Add your companies
Run several companies or legal entities in one workspace, each with its own records and settings, and switch between them from the top bar.
One workspace can run several companies, for example a group with a trading company and a services company. Each company keeps its own staff, vehicles, documents, shifts and payroll. The lists you share, such as designations, document types and leave types, and everyone's sign-in belong to the whole workspace.
You always work in one company at a time. The company switcher in the top bar says which one, and every screen shows only that company's records.
Only Admin can add, change, archive or delete companies. A custom role needs companies.manage. Who can work in which company is set for each person in Users and access, see Invite your team.
Add a company
- Go to Settings and choose Companies. You can also open the company switcher and choose Add new company.
- Choose New company at the top of the list.
- Enter the company Name and choose its Language. Leave Status on Active.
- Add the Trade licence no. if you have it to hand.
- Choose Create.
If the new company adds to your plan, a window called This company costs extra shows exactly what changes before anything is charged. Choose Add the company to go ahead. If your workspace cannot add a company yet, for example because it has no active subscription, the button explains why and offers Billing.
Switch between companies
- Choose the company name at the top left of the screen.
- Choose the company you want. A tick marks the one you are in.
You stay on the same screen, now showing the other company. The list shows only the companies you have access to. Someone with access to a single company, who cannot manage companies, does not see the switcher at all.
Before you import a spreadsheet or add records, check the name in the switcher. New records always go into the company you are in.
Set up each company
Open the company from Settings › Companies. For the company you are in, the settings menu also has Company details and Operating settings. The company record has three tabs:
| Tab | What you set there |
|---|---|
| Details | Name, language, status and trade licence number. |
| Operating settings | The Timezone its rosters are written in, how its alerts are sent, its Email identity (the from address, from name, reply-to address and email footer), and, once file storage is connected, where its files are kept. |
| Danger zone | Archive, export or delete the company. |
Choose Save changes when you are done. Under Email identity, Send test as this company sends a test message so you can see what arrives.
Rules that apply to every company, such as rest time between shifts, are set once in Group policies. See Workspace settings.
Archive or delete a company
Open the company and go to the Danger zone tab.
- Archive this company takes it out of service. It leaves the switcher and stops being billed from your next renewal, and every record is kept. Setting Status to Inactive does the same. To use it again, choose Bring back on the Companies list; this counts as adding a company again.
- Export this company downloads its records as files. See Export your data.
- Delete this company removes the company and all its records for good, payroll and attendance history included. Type DELETE in capitals to confirm, then choose Delete permanently. Your shared lists, your other companies and everyone's user account stay as they are.
If some people can reach only this company, ValiCrew asks what should happen to them: Move them to another company or Switch their accounts off.
A workspace always keeps at least one active company, so the last one cannot be archived or deleted. Deleting cannot be undone: export the company first if you may need its records for an audit or for WPS.