Company Settings define top‑level defaults and behaviours for your entire Rotageek tenant – things like the company year, allowed break types, clock‑in options, security and how some budgeting and demand features behave. Most of these are “set once carefully” choices that should only change occasionally after go‑live.
Use this article to understand what each option does and when you might change it.
Opening Company Settings
Sign in to Rotageek with an account that has Admin Console access and the relevant Company Settings permission.
From the web app, go to Admin Console → Company settings.
The Company Settings page opens, showing your current configuration and Save / Reset buttons at the bottom of the screen.
Company details & annual configuration
These options define your organisation’s identity and high‑level calendar behaviour.
Company name
Purpose: The display name for your organisation within Rotageek.
Typical use: Enter the legal or commonly‑used company/brand name.
Impact: Appears in areas where the company is referenced (e.g. Admin Console header, some reports).
Annual start date
Purpose: Sets the start of your company / scheduling year (for example the first trading week of the year).
Impact: Affects week numbering and some annual calculations in the scheduler and timesheets.
Guidance: Treat this as a long‑term decision; changing it after go‑live can confuse reports and week numbers.
Productivity
Purpose: High‑level configuration for how productivity is modelled for the group.
Impact: Used by features that display or calculate productivity where enabled.
Notes: In Standalone Leave groups this option is hidden, because scheduling and productivity are not used there.
Budget source
Purpose: Defines where Rotageek should pull budget data from (for example, internal budgets vs external feed).
Impact: Controls which source is treated as the “source of truth” for budget lines in scheduling and reporting.
Calculated demand mode
Purpose: Controls how demand is calculated for scheduling (e.g. whether demand is calculated automatically or not).
Impact: Influences the demand curves that the autoscheduler and schedule analysis use.
Security & validation
Multi‑factor Authentication (MFA)
Purpose: Enables multi‑factor authentication for specific user types when signing in.
Behaviour:
You choose which user category should use MFA (for example managers or admins).
When those users log in, they are prompted to complete an extra verification step (authenticator app or email code).
Operational tips:
If many users have issues during critical windows (e.g. payroll sign‑off), you can temporarily turn off MFA here to reduce disruption, then re‑enable once issues are resolved.
If a user is locked out because they advanced past MFA setup without completing it, an admin may need to reset their MFA details following the internal procedure in the MFA support article.
Blocked days validation setting
Purpose: Controls how strictly the system enforces blocked days (dates when certain actions like leave or shifts should not occur).
Impact:
Hard block: prevents actions on blocked days.
Soft block: allows the action but raises a warning for review.
Authorised Devices & “Restrict clock‑in to authorised devices”
Purpose: Restricts web clock‑in so that employees can only clock in from approved devices (e.g. in‑store terminals).
How it works:
Admins or managers with the Authorise Devices permission can authorise a device and tie it to one or more locations.
When Restrict clock‑in to authorised devices is turned on in Company Settings, web clock‑in only works from those authorised devices.
Best practice:
Pre‑configure authorised devices before you enable the restriction; the system can warn if locations have web clock‑in enabled but no authorised device yet.
Keep the Authorise Devices permission limited to a small, trusted group (e.g. store managers and central admins).
Clock‑in channels & break policy
These options control which channels and break types your organisation uses for Time & Attendance.
Allowed break types
Purpose: Determines whether your company uses paid breaks, unpaid breaks, or both.
Examples:
To allow both paid and unpaid breaks, set Allowed break types = Paid and Unpaid.
If you only want unpaid breaks, choose Unpaid – this also hides some paid‑break controls from the scheduler and timesheets.
Web clock in
Purpose: Allows or blocks clock‑in via the web interface.
Impact: When disabled, staff cannot clock in using the browser even if timeclock URLs are known, which can help prevent off‑site clock‑ins.
Mobile clock in
Purpose: Allows or blocks clock‑in via the mobile app.
Impact: When disabled, employees must use web or third‑party devices to clock in.
Third party clock in
Purpose: Controls whether Rotageek accepts clock‑in data from third‑party systems (e.g. POS terminals or hardware clocks).
NOTE: Standalone Leave groups - If your group is configured as Standalone Leave (using Rotageek only for leave management), clock‑in‑related options (Productivity, Allowed break types, Web/Mobile/Third‑party clock in, Authorised Devices, Budget Source, Calculated demand mode and several scheduling toggles) are hidden because they’re not relevant.
General behaviour & notifications
The Settings section lets you control notifications, scheduling behaviour and timesheets.
Suspend all notifications – Temporarily turns off all notifications for the group (use for short maintenance or config changes).
Enable company periods – Turns on company periods for use in reporting and some configuration; extra options may appear elsewhere in the Admin Console.
Enable automatic username generation – Auto-creates usernames when adding users, keeping them consistent and speeding up user creation.
Enable users to edit their own details – Lets employees update selected personal details (e.g. contact info) while sensitive fields stay admin-controlled.
Auto-assign gaps on request – Allows the system to auto-assign open gaps when triggered by a valid request or rule.
NHS Group – NHS-specific behaviour toggle. If it wasn’t configured in your project, leave it as-is and check with your Rotageek contact before changing.
Can edit Forecast Sales – Lets authorised users edit forecast sales values, affecting demand, productivity and scheduling analysis.
Send timesheet update notifications – Sends notifications when timesheets are changed or corrected.
Intercom Enabled – Turns the Intercom chat widget on or off.
Use Timed Breaks – Uses fixed-duration breaks instead of just start/end times.
Subtract Leave from Budgets – Subtracts approved leave from budgets so forecasts reflect absent staff.
Allow Partial Gap Assignment – Lets you assign part of an unassigned gap to a person instead of the full gap.
Clocked Breaks Override Scheduled Break Duration – Uses actual clocked break lengths instead of scheduled durations when processing timesheets.
Dynamically calculate working hours in a day – Calculates daily working hours from actual data, not only the planned schedule.
Clock into unscheduled shift at any location – Allows staff to clock into unscheduled shifts at any location, not just their planned site.
Hard block gap and swap requests if over max days / hours – Blocks (rather than just warns on) requests that would exceed configured maximum days or hours.
Create users on external gap assignment if required – Automatically creates a Rotageek user when an external gap assignment (via API) is received for a person who doesn’t exist yet.