Organization Settings


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Hubstaff Organization Settings

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

To access your organization settings, click on Settings on the side panel.

Make sure you have the correct organization selected in the upper right-hand corner drop-down.

Table of Contents

 

General Settings

 

Organization

To access this setting, navigate to Settings > General > Organization.

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

Projects

To access this setting, navigate to Settings > General > 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.

Timer Apps

Allowed apps

To access this setting, navigate to Settings > General > Timer apps > Allowed apps.

This allows you to allow/disallow users from being able to record activity on any app besides the desktop application. Once the setting is set to All apps, users will be able to track time on desktop apps, mobile apps, chrome extension, and the web timer. When set to Desktop only, users will only be able to record time using the desktop app.

You can change the setting for the entire organization or individual users.

Idle Timeout

To access this setting, navigate to Settings > General > Timer apps > Idle Timeout.

The Idle Timeout setting lets you choose the duration of time before the inactivity warning appears on your team member’s app. For more information on how the inactivity warning works, click here.

For example, if you’ve selected 5 minutes, the inactivity warning will appear when the user hasn’t had any keyboard or mouse activity for 300 seconds or 5 minutes.

Keep Idle Time

This feature is only available on Premium plans and up.

To access this setting, go to Settings > General > Timer apps > 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).

When a team member goes idle, they are presented with the inactivity warning (assuming you have not set idle timeout to Never in your organization settings). You can set the idle time to Always be saved, Never be saved, or Prompt the user to decide if the idle time is saved, saved, and moved to another project, or discarded.

You can change this for the entire organization or for each individual user.

 

Quickbooks for desktop

If you plan to link Quickbooks (Desktop) to Hubstaff, you’ll need to fill out this page, which can be accessed by navigating to Settings > General > Quickbooks for Desktop.

To find your Company Created Time in Quickbooks, please follow this guide:

  • Open Quickbooks
  • Click on File.
  • Go to Utilities.
  • Go to Export.
  • Click on Timer List.
  • Save the file to a location.
  • Open the file in Notepad.
  • COMPANYCREATETIME can be found as the last entry on the headers on the first row.
  • The corresponding value on the row beneath it is the COMPANYCREATETIME.

 

To access this setting, go to Settings > General > Product Links.

This setting allows you to connect your current Hubstaff organization with another Hubstaff product, such as Hubstaff Tasks.

To link your current organization with Hubstaff Tasks, click on Link with another Hubstaff product, then select the Hubstaff Tasks organization as shown below, then hit Create.

Features Settings

The features settings allow you to configure additional settings for your members. To access this page, go to the Settings tab then the Features section.

Activity

Track apps & URLs

To access this setting, navigate to Settings > Features > 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.

Track locations

To access this setting, navigate to Settings > Features > Activity > 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 allows your team to track their time and locations when they’re on the road or out of the office. The app will allow you to always know where your team is through our sophisticated location monitoring. 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. Always – record locations when the app is open.

Premium Plan:

 

Screenshot frequency

To access this setting, navigate to Settings > Features > Activity > Screenshot frequency.

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

Screenshot blur

To access this setting, navigate to Settings > Features > Activity > 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.


Screens will only be blurred when the setting is on. It will not apply to any screens recorded prior to enabling the setting.

Delete screenshots

To access this setting, navigate to Settings > Features > Activity > Delete screenshots.

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

Record activity

To access this setting, navigate to Settings > Features > Activity > 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

Modify time

To access this setting, navigate to Settings > Features > Timesheets > Modify time.

This allows you to assign a value (Yes or No) to your organization as a whole or to individual users as to whether they can delete activity that was previously recorded through the Hubstaff time tracker and add, remove or edit time manually.

Require reason

To access this setting, navigate to Settings > Features > Timesheets > Require reason.

This setting allows you to control if you’ll require your users to provide a reason whenever they edit their timesheets. You can enable it for the entire organization or for each individual user.

Invoices

To access this setting, navigate to Settings > Features > Invoices.

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. Payment terms
    1. Notes
    2. Net Terms
  6. Payment button

Schedules

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

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.

Time Off

Time off policies

To access this setting, navigate to Settings > Features > 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

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

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

Job Sites

To access this setting, navigate to Settings > Features > 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.

To enable this setting, follow the steps below:

Step 1

Navigate to Settings > Features > Job Sites

Step 2

Click on Enter/exit notifications, then toggle the Default setting to enable/disable this feature for your entire organization, or toggle individual settings to enable it for some users and disable it for others.

 

Payments

To access this setting, navigate to Settings > Features > 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.

Billing Settings

Here, you can upgrade/downgrade your plan subscription, change your card details, view your billing history, and download Hubstaff subscription invoices. To access this page, go to the Settings tab and go to the Billing section.

Information

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

This setting allows you to:

  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. View Billing history

Change Plan

To access this setting, navigate to Settings > Billing > Change Plan.

This setting allows you to choose a new subscription plan. You can select monthly or annual plans, then choose the subscription plan with the features you need. After that, you can select the size of the plan that fits your team.

Change card

To access this setting, navigate to Settings > Billing > Change Card.

This setting allows you to change the credit card being used to pay for your subscription. Fill in the name, card number, expiry date, security code/CVC, and your ZIP code then hit Save to change the card you have on file.

Billing History

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

This setting allows you to view your billing history. This includes all receipts as well as adjustments or credits made within your organization.

 

Additionally, you can click on Receipt settings to add your address/company name to your receipts. You can also choose which email address to send receipts then hit Save.

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