Settings, Users & Permissions, Reports & Notifications

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#The Settings menu at a glance

Where to find it: Settings in the left sidebar (the gear icon at the bottom).

The Settings menu is organized into three groups:

Screenshot

the expanded Settings section in the left sidebar showing Company, Branding, Branches, Companies, then an "Access Control" divider with Users & Roles / Delegations / Audit Logs, then a "System" divider with Workflows / System Config / Billing

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#Users & access levels

Where to find it: Settings → Users & Roles

This is the control center for who can sign in and how much of the system they can touch. Every person here is an employee record first; giving them a login is a separate step you perform on this screen.

#Understanding access levels

Every employee sits at one of three access levels. This is the single most important concept on this page.

What you can do here

• See every employee with their access level, roles, and status at a glance.
• Give an employee a login (portal or full seat).
• Upgrade a portal user to a full seat, or downgrade a seat back to portal.
• Assign roles to seat users.
• Deactivate a person's access entirely.
• Track how many paid seats you've used against your plan limit.

#The seat counter

At the top of the page you'll see four summary cards: Total Employees, Seat Users, Portal Users, and No Access. The Seat Users card shows how many seats you've used out of your plan's total (for example, 8 / 10), with a progress bar and a badge telling you how many seats are left — or Limit reached in red when you're full.

Screenshot

User Management page with four stat cards across the top, the Seat Users card showing a progress bar and "2 left" badge, then a filter row and a table of employees

#How to give an employee a login

1. Go to Settings → Users & Roles.
2. Find the employee (use the Search box or the Access Level / Status filters).
3. In their row, click Create User (this appears only for employees at No Access).
4. In the dialog, choose an access level:
   • Portal Access — free, no seat consumed.
   • Full Access (Seat) — consumes 1 seat; you'll be asked to confirm.
5. Leave Send welcome email checked so the person receives their login and setup instructions.
6. Click Create User Account.

The account is created with a temporary password, and the person can log in with their email. You can assign roles afterward.

#How to upgrade someone to a full seat

1. Find a Portal Access employee in the table.
2. Click Upgrade to Seat.
3. Confirm — this consumes 1 seat from your subscription.

#How to downgrade a seat back to portal

1. Find a Full Access (Seat) employee.
2. Click Downgrade.
3. Confirm. The person keeps a login but loses full system access, and the seat is returned to your pool.

#How to deactivate access

1. Find any employee who currently has portal or seat access.
2. Click Deactivate.
3. Confirm. The person can no longer log in. Their employee record and history remain intact.

Field guide — Create User dialog

Statuses (Status column)

Tips & FAQ

• Why can't I click "Upgrade to Seat"? You've hit your seat limit. Free a seat by downgrading or deactivating someone, or raise your limit in Billing.
• The person didn't get a welcome email. Confirm the email address on their employee record is correct, and check that your workspace's email delivery is configured. Ask your administrator if unsure.
• I want to change what a seat user can do. That's roles — use Assign Roles (below), not the access-level buttons.

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#Assigning roles to a user

Where to find it: Settings → Users & Roles → Assign Roles button (on any Full Access / Seat employee).

Roles decide what a seat user can see and do. A user can hold more than one role, and their permissions are the combination of all of them.

#How to assign roles

1. On the Users page, find a seat user and click Assign Roles.
2. Choose a Company Scope (see the table below).
3. Tick each role you want the person to have. Use View permissions under any role to expand and inspect exactly what it grants.
4. Click Assign Roles.

Field guide — Company Scope

Screenshot

Assign Roles dialog showing the employee banner, the Company Scope radio options with a company checklist expanded, and a scrollable list of roles each with a "View N permissions" expander

Tips & FAQ

• A person needs access in two branches of the business but not a third. Use Select companies and tick only those two.
• Roles are greyed out / none appear. Roles must exist first. Ask a Super Admin to set them up.
• Portal users don't have an Assign Roles button. Correct — roles apply to seat users. Upgrade them to a seat first if they need module access.

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#Roles & Permissions

Roles are named bundles of permissions. Instead of granting access one action at a time, you grant a role, and the role carries its permissions. Your workspace ships with a standard set of 13 roles.

#The standard roles

#Viewing a role and its permissions

Where to find it: open a role's detail page from the Users & Roles area.

A role's detail page shows three summary cards — Permissions, Users Assigned, and Categories — followed by every permission the role grants, grouped by area (HR, Finance, Projects, Payroll, and so on).

Each permission is expressed as a view / create / edit / approve action on a specific area — for example, the ability to view employees, approve leaves, or create invoices. A role is simply the set of these switches turned on.

