Organization Settings in Hubstaff

The Hubstaff organization settings page lets you customize and manage how each Hubstaff feature works within your organization.

To access your organization settings, navigate to Settings on the sidebar.

Table of Contents

• • Organization
    • Company information
    • Security and login
      • Single Sign-on
      • Two-factor authentication
    • Projects & To-dos
      • Default project role
      • Complete to-dos setting
      • Edit & Delete to-dos setting
    • Permissions
      • Role permissions
      • Team permissions
  • Members
    • Custom fields
      • Profile fields
      • Email notifications
    • Work time limit
    • Payments
    • Achievements
      • Efficiency pro
      • Productivity champ
      • Time hero
  • Schedules
    • Calendar
      • Calendar type
      • Shift alerts
      • Grace period
    • Job sites
      • Restrict timer to job sites
      • Enter/ exit notifications
    • Map
      • Track locations (Mobile only)
  • Activity & tracking
    • Activity
      • Track apps & URLs
      • Data privacy
      • Record activity
    • Timesheets
      • Timesheet approval
      • Modify time
      • Require reason
    • Time & Tracking
      • Allowed apps
      • Idle timeout
      • Keep idle time
      • Automatic tracking policy
    • Screenshots
      • Screenshot frequency
      • Screenshot blur
      • Delete screenshots
  • Insights
    • App/ URL classifications
  • Policies
    • Time off
      • Time off policies
      • Holidays
      • Time off balance
    • Work break
      • Work break policies
      • Work break notification
    • Overtime
  • Integrations
    • All integrations
  • Billing
    • Billing information
    • Subscription invoices
    • Subscription settings
    • Client invoice
  • Show /hide features

Settings

Organization

Company information

To access this setting, navigate to Settings > Organization > Company information

This is where you can edit your organization’s name, address, logo, tax ID, currency, the day when the workweek starts, and timezone.

Security & Login

This section includes settings to make your account more secure. You can enable either or both single sign-on and/or two-factor authentication.

Single Sign-On

Enabling single sign-on will allow users to sign in to Hubstaff using any of our supported SSO platforms. Toggle the setting to On to enable SSO.

Two-Factor Authentication

Enabling two-factor authentication will require users to authenticate via an authenticator app, or SMS prior to logging in. To enable 2FA, toggle the setting to Required. Organization owners can also reset 2FA for team members via this page.

Projects & to-dos

Default project role

To access this setting, navigate to Settings > Organization > Projects > Default members role.

This setting allows you to choose the default role applied to each member when you create new projects. You can also change the settings for individual team members. For more information about what each role can access, please click here.

Complete to-dos setting

If you’d like to enable or disable to-dos completion for your team, navigate to Settings > Organization > Projects > Complete to-dos setting.

By default, the setting is at Everyone, which means all users are able to complete tasks/to-dos. Toggle the setting to Management only so only owners and managers can mark tasks as completed.

Edit & Delete to-dos setting

You can set on who will have access to edit or delete to-dos.

By default, the setting is at Everyone, which means all users are able to edit and delete tasks/to-dos. Toggle the setting to Management only so only owners and managers can edit and delete tasks/to-dos.

Permissions

Role permissions

The role permissions tab allows you to set what type of permissions are allowed per role type (Organization manager/project manager/viewer, you can also add a custom role).

Team permissions

The team permissions tab allows you to toggle the global setting to let team leads manage projects.

Members

Custom fields

This area allows customizations on the member profiles.

Profile fields

The profile fields allow you to add or edit custom fields that appear on member profiles.

Email notifications

This sets whether the members will receive ANY email communication from Hubstaff.

Work time limit

This area shows all the limits of the users’ weekly, daily, day restrictions, and individual limits.

Payments

To access this setting, navigate to Settings> Members > Payments.

This setting works with the Automatic payment feature. You can choose whether to process payments manually or automatically. You can also choose to delay your payroll by a specific number of days. For example, if a user’s payroll is set to Weekly, and the delay is set to 1 day, the user will receive payments on Tuesday, 9 pm UTC. Weekly payments are scheduled to be released every Monday, 9 pm UTC.

Achievements

To access this setting, navigate to Settings > Members > Achievements.

This page allows you to define the achievement metrics for your team from the Achievements Settings page. To learn more about Achievements, click here.

Efficiency pro

This achievement badge is given to members who meet their activity goals every day. For example, if their goal is to achieve a 50% activity percentage on average per day, they will receive this badge if they hit that target.

Productivity champ

This achievement badge is given to members who complete their weekly To-dos goal. For example, if you set their goal to “5”, the team member will receive an award if they complete 5 To-dos by the end of the week.

Time hero

This achievement badge is given to team members who meet or exceed the designated number of working hours that are set as their goal target at the end of each week.

Schedules

Calendar

This area shows your calendar settings and customizations.

To access this setting, navigate to Settings > Schedules > Calendar.

Calendar type

The Calendar type setting allows you to change you team calendar visibility to Private, where users can view everyone’s schedules and time offs, or Collaborative, where everyone can see all schedules and time off entries posted. Organization managers and owners will always be able to view everyone’s schedules regardless of the setting.

Shift alerts

This applies to the Attendance Scheduling, which sends alerts when someone is late, misses, or abandons a shift. You may choose if management or the user receives alerts. You may also choose both or disable notifications for the organization.

Grace period

The grace period setting allows you to change how long before a user is marked as “late.” The default setting applies the changes to the entire organization, and you can also change individual settings for each team member.

Job sites

To access this setting, navigate to Settings > Schedules > Job Sites.

Restrict timer to job sites

This setting allows you to restrict team members from being able to track outside job sites. When the setting is enabled, users will only be able to record time within the range of a specific job site.

