Each workplace has its own settings: open them with More → Workplace settings. Owners and managers can change the general settings; the money sections (Financials, Sales Targets (net), Labour cost rules) are for the owner and managers with finances. Every section has a pencil to edit it and a small ? that explains it in a sentence or two.
General information
Name, Currency, Timezone and First Day of the week apply to every roster and report of the workplace. The Swap Policy is explained below.
Location holds the address and the GPS coordinates; use Select on Map to pick the spot.
Roles and skills
In Staff & Skills:
- Roles are the positions people work in, e.g. Barista or Shift lead. Every shift asks for one role.
- Skills are extra qualifications, e.g. opening the till or latte art. A shift can require a skill, and only people who have it are suggested for it.
- Leads shifts: tick the positions and skills whose people can lead a shift (e.g. KeyHolder), besides the owner and managers. Auto-assign makes sure each busy period has one, and the roster warns about days without one.
Keep both lists short: they appear in every shift and employee form. Changes are saved as you make them.
Availability slots
Availability Slots are the parts of the day your team chooses from when they fill in their availability, e.g. Morning 06:00–12:00, Afternoon 12:00–18:00, Evening 18:00–24:00. Add one with Add New Slot: give it a label, a start and an end.
Match the slots to your typical shifts. The clearer they are, the easier it is to build the roster from the answers.
Shift templates and the weekly skeleton
The weekly skeleton is your default week. Every new month starts from it, so a good skeleton saves most of the work. It is built from three layers:
- Shift definitions (shift templates): a role and hours, e.g. Barista 08:00–16:00. Manage them with Manage Shift Templates.
- Day templates: the shifts of a typical day, e.g. "Standard" with two morning baristas and an evening one, or "Weekend". Create one with Create Day Template (or New), then add shifts with Add Existing or New Definition.
- Working Week: which day template each day of the week uses; a day can also be a Day Off.
Open the editor from Rosters → Weekly Skeleton or from Workplace settings → Roster Blueprint → Edit Weekly Skeleton.
When you create a new month, the skeleton's shifts are copied into it as open shifts, ready for people to be assigned. Changing the skeleton later does not touch months that already exist.
Sales targets
Sales Targets (net) are the net sales (without VAT) you expect on each day of the week. They become each day's sales plan in the daily records: the commission you plan to earn and the planned labour % are calculated from them. Update them when the season changes; a single day's target can also be changed in the daily records.
Financial settings
- Monthly Fixed Revenue (net): income that does not depend on sales, e.g. a fixed fee. It is spread evenly over all days of the month and counted in each day's income.
- Commission %: the commission you earn on net sales (0–100), e.g. as the operator of a franchise café. Your revenue is this commission plus the fixed revenue; the sales are its base. 100% means the whole net sales are yours. See sales, revenue and labour %.
- Labour target (% of income): the share of your income you aim to spend on staff (1–100%): the commission plus the fixed revenue, or the net sales without a commission (see labour %). The staffing hints call a day just right within 5 points either side. Below the field the app shows what the target is as a share of the sales at your commission, e.g. 60% of income is about 15.1% of net sales at your 25.2% commission. Leave it empty for the default: 60% of income with a commission (an operator who keeps only a commission usually pays neither the goods nor the rent from it, so staff are most of the costs, and 60% leaves 40% for the rest and the margin), 30% without one (the usual hospitality share of sales). A target saved before the target meant income was a share of the sales: with a commission it is shown converted (22% of sales at 25.2% is 87.3% of income) with a note, until you save the settings again. Without a commission nothing changes.
- Sales per labour hour target: the net sales each hour of work should bring. The suggested targets turn a day's expected sales into hours and people with it. Leave it empty to use your own figure over the last 8 weeks (takings ÷ hours worked).
All amounts are net.
Swap policy
The swap policy decides what happens when someone gives a shift away. There are four types:
| Type | On screen | Putting the shift on the marketplace | Someone takes it |
|---|---|---|---|
| A | Type A: Straight to the pool | happens at once | the shift is theirs at once |
| B | Type B: Manager approves the swap | happens at once | a manager approves the handover |
| C | Type C: Manager lets it into the pool | a manager agrees first | the shift is theirs at once |
| D | Type D: Manager approves both steps | a manager agrees first | a manager approves the handover |
Pick A for a small, trusted team; B or D when you want a say in who works. Read more in Shift swaps and the marketplace.
Labour cost rules
The rules used to price shifts (owner and managers with finances):
- Labour law: the market, today Poland.
- Accident insurance rate (%): 1.67% unless ZUS assigned your firm another rate (always 1.67% under 10 insured people).
- Night period: 8 hours between 21:00 and 07:00 (default 22:00–06:00). Night hours on an employment contract earn the night allowance.
- Owner's shifts are unpaid: turn it on if your own shifts should stay out of labour cost, labour % and pay estimates.
