Organization Settings

Configure your organization profile, branches, departments, employee ID formats, attendance rules, geofencing, device management, and security policies.

Organization Profile

Set up your organization's identity that appears across all generated documents, portals, and reports. Navigate to Workforce > Settings > Organization.

• Organization Name — Full legal name of your organization
• Logo — Upload your organization logo (PNG or JPG, recommended 200x200px). Used on letterheads, portals, and certificates.
• Motto/Tagline — Organization motto displayed on generated documents
• Address — Registered office address (appears on official letters)
• Contact Email — Official HR/admin email
• Contact Phone — Organization phone number
• Registration Number — CAC registration or equivalent
• Authorized Signatory — Name and title of the person whose name appears on official letters

Branches & Departments

Managing Branches

Branches represent physical locations or regional offices:

1. Navigate to Settings > Branches
2. Click Add Branch
3. Enter branch name, address, and branch code (used in employee IDs)
4. Set branch manager (selected from staff directory)
5. Configure branch-specific geofence coordinates

Managing Departments

Departments are organizational units that exist across branches:

1. Navigate to Settings > Departments
2. Click Add Department
3. Enter department name and code (e.g., "Engineering" / "ENG")
4. Set department head (selected from staff directory)
5. Optionally set parent department for hierarchical structure

Employee ID Format

Configure how auto-generated staff IDs are structured:

1. Navigate to Settings > Employee ID
2. Build your format using available tokens:
   • {ORG} — Organization abbreviation
   • {YEAR} — Registration year
   • {SEQ} — Sequential number (auto-incrementing)
   • {DEPT} — Department code
   • {BRANCH} — Branch code
3. Set sequence padding (e.g., 3 digits = 001, 4 digits = 0001)
4. Set separator character (dash, slash, or none)
5. Preview example IDs before saving

Clock-In Rules

Configure attendance tracking behavior:

• Clock-In Deadline — Time after which arrivals are marked late (per shift or global)
• Grace Period — Minutes of tolerance (0-15 minutes)
• Earliest Clock-In — How early staff can clock in before shift start (prevents gaming)
• Earliest Clock-Out — Minimum hours before clock-out is allowed
• Auto Clock-Out — Automatically record departure at shift end time
• Weekend Policy — Allow, require, or block weekend clock-ins
• Holiday Calendar — Define public holidays (no attendance required)

Shift Schedules

Default shift templates that can be assigned to staff:

• Define standard shifts with start/end times
• Set applicable days for each shift
• Configure break duration per shift
• Set maximum capacity per shift

See Staff Scheduling for detailed shift management.

Geofencing

Location-based attendance verification configuration:

• Coordinates — GPS latitude and longitude for each location (use map picker for easy selection)
• Radius — Allowed distance in meters (50m to 1000m, recommended: 100-200m)
• Multiple Locations — Add multiple geofence points per branch for campus-style offices
• Enforcement Mode — Strict (block clock-in outside radius) or Lenient (allow but flag)

Device Manager

Control which devices can be used for clock-in:

• Authorization Mode — Open, Whitelist, or First-Use (see Attendance)
• Max Devices Per Staff — Limit how many devices each person can register (default: 2)
• Device Whitelist — View and manage all authorized devices
• Pending Approvals — Review and approve new device registration requests
• Revoke Access — Remove authorization for lost, stolen, or decommissioned devices

Workforce Configuration

• Working Days — Define which days of the week are working days (default: Monday-Friday)
• Timezone — Organization timezone for all time-based operations (default: Africa/Lagos WAT)
• Pay Frequency — Monthly, Bi-weekly, or Weekly (affects payroll cycle generation)
• Leave Year — Calendar year or custom fiscal year for leave allocation
• Probation Period — Default probation length for new hires (in months)

Security Settings

• Multi-Factor Authentication (MFA) — Require MFA for admin access to Workforce Intelligence settings
• Session Timeout — Inactivity timeout for admin sessions (default: 30 minutes) and staff portal (default: 15 minutes)
• Password Policy — Minimum length, complexity requirements, and rotation period for admin accounts
• Failed Login Lockout — Number of failed attempts before temporary lock (default: 5 attempts, 15 minute lockout)
• IP Whitelist — Restrict admin access to specific IP addresses or ranges
• Audit Logging — All settings changes are logged with timestamp, user, and previous/new values

Custom Branding

Customize the appearance of staff-facing portals and documents:

• Primary Color — Main accent color for portals and buttons
• Secondary Color — Supporting color for headers and highlights
• Portal Logo — Logo displayed on staff portal login page
• Document Header — Custom header template for generated letters
• Certificate Design — Customize compliance certificate layout and colors