Enter/exit notifications

Organization owners and managers can be notified through the mobile app when their team is entering/exiting job sites, this way you’ll know exactly when and where your team is working.

Maps

Track Locations (Mobile only)

To access this setting, navigate to Settings > Schedules > Map > Track locations (Mobile Only).

This feature applies to team members who track time through our mobile-based iOS and Android time tracking (GPS enabled) application. Our mobile time-tracking applications for iOS and Android allow your team to track their time and locations on the road or in/ out of the office.

You can choose from any of the settings below:

1. Off – disables location tracking.
2. Tracking time – records locations when a user is tracking time.
3. During shifts – record locations when the app is open and the user has a scheduled shift.
4. Always – record locations when the app is open.

Activity & tracking

Activity

To access this setting, navigate to Settings > Activity & tracking > Activity.

Track apps & URLs

This setting allows you to enable/disable recording apps and URLs team members use when working. You may choose to track just Apps or Apps & URLs at the same time.

Data privacy

Turning this setting on will hide group or individual members’ application and URL data recordings adding a layer of privacy.

Record activity

This setting allows you to turn activity tracking ON or OFF. Activity is the percentage of keyboard and mouse activity within a certain time period tracked by a team member. For more information about how we calculate activity levels, click here.

Timesheets

To access this setting, navigate to Settings > Activity & tracking > Timesheets

Timesheet approval

You can change the organization’s default timesheet approval or individual settings on this page.

Modify time

To allow users to be able to add or edit their own time, you will want to enable the Modify Time setting on your organization.

Enabling Require approval when time is added– Manual time approvals allow organization owners, managers, and team leads (when enabled) to review any manual time additions or edits before time is added to the team member’s payable timesheets.

Keep Idle Time

The Keep Idle Time organization setting allows you to control the behavior of inactivity (when your team members are inactive for however long you have set in your idle timeout settings – 5, 10, or 20 minutes).

Automatic tracking policy

To ensure accurate data recording for your team members, you can now enable desktop timer auto start/stop during their scheduled shifts, specific times, or whenever there is activity (via the corporate app). You can also specify start and end times on selected dates.

Click here to learn more about how to set up automatic start/stop policies.

Screenshots

To access this setting, navigate to Settings > Activity & tracking > Screenshots

Screenshot frequency

This setting allows you to choose how many screenshots should be taken from the member’s computer every 10 minutes.

Screenshot blur

This allows you to obfuscate the image being captured. Note that the blurred image is from the actual screenshot being taken and uploaded to the server.

Delete screenshots

This setting allows you to choose whether to enable/disable the removal of screenshots by your team members. You can change the settings for the organization as a whole, or modify the settings for each individual user.

Insights

App/ URL classifications

To access this setting, navigate to Settings > Insights > App/ URL classifications.

Here you can classify whether an app or a website is:

1. Classification – part of your team’s core or non-core work, or if they are unproductive.
2. Category – defines what category the application or URL will be grouped on the insights widgets.

Policies

Time off

To access this setting, navigate to Settings > Policies > Time off.

Time off policies

This page allows you to add, edit, or remove existing time-off policies. To learn more about Time Off Policies, click here.

Holidays

This page allows you to add or view existing time-off policies. To learn more about Holidays, click here.

Time off balances

This page allows you to edit the balances of the users.

Work breaks

To access this setting, navigate to Settings > Policies > Work breaks.

Enabling the Work Breaks feature allows you to define and add break policies for your team so that you can keep track of your team’s break times.

Work break policies

Adding work breaks allows your users to track breaks both paid and unpaid. For detailed instructions on how to add a work break policy, click here.

Work break notification

Here you can toggle the Default setting to enable notifications to all team members or change individual user settings.

Overtime

To access this setting, navigate to Settings > Policies > Overtime.

Overtime policies allow organization owners to add a multiplier to team member pay rates when they exceed their weekly work hours. Click here to learn more.

Integrations

To access this setting, navigate to Settings > Integrations > All integrations.

This page shows the organization’s integrations together with the integrations that you can connect. You can add, remove, reauthenticate, and view all your connected integrations here.

Billing

Billing

Billing information

To access this setting, navigate to Settings > Billing > Billing information.

Here, you can upgrade/downgrade your plan subscription, change your card details, view your billing history, and download Hubstaff subscription invoices.`

On this page, you can:

1. Check your current subscription plan
2. Change your subscription plan
3. View your current credit card information
4. Change the credit card being used to pay for the account
5. Remove the credit card from your account
6. View billing history
7. Sign up for optional add-ons

Subscription invoices

On this page, you will be able to check and download your past invoices and view your upcoming invoice.

Subscription settings

The subscription settings page allows you to customize the information that you want to be displayed on your subscription invoices. You can also control on how will receive the invoices.

Client invoice

This setting allows you to input specific information which will be added automatically to invoices you create. You can add the following information:

1. Address
2. Logo
3. Tax ID
4. Tax Rate
5.  Notes
6. Net Terms
7. Auto invoicing – toggle to turn automatic invoicing on/off
8. Amounts based on – choose from hourly/fixed amounts to bill on automatic invoices.
9. Frequency – send automatic invoices from 3 set frequencies: Monthly, Weekly, Bi-weekly.
10. Delay sending – add a daily delay for sending automatic invoices.
11. Send reminders to pay after due – sends an automatic reminder based on x number of days.
12. Line items – choose the format for line items on the automatic invoice.
13. Include non-billable time – toggle the setting to include time marked as non-billable.

Show /hide features

This page allows you to show or hide the features of Hubstaff. Once a feature is enabled it will show up on the left sidebar of the page.