Company Settings & Rules

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

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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 the Deduction Source for what happens when an employee works fewer hours than scheduled:

• Flexi Time (RDO) Only — the deficit is deducted from Flexi balance first
• TIL — deducted from TIL balance only
• Mixed (Use Priority Order) — split between Flexi and TIL by a priority order you set
• None — undertime is tracked but not deducted from any balance

RDO Acquisition Policy:

• Toggle RDO accrual on or off
• Set Hours Per RDO Day — how many overtime hours convert to one RDO day
• Set Minimum Hours for Accrual — the minimum overtime threshold before an RDO is earned
• Optionally enable Weekend RDO Accrual with a Weekend Multiplier for overtime worked on weekends

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Leave Types

Define the leave categories available to your employees. A new company starts with no leave types configured — you create them here. Popular templates (click to pre-fill the Add Leave Type form, then review and save): Maternity Leave, Paternity Leave, Compassionate, Study 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

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Approval Settings

This section configures how a Manager’s own timesheets get approved — not regular employee timesheets. A regular employee’s timesheet always goes to their assigned manager (see Reassigning a manager); that routing isn’t configurable here.

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Billing Rates

Set a company-wide default cost rate that applies when no project- or user-specific rate is configured:

• Default cost rate — what an employee hour costs internally, used as the last fallback in the pay-rate hierarchy (project assignment rate → project default → user default → company default)

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Company Profile

The Company Profile page (Settings → Company Profile) is your company’s public-facing record inside Shiftsheet — cover image, logo, contact details, and the information that appears on generated invoices. Only Company Admins and Super Admins can edit it; other roles see a read-only view. Header:

• Upload or remove a cover photo and logo (hover the image to reveal the camera/trash icons)
• Edit the company name inline
• Your subdomain ({'{slug}'}.ntimesheet.com) is shown next to the name and isn’t editable here

Edit Profile opens a form covering:

• About / Description — rich text, shown on the profile’s Overview panel
• Industry — free text
• Timezone — searchable dropdown, or click Detect to auto-fill from your browser
• Address, Phone, Email, Website
• Primary Brand Color — a colour picker/hex input
• Tax ID / ABN
• Default Payment Instructions — free text (e.g. bank/BSB/account details); this appears at the bottom of generated invoices

A Preview PDF button in the edit form renders how these settings look on an invoice before you save. The profile page itself also shows read-only counts (Total Employees, Active Projects) and, for admins, quick links to Users, Projects, Work Schedules, and Approvals.

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Integrations & API

Settings → Integrations & API has two tabs: API Keys and Webhooks. Both are company-scoped — anything generated here can read and write data for your whole company.

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API Keys

Used to authenticate external systems (e.g. Zapier, a custom script) against Shiftsheet’s public API.

1. Click Generate Key, give it a name (e.g. “Zapier Integration”)
2. The raw key is shown once, prefixed ss_live_ — copy and store it immediately, as Shiftsheet only ever stores its hash and can’t show it again
3. The key list shows name, a masked prefix, creation date, and status (Active/Revoked)

Requests are rate-limited to 1,000 requests per 15 minutes per company. The public API currently covers timesheets, users, projects, leaves, schedules, and invoices.

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Webhooks

Used to receive real-time event notifications by HTTP POST when things happen in Shiftsheet.

1. Click Add Endpoint and enter the destination URL
2. A signing secret (prefixed whsec_) is shown once — save it to verify the X-Shiftsheet-Signature header (an HMAC-SHA256 signature of the JSON payload) on incoming requests
3. Each delivery also carries an X-Shiftsheet-Event header naming the event

Each webhook can be toggled Active/Disabled without deleting it, or removed entirely. Click the activity icon to open Delivery Logs — the last 50 deliveries for that endpoint, showing success/failure and response details. Failed deliveries are retried automatically: once after 30 minutes, then again 2 hours later, after which no further retries are attempted.