visitor can save the whole team at once.
• Meeting booking button that opens your HubSpot meetings link or Google Calendar appointment page on a branded page.
• Out-of-office note on the card while you are on leave, with the colleague who covers for you.
• Cards of people who leave the company are switched off or redirected to a colleague, so no lead is lost.
• Card design panel without code: Classic, Cover, Dark and Minimal themes, photo shapes, corners and colours.
• Card changes (title, phone, leave note) show immediately, even behind page caches.
• Card pages and the app are shown in the visitor’s language.

Employee directory, staff profiles and org chart

• Searchable staff directory: search by name, job title, email, company or skill, with one-tap email and call buttons and extension numbers.
• Find the right person by skill: “who knows about this?” searches the expertise tags on profiles.
• Rich employee profiles: photo, about me, skills, languages, education, birthdays and new joiners.
• Organisation chart (org chart) drawn automatically from manager relationships.
• Departments, several office addresses and several companies in one installation (each with its own logo, colours and email domains).
• Who is on leave, until when and who covers for them, in the directory and the calendar.

Email signature generator

• One company signature design applied to every employee automatically, always up to date with their title and phone.
• Table-based HTML with inline styles that works in Gmail, Outlook, Apple Mail, Spark and HubSpot, plus a plain-text version.
• Employee photo, logo, social media links, meeting link and signature banners for campaigns.
• Out-of-office note in the signature with return date and a colleague’s contact details.
• Signature labels in nine languages; each employee copies their signature with one click.

Company intranet: home page, announcements, policies and calendar

• App home page (dashboard) with announcements, company policies, the company calendar and important links.
• Pinned and featured announcements, likes, congratulations and read receipts.
• Company calendar with events, birthdays, leave and iCal/ICS subscriptions (for example a public holiday calendar).
• Company links shared by administrators, plus personal links each employee adds and orders.
• Notification centre (“Waiting for you”) and one search box across colleagues, customers, companies, announcements, policies and events.
• Browser push notifications and email notifications, which each employee can turn on or off.
• Welcome screen on first sign-in.

Business card scanner and personal customer list (mini CRM)

• Photograph a business card you received, or scan its QR code; the details are read and saved to your customer list.
• AI business card reading with your own Anthropic API key, or with the optional Prozence AI service (free for 30 days: 30 card reads and 10 company enrichments). See “External services”.
• Customer list with companies merged without duplicates, the company’s logo from its website and optional AI company enrichment (sector, website, address).
• Filters, sorting, saved views, tags and bulk tagging.
• Share a contact with the whole company, a department or chosen colleagues; managers see their team’s contacts.
• “Send my card”: send your own digital card to a new contact by email, with a reminder, and see when they open it or save your contact.
• Follow-up reminders by email, and job and title change tracking for your contacts.
• Optional sending of scanned contacts to HubSpot CRM.
• CSV export for administrators.

Sign-in, administration and privacy

• Passwordless sign-in with a one-time email code, or Sign in with Google (Google Workspace).
• Staff without a company email can sign in with a personal email address that is used only for sign-in.
• Five-step setup wizard: company details and logo, look and colours, employee sign-in, adding employees, and a final checklist.
• In-app admin panel for people, departments, org chart, links, calendar, design, signatures and permissions.
• Brand and identity: light and dark logos and a branded app icon for the home screen and notifications.
• Usage overview: who has signed in, added the app to their home screen and scanned cards.
• Privacy tools for GDPR and KVKK: data subject requests, data export, consent withdrawal and deletion (including deletion requests forwarded to HubSpot).
• Private upload folders are checked so that they are not publicly readable.

Languages

The app, cards and signatures are available in English, German, French, Spanish, Italian, Portuguese, Russian, Azerbaijani and Turkish. Each employee chooses their own language, and card visitors see the card in their language.

Prozence Pro (optional paid add-on)

Prozence is complete on its own and has no time or user limits. Companies that want a full digital workplace can add the separate, paid Prozence Pro plugin from prozence.com. Pro is not included in this plugin; its modules include:

• HR: leave requests and approvals with PDF leave forms, time and attendance tracking, payslips, onboarding and offboarding checklists.
• Requests and approvals: expenses and advances, purchase requests, IT and facility requests, approvals with two-factor confirmation.
• Office: reception and visitor management, mailroom and parcels, meeting room and parking booking, cafeteria, asset tracking.
• Communication: company wiki with AI answers, surveys and anonymous eNPS pulse surveys, suggestions, chat channels (Slack, Microsoft Teams, Google Chat), weekly digest email.
• Safety: emergency plans, safety check-in (“I am safe”) and health and safety reports.
• Sales: shared customer records, events and trade shows, and CRM integrations with HubSpot, Salesforce, Microsoft Dynamics 365, Zoho, Pipedrive, Odoo and Bitrix24.
• Signatures: signature templates and approvals, legal footers, signature analytics, deployment to Microsoft 365 / Exchange and Gmail.
• Identity: Apple Wallet and Google Wallet cards, Microsoft 365 / Entra ID sign-in, SAML single sign-on, SCIM user provisioning, SMS sign-in.
• Apps: Prozence apps for iPhone, iPad and Mac (App Store) and Android (Google Play), with home screen widgets and push notifications.