Screenshot

Role detail page for "HR Manager" showing three stat cards (Permissions, Users Assigned, Categories) and permissions grouped under category headings

Statuses (role)

Tips & FAQ

• Can I create custom roles or fine-tune permissions? The standard roles cover most organizations. Custom role creation and granular permission editing are administrator-level capabilities managed by your Super Admin; some editing controls are still being rolled out. If you need a bespoke role, contact your Super Admin.
• Someone can see too much / too little. Check the combination of roles they hold — permissions are additive, so an extra role may be widening their access.
• What's the safest role for an auditor or observer? Read Only.

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#Company profile & branding

Where to find it: Settings → Company

This screen controls how your company presents itself across the app — its name, contact details, operating rules, and visual branding. It's organized into three tabs: General, Operational, and Branding.

#General tab

Field guide

#Operational tab

Field guide

#Branding tab

Upload your logo and set your primary and secondary brand colors. Once saved, the app refreshes and adopts your logo (in the sidebar and browser tab) and color scheme.

How to update company settings

1. Go to Settings → Company.
2. Choose the tab you need — General, Operational, or Branding.
3. Edit the fields.
4. Click Save Changes (Branding uploads apply as soon as you pick the file, then reload the page).

Screenshot

Company settings page with General / Operational / Branding tabs, showing the General tab form with Company Name, Email, Currency and Timezone fields

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#Branches

Where to find it: Settings → Branches

Branches are the physical locations or offices your company operates from. Employees can be tied to a branch, and the branch appears in reporting.

What you can do here

• View all branches with location, contact, employee count, and status.
• Create a new branch (up to your plan's branch limit).
• Edit branch details.
• Activate or deactivate a branch.
• Delete a branch.

How to create a branch

1. Go to Settings → Branches.
2. Click New Branch (top right).
3. Fill in the branch details in the dialog.
4. Save.

Field guide (branch)

Tips & FAQ

• Can I toggle a branch's status quickly? Yes — click the green/grey Active/Inactive pill directly in the table.
• Deleting a branch is permanent. You'll be asked to confirm. Reassign employees first if needed.

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#Companies (multi-entity)

Where to find it: Settings → Companies

If your organization runs multiple legal entities, this is where you manage them. Each company has its own name, code, currency, and timezone, and users can hold different roles per company (see Assigning roles).

What you can do here

• View all companies with code, currency, timezone, and status.
• Create a new company.
• Delete a non-default company.

How to create a company

1. Go to Settings → Companies.
2. Click New Company.
3. Fill in Company Name and Company Code (required), plus legal name, currency, timezone, email, and phone as needed.
4. Click Create.

Field guide (new company)

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#Subscription, plan & billing

Where to find it: Settings → Billing

Billing shows your current subscription, lets you choose or change plans, and keeps a history of your invoices.

What you can do here

• See your current plan, its status, and renewal date.
• Compare available plans and what each includes (seats and features).
• Subscribe or change plans — pay online or by bank transfer.
• Review your invoice history.

Statuses (subscription)

#How to subscribe or change your plan

1. Go to Settings → Billing.
2. Review the plan cards. Each shows its price, included seats, key features, and any per-extra-seat cost.
3. On a plan card, click Select Plan (or Upgrade / Downgrade if you already have an active plan).
4. Choose a payment method:
   • Online Payment — you're redirected to a secure payment page; your subscription activates automatically once payment succeeds.
   • Bank Transfer — transfer to the shown account, then submit the reference, transfer date, and an optional proof file. Your payment awaits approval.

Screenshot

Billing page with three plan cards (one marked "Current Plan"), a payment method panel below with Online Payment / Bank Transfer tabs, and an Invoice History table at the bottom

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#Why some sections are hidden (plans & modules)

Your plan unlocks specific modules. If a module isn't part of your plan, its entire section — and every screen under it — is hidden from your sidebar automatically. This isn't a permission issue; the feature simply isn't included.

Tips & FAQ

• A whole area vanished from my sidebar. Your plan likely doesn't include that module. Check your plan in Settings → Billing, or ask your administrator.
• I can see the module but not a specific screen. That's permissions, not the plan. Your role doesn't grant that screen — see Roles & Permissions.
• Are there user-facing feature flags? There's no separate feature-flag screen for end users. What you can access is governed by two things only: the modules your plan includes, and the permissions your roles grant.

