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The Settings area is where you configure how Shiftsheet behaves for your company — from approval workflows to leave types and compliance rules. Go to Settings in the sidebar.

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Settings overview

Insight Rules

Automatic flags and alerts based on timesheet patterns.

Overtime & Accrual

Configure how RDO, Flexi, and TIL are earned and managed.

Leave Types

Define and customise the leave categories available to employees.

Leave Balances

Allocate leave days and hours to individual employees.

Approval Settings

Control how timesheet approvals are routed.

Billing Rates

Set company-level default rates for cost and billing.

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Insight Rules

Insight Rules automatically flag timesheet patterns that may indicate compliance issues or anomalies. To create a rule:
  1. Go to Settings → Insight Rules
  2. Click Add Rule
  3. Define the condition (e.g., “Overtime hours > 15 in a week”)
  4. Set the severity: Info, Warning, or Critical
  5. Save
When a rule fires, the affected timesheet entry is flagged with an icon. Managers and admins see these flags in the Approvals view and Reports.

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Overtime & Accrual Policies

Configure how excess or deficit hours are handled: Undertime Policy: Choose what happens when an employee works fewer hours than scheduled:
  • Flexi — the deficit is stored as negative Flexi balance
  • TIL — deducted from TIL balance
  • Mixed — split between Flexi and TIL
  • None — no automatic deduction
RDO Policy:
  • Toggle RDO accrual on or off
  • Set the multiplier for overtime that occurs on weekends or holidays
  • Define the minimum overtime threshold before an RDO is earned
  • Configure how many overtime hours convert to one RDO day

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Leave Types

Define the leave categories available to your employees. Built-in templates (click to add instantly): Annual Leave, Sick Leave, Personal Leave, Parental Leave, Compassionate Leave, Long Service Leave To create a custom leave type:
  1. Click Add Leave Type
  2. Set a name, category, colour, and optional description
  3. Set an annual allowance in days (optional)
  4. Toggle Active to make it available immediately
Employees see active leave types when requesting time off. You can deactivate types without deleting them.

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Leave Balances

After creating leave types, allocate balances to employees.
  1. Go to Settings → Leave Balances
  2. Find the employee and leave type
  3. Enter the number of days or hours to allocate
  4. Save
RDO, Flexi, and TIL balances are managed automatically by the system based on employee timesheets. Only manually-tracked types (Annual, Sick, etc.) need to be set here.

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Approval Settings

Control how timesheet approvals flow through your company:
ModeHow it works
Manager ApprovalTimesheets go to the assigned manager for review
Admin ApprovalAll timesheets go directly to Company Admins
Auto ApprovalEntries are automatically approved on submission
Self ApprovalEmployees can approve their own timesheets
Most companies use Manager Approval.

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Billing Rates

Set company-wide default rates that apply when no project- or user-specific rate is configured:
  • Default cost rate — what an employee hour costs internally
  • Default billable rate — what you charge a client per hour
These are the lowest-priority rates in the hierarchy:
Task rate → Project rate → User rate → Company default rate