- Settlement period: 1 to 4 months (default 1). Overtime on employment contracts is counted against 8 hours a day and an average 40-hour week over this period; the hours over the period's norm are settled in its last month. Periods start in January: 3 months are the quarters.
- Time off instead of overtime pay: turn it on if you give overtime, and Sunday or holiday work over the norm, back as time off; the estimate then adds no supplements and shows the hours to give back instead.
Changes to the rates and the night period apply to shifts priced from now on; past months keep their figures. More in Labour cost and printable reports.
No-show alerts
When someone has not clocked in this long after their shift started, the managers and the owner get a notification. Set Alert managers after to the number of minutes (default 15), or Off. See Notifications.
Clock-in location
Whether clocking in and out on a phone or in the browser checks that the person is at the workplace. Set the workplace's Location first: the check measures from it.
- Off (the default): anyone clocks in from anywhere, as before.
- Warn: outside the Radius (150 m by default), or without a location, the clock-in still works but is marked for you in Today at work and on the roster (Outside the area · 420 m, Location not verified).
- Block: outside the radius, or without a location, the clock-in is refused and the person sees how far they are. You can still enter or correct the times by hand.
The app reads the location once, at the tap, and keeps only the result and the distance, never coordinates; it explains this to each person before the first reading. The workplace's tablet counts as on site; watches and the desktop app have no location, so their clock-ins are unverified (Warn) or refused (Block). Where the check is on, people cannot type their own hours: the managers correct them. In Poland, introduce the check in your work regulations or with a notice to staff (art. 22³ § 4 of the Labour Code) before you turn it on.
Clock-in checks
Unusual clock times are flagged for a manager, never refused. They appear under To review in Today at work and in the day of the daily records. Owners and financial managers set:
- Clock-in earlier than planned by more than (15 min by default), Clock-out later than planned by more than (15 min), Shift longer than planned by more than (30 min) and Shift shorter than (15 min); Off turns a flag off. A clock outside the area (Warn mode above) is flagged too.
- Count time from the planned start: pay estimates, labour cost, the accountant's export and the tip split count from the planned start to the planned end; extra minutes count once a manager approves them. Late starts and early ends count as clocked.
- QR code only on the tablet: the tablet takes no PINs; people clock in by scanning its code with their own phone.
- Two people on one tablet within (60 seconds by default): flags the second clock.
- Flag tablet clock-ins without app activity (off by default): a PIN clock-out is flagged when the person has not opened the app since clocking in.
- Photo at clock-in on the tablet (off by default): see the tablet. Before turning it on, carry out a data protection impact assessment and inform your staff.
Medical exams and OHS
What happens when someone is assigned a shift after their medical exam or OHS training expired: Warn (the default: the manager may Assign anyway) or Block (nobody can assign them until new dates are recorded; art. 229 § 4 of the Labour Code forbids letting an employee work without a valid medical certificate). Only the owner and managers with finances change it. See Shift leads, supervision, medical exams and OHS.
Rest between shifts
Apply the 11 h and 35 h rest to every contract (on by default). The Labour Code requires 11 hours of daily rest and 35 hours of weekly rest only for employment contracts (articles 132 and 133). On, the roster warns about the same rest, and auto-assign keeps it, for contracts of mandate, contracts for specific work and own businesses too, labelled as your company rule. Off, only employees get them. Owners and partners without a contract are never checked. See Which rules apply to which contract.
Sundays and holidays
Poland's Sunday trading law (ustawa o ograniczeniu handlu w niedziele i święta) closes most shops on Sundays and public holidays. It does not cover gastronomy, bakeries, petrol stations, pharmacies and some other businesses, so cafés and restaurants usually stay open every Sunday. In Sundays and holidays choose:
- Every Sunday: open every Sunday and public holiday (the default).
- Trading Sundays only: for shops under the ban. Open only on the trading Sundays the Act allows (the last Sunday of January, April, June and August, the Sunday before Easter and the three Sundays before Christmas Eve), closed on public holidays.
- Never: closed every Sunday and public holiday.
New months get no shifts from the weekly skeleton on the days the workplace is closed. The roster and the daily results mark those days, e.g. "Closed (non-trading Sunday)" or "Closed (public holiday)". You can still add a shift on such a day by hand.
The list of trading Sundays and holidays comes from the Act itself, with the article and the date it was checked. When the law changes, we update the list; you do not need to update the app.
Exporting or removing a workplace
Under More at the bottom of the settings:
- Export workplace data prepares a ZIP archive of the workplace (see Privacy and your data).
- Remove Workspace (owner only) permanently deletes the workplace with all its rosters, shifts, pay records, absences, availability and invitations. Export the data first: as the employer you must keep employee records, such as working time, for years. Removing a workplace does not cancel your subscription.