The Settings group at the bottom of the admin menu holds nine pages: Onboarding, Company, Working Time, Locations, Email, Security, Backups & Data, Audit Log and Billing. Only Admins and Owners can open them.
Most pages have one Save Changes button at the top that saves the whole page. The exceptions are noted below: some switches save the moment you change them.
Onboarding
Settings → Onboarding is the setup wizard every new workspace starts with, and later the setup checklist. It also holds the Get your team logging in counts (employees, invited, accepted), the Accrual confidence check, the Ready to go live? check and the Sample data card. On Professional and above the checklist also offers an optional step, Do you send people to customers' places?, which turns on job sites; it never counts toward setup being done. See Set Up Your Workspace.
Company
Settings → Company — who you are, where your labour law comes from, and how your documents look.
Company Profile
| Setting | What it does |
|---|---|
| Company Name | Shown across the app and in emails. |
| Legal Entity Name, Registration / EIN Number, Phone, address, Website | Used on contracts and official documents. |
| Country, State | Where the company is based. |
| Timezone | The company's clock. It decides what "today" is for accruals, holidays, reports and daily background jobs. |
| Company Logo | A square image (400×400px recommended), used on contracts and documents. Saved as soon as you upload or remove it. |
Jurisdiction, Fiscal Year & Brand
| Setting | What it does |
|---|---|
| Jurisdiction | The labour law your leave, overtime and holiday presets follow: United States, United Kingdom, Canada (Ontario), Australia, Germany, or Generic / Other. It decides which recommended time-off and overtime policies TimeLeaf offers you. Left unset, TimeLeaf goes by the company Country. |
| Fiscal Year Start | When your leave year starts, as MM-DD (for example 01-01). Anchors annual accrual and report periods. |
| Brand Colour | A 6-digit hex colour such as #2563eb, used on contracts and branded employee documents. |
Your workspace URL (for example acme.timeleaf.io) is chosen at signup and can't be changed.
Working Time
Settings → Working Time — the working day, the rules that read it, clocking in, and two optional modules.
Working Day
| Setting | What it does |
|---|---|
| Default Work Hours/Day | The fallback length of a working day. A policy can set its own. |
| Workday Starts / Workday Ends | The company's working day, used to split a half day into morning and afternoon. An employee's own hours win, then their base location's, then their leave policy's; this is used only when none of those is set. Left blank, 09:00–17:00 applies. An end earlier than the start is a night shift. |
| Minimum Rest Between Shifts | Hours someone must have free either side of a shift. Used when the person's overtime policy sets no daily rest. Blank means not enforced, except by the AI assistant's roster tools, which keep an 8-hour minimum. Once set, roster generation and shift offers skip anyone who would get less, and assigning them by hand asks you to confirm. |
| Generate Recurring Shifts Ahead (weeks) | How far ahead each recurring shift pattern is kept generated. 1–26; blank means 4. |
| Chase Pending Leave Requests After | Hours a leave request may wait undecided before the next approver up the chain is told. Blank means never. A workflow step with its own hand-over hours uses those instead. |
| HR Email for Leave Copies | The address that leave types with Copy HR on leave events email when a request is submitted, approved, declined or cancelled. The email names the employee and the leave type, so use a mailbox only the right people can read. Blank sends nothing. |
| Short-Notice Leave | What happens when someone books with less notice than the policy's Min Notice Days. Allow, and flag it to the approver (the default) or Refuse the booking. When it refuses, an admin recording leave for someone can override it for that one booking. |
| Remind Employees About Expiring Leave | Off by default. On: once a month, employees with paid vacation or personal leave that will expire within the next month get an email saying how much and when. |
| Managers Can Adjust Their Reports' Balances | Off by default. On: managers can add to, deduct from or set their direct reports' balances from Team overview on their dashboard. A reason is required and every change is audited. |
| Respect Contracted Weekly Hours | Off by default. On: a shift that would take someone past the weekly hours on their contract is skipped by roster generation and left out of shift offers, and assigning it by hand asks you to confirm. |
| Swaps Need a Manager's Approval | On by default. On: when an employee asks a colleague to swap shifts and the colleague accepts, the swap waits for a manager (the direct manager of either person, or an admin) to approve it. Off: the swap completes as soon as the colleague accepts. Either way, a swap that would break a scheduling rule for either person is refused, and employees can't override that. Professional plan and up. |
| Remind Employees Before Their Shift | On by default. An employee is notified about an hour before a shift they hold starts, in the app, by push and in their chat app. Reminders go out in batches about every 15 minutes, so one can arrive a little late. Never sent to managers. Professional plan and up. |
| Remind Employees Who Have Not Clocked In | On by default. An employee who hasn't clocked in about 15 minutes after their shift started is reminded. Needs timekeeping on. Only the employee is told, never their manager. Professional plan and up. |
Manage Company Holidays at the bottom of the section takes you to Time off → Holidays.