External services

The plugin works without contacting any external service. The services below are used only when an administrator enables the related feature.

Prozence AI service (optional free trial, prozence.com)

• What it is used for: AI business card reading and company enrichment for sites that have not added their own Anthropic API key. Free for 30 days after activation: 30 card reads and 10 company enrichments. After that the administrator adds their own key, and the service is no longer used.
• When: only after an administrator turns it on under Kartvizitler → Kart tarama and confirms the data transfer. It is never used while the site has its own Anthropic API key.
• Data sent: on activation, the site address and plugin version (the service also briefly reads a one-time code from the site’s REST API to confirm the request came from the site); for each card read, the card photo, QR text or email signature text; for each company enrichment, the company name, email domain, known website and address, and public text read from the company’s own website. The service forwards this to Anthropic for processing (see below), does not store the content and keeps only usage counts per site.
• Service: https://prozence.com/ — Terms: https://prozence.com/en/terms/ — Privacy: https://prozence.com/en/privacy/

Anthropic API (AI card reading and company enrichment)

• What it is used for: reading the text on a photographed business card, and (if enabled) completing company details such as sector and website.
• When: only after an administrator enters an Anthropic API key under Kartvizitler → Kart tarama, and only when an employee scans a card or enrichment runs. If the Prozence AI service is turned on instead, the same data reaches Anthropic through prozence.com.
• Data sent: the card photo (or its text), and for enrichment the company name and website address. No other site data is sent.
• Service: https://www.anthropic.com/ — Terms: https://www.anthropic.com/legal/commercial-terms — Privacy: https://www.anthropic.com/legal/privacy

Google Identity Services (Sign in with Google)

• What it is used for: letting employees sign in with their Google Workspace account.
• When: only if an administrator enters a Google OAuth client ID. The sign-in page then loads https://accounts.google.com/gsi/client, and the site downloads Google’s public signing keys from https://www.googleapis.com/oauth2/v3/certs to verify the sign-in.
• Data sent: the employee interacts with Google directly; the site sends no employee data to Google.
• Terms: https://policies.google.com/terms — Privacy: https://policies.google.com/privacy

HubSpot (sending scanned cards to your CRM)

• What it is used for: creating or updating a contact in your HubSpot account when an employee saves a scanned business card, and forwarding deletion requests for those contacts.
• When: only if an administrator enters a HubSpot private app token under Kartvizitler → Kart tarama.
• Data sent: the contact details of the scanned card (name, title, company, email, phone, notes) to https://api.hubapi.com.
• Terms: https://legal.hubspot.com/terms-of-service — Privacy: https://legal.hubspot.com/privacy-policy

Company websites (logo and details)

• What it is used for: finding a company’s logo and public details from its own website.
• When: when an employee saves a contact with a company website and logo lookup or enrichment is enabled.
• Data sent: a normal web request to that company’s public website (user agent “ProzenceBot”); no personal data is sent.

Addresses entered by the administrator or employees

• Calendar subscriptions (iCal/ICS addresses) entered by an administrator are downloaded to show events in the company calendar.
• Meeting scheduler links (for example a booking page) entered by an employee are shown on their card.
• A link from a scanned QR code is opened only to read a vCard from it.

Browser push notifications

• When an employee allows notifications, the browser gives the site a push address at the browser vendor’s push service (for example Google, Mozilla or Apple). The site sends the notification text to that address.

Third-party libraries

The plugin includes these open-source files. Minified files are distributed as published by their authors; the readable source is at the links below.

• jsQR 1.4.0 (varlik/js/jsqr.js) — Apache License 2.0 — https://github.com/cozmo/jsQR
• QR Code Generator by Kazuhiko Arase (varlik/js/qrcode.js, and a PHP port of its algorithm in inc/karekod.php) — MIT License — https://github.com/kazuhikoarase/qrcode-generator
• Inter and Archivo fonts (varlik/font/) — SIL Open Font License 1.1 (license texts in the same folder) — https://github.com/rsms/inter, https://github.com/Omnibus-Type/Archivo