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#Delegations & Audit Logs (administrator tools)

Two more Access Control tools sit alongside Users & Roles:

• Settings → Delegations — temporarily hand your approval authority to a colleague (for example, while you're on leave) so approvals don't stall. Requires the delegations permission.
• Settings → Audit Logs — a searchable record of who did what and when across the workspace, including the action, the affected item, and the originating address. Requires the audit permission. (A focused audit view is also available under Reports → Compliance → Audit Trail.)

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#Reports

Where to find it: Reports in the left sidebar.

Reports turn your operational data into dashboards, tables, and trends. Each report is a live view — open it and it loads current data; use Refresh to re-pull at any time. The Reports menu contains:

#How to run and read a report

1. Open Reports and pick the report you need.
2. The page loads with summary cards at the top and one or more tabs beneath, each a different view.
3. Switch tabs to drill into a specific angle (for example, Financial has Overview, Project Margins, Burn Rate, Cash Flow, and AR Aging).
4. Use any date range, search, or filter controls on the tab.
5. Click Refresh to re-pull the latest data.

Screenshot

a Reports page (e.g. Financial Reports) with four colored summary cards across the top, a row of tabs, and a data table below

#Compliance report in detail

Where to find it: Reports → Compliance

Compliance is the report managers and auditors reach for most. It has four tabs:

Statuses (time-tracking compliance)

#Financial Statements in detail

Where to find it: Reports → Financial Statements

Pick a tab — Balance Sheet, Income Statement, or Cash Flow — choose your date range, and click Generate. Use Print to produce a clean, printable copy for sharing or filing.

Tips & FAQ

• How do I export a report? Most report screens are built for on-screen review and refresh. For formal financial statements, use the Print button on Reports → Financial Statements to save or print a copy.
• The numbers look empty or stale. Click Refresh. If data is still missing, the underlying module (e.g. Timesheets or Finance) may not have entries yet for the period.
• Payroll figures? Payroll reporting (summaries, cost center, tax, overtime, headcount) lives inside the Payroll module rather than the general Reports menu, and requires payroll permissions.

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#Notifications

Every user has their own notification inbox and channel preferences, found under Notifications in the sidebar.

#Notification inbox

Where to find it: Notifications → Inbox

Your inbox collects everything the system wants to tell you — approvals waiting on you, requests you submitted being approved or rejected, contract and payroll updates, and more.

What you can do here

• See all notifications with subject, message, type, priority, and time.
• Filter by All / Unread / Read, and by Type or Channel.
• Mark a single notification as read, or Mark All Read.
• Delete a notification.
• Jump to Preferences from the top of the page.

How to clear your inbox

1. Open Notifications → Inbox.
2. To clear one, hover its row and click the check (Mark as read).
3. To clear everything, click Mark All Read at the top.

Screenshot

Notifications inbox with All/Unread/Read filter buttons, Type and Channel dropdowns, four stat cards (Total, Unread, Urgent, Today), and a list of notifications each with a channel icon, priority badge, and mark-read/delete actions

Statuses & priority

#Notification preferences

Where to find it: Notifications → Preferences

Choose how you want to be told about each kind of event. For every notification type you can turn on or off four delivery channels independently.

The four channels

The notification types you can tune

Leave Requests, Timesheets, Payroll, Contracts, Approvals, Projects, Evaluations, and System announcements.

How to set your preferences

1. Open Notifications → Preferences.
2. For each row (notification type), tick the channels you want.
3. Use the All / None shortcuts in a channel's column header to turn that channel on or off for every type at once.
4. Click Save Preferences. Changes take effect immediately.

Screenshot

Notification Preferences grid with notification types down the left and Email / SMS / Push / In-App checkbox columns across the top, each column header having All | None shortcuts

#How approval & assignment notifications work

Many actions in the app route to someone for approval — a leave request to a manager, a timesheet to a team lead, an expense or invoice to finance, a payroll cycle to a payroll manager. When that happens:

• The approver receives a notification (through the channels they've enabled) that an item is waiting, and the item appears in their Workflow Inbox if your plan includes the Workflow module.
• The requester receives a notification when their item is approved or rejected.
• If you've been assigned something — a project, a document to sign, a work item — you're notified the same way.

Tips & FAQ

• I'm not getting emails. Check Preferences — the Email channel may be off for that type. Also confirm your email address is correct on your profile.
• Too many notifications. Turn off channels you don't need per type, or reserve SMS/Push for urgent categories only.
• An approval is stuck because the approver is on leave. Ask an administrator to set up a delegation, or escalate through the Workflow Inbox.
• Who do I contact for access problems? Your workspace administrator (Super Admin or Admin) manages users, roles, plans, and modules.