Timekeeping
Professional and above. On Starter, this section shows an upgrade prompt.
| Setting | What it does |
|---|---|
| Show Timekeeping in Dashboard | Employees see the Timekeeping button on their dashboard. |
| Require Clock In/Out Times | Every time entry needs a start and end time. |
| Require Geolocation for Clock In/Out | Employees must allow location access to clock in and out; the location is recorded with each clock action. |
| Allow Clock-In Without a Location After 3 Tries | On by default. A device that can't get a position clocks in anyway after three tries, and the entry is flagged for a manager. Off refuses the tap outright. |
| Enforce Job-Site Geofences | Refuses a check-in measured outside a job site's geofence. Off (the default) records and flags it instead. |
| Auto Clock-In at First Check-In | A crew member's first job-site check-in of the day, within an hour of the planned start, clocks them in. Needs job sites. |
Modules
Two modules that you switch on yourself. These checkboxes save as soon as you change them — they don't wait for Save Changes.
| Module | Plan | What it does |
|---|---|---|
| Time Bank | Professional and above | Off by default. On: overtime policies with Time Bank ticked bank overtime as time off in lieu when a timesheet is approved, from the day you switch it on. Banked comp time is restricted for private employers in the US — check before switching it on. |
| Shift Automation | Business and above | Off by default. On: a vacant shift can be offered out to qualified, available people, and managers can collect shift preferences and generate rosters. |
A module your plan doesn't include is greyed out with the plan it needs. See Overtime & Time Bank and Shift Scheduling.
Locations
Settings → Locations lists your offices, yards and depots. A location sets its own country (for public holidays), timezone and, optionally, its working day. Each employee is assigned to one base location. On Professional and above, tick Enabled on Job sites to track temporary job sites as well. See Step 2 of Set Up Your Workspace.
Workers and jobs
With job sites on, a second switch, Workers and jobs, appears under Job sites with its own Enabled box. It is off by default. It decides what workers (people who are not managers, admins or owners) can do with jobs:
| Off | On | |
|---|---|---|
| Job days a worker sees | Only the days they work | Their team's job days. With no teams, or only one, everyone's |
| Booking | Workers can't book jobs | Workers book jobs for themselves and their team, and add customers |
Workers can never override a scheduling rule. A worker who has no team while the company has several sees only their own days. Turning the switch off takes effect when a worker next opens a screen, and the change is recorded in the Audit Log. See Shift Scheduling and Your Shifts.
TimeLeaf won't let you switch Job sites off while a job still has days that haven't started. Cancel those days or the job first.
Settings → Email chooses how TimeLeaf sends email under Email Provider:
- TimeLeaf (Default) — nothing to set up.
- Microsoft Graph API — sends from a mailbox in your Microsoft 365 tenant. Enter Tenant ID, Client ID, Client Secret and a From Email Address (a real or shared mailbox in your tenant), or tick Use existing SSO app credentials.
- SMTP Server — your own mail server: SMTP Host, Port, Username, Password and From Email Address.
Click Send Test Email to check it works.
Security
Settings → Security — two-factor authentication for admins, and how long a sign-in lasts. Everything here is off until you turn it on.
Require two-factor authentication for admins, owners and Billing users
When this is on, an admin, owner or Billing user without an authenticator app can still sign in, but can do nothing except set one up. Signing in through Single Sign-On counts: your identity provider handles the second factor. Admin access through API tokens and chat apps also needs an authenticator app on the account; without one, that person acts with employee-level access there.
Set up your own authenticator app first
TimeLeaf won't let you switch this on until your own account meets it, so you can't lock yourself out. Open the user menu (top right), choose Account Settings, and find Security. Under Authenticator app, click Enable authenticator app, enter your password, scan the QR code with an app such as Google Authenticator or Authy, type the 6-digit code, and click Verify and enable.
Save the Backup codes somewhere safe. Each one works once if you lose your phone. (If you sign in with SSO, you can skip this step.)
Switch the requirement on
Go to Settings → Security and tick Require two-factor authentication for admins, owners and Billing users. It saves immediately.
Tell your other admins
The next time another admin, owner or Billing user signs in without an authenticator app, TimeLeaf takes them straight to set one up. Untick the box at any time to turn the requirement off.
Session length
By default a sign-in lasts 7 days from the last time it was used, so someone who keeps using the app stays signed in. You can tighten this for everyone, admins included:
- Sign everyone out after (hours) — a hard limit, however active they are. 1 to 2160 (90 days).
- Sign out after inactivity (minutes) — 5 to 10080 (7 days).
Leave a field blank for no limit, then click Save. A change takes up to a minute to reach every server.
Backups & Data
Settings → Backups & Data — scheduled and manual backups, restore, and importing leave history. There's no page-wide Save here: each button acts at once.
- Scheduled backups (Professional and above) — automatic backups to your own Amazon S3 (or S3-compatible) or Azure Blob storage.
- Manual backup (every plan) — download a backup now. Tick Include user data & requests to include people and their leave; Include secrets (passwords, tokens) only if you need them.
- Restore (Professional and above) — restore from a backup.
- Import Leave History — click Import leave history to load past leave requests from Excel, CSV or text, for example when moving from another system.
See Backup & Restore.
Audit Log
Settings → Audit Log (Professional and above) shows who changed what, and when. Field names are shown, never the values. Filter by person, record type, action and date range, and export the results. Role changes, balance adjustments, overrides, security setting changes and every other admin change are recorded here.
Billing
Settings → Billing shows your Current Plan and lets an admin:
- Change Plan, or cancel a trial.
- Add or remove Add-ons & Options — for example On-Call Scheduling or the Recruitment Suite. Changes apply to your subscription immediately and are prorated on your next invoice.
- Open the Billing Portal in Stripe to update payment methods and download invoices and receipts.
Billing contact email is who TimeLeaf's billing notices go to (failed payments, a subscription ending, the warning before an ended workspace is deleted), and your Stripe receipts. By default that's the workspace owner. Only an owner can change it — for example to an accounts-payable mailbox. Payment and deletion warnings then also copy the owner, so a mistyped address is never the only one warned. When ownership moves to someone else, notices follow the new owner automatically.
Settings found elsewhere
| Area | Where |
|---|---|
| Leave and overtime policies | Time off → Policies (the Overtime Policies tab for overtime) |
| Holidays, closures and blackouts | Time off → Holidays, Company Closures, Blackout Periods |
| Approval workflows and delegation | Time off → Approval Workflows, Approval Delegation |
| Employee ID prefixes | People → Employees & Teams, Settings tab |
| Contracts | People → Contracts |
| Calendar sync, including employees' own calendars | Integrations → Calendar Sync |
| Slack, Microsoft Teams and Google Chat | Integrations → Messengers |
| Payroll and other connected apps | Integrations → Connected Apps |
| Single Sign-On | Integrations → Single Sign-On |