Workspace settings
See every company in your workspace and what they share, switch between them, and set the group policies that apply to all of them.
On this page
A workspace holds one or more companies. Each company keeps its own people, vehicles, places and documents. The workspace holds what they share: who can sign in, the mail server, file storage, the lists people pick from, the group policies and the plan you pay for.
Admin can open everything here. A custom role sees the parts its permissions allow: companies.manage for the companies, workspace.manage for group policies, mail, file storage and lists, users.manage for users and sign-in, and billing.manage for the plan.
Open the workspace page
Go to Setup and choose Workspace. The page brings the whole workspace together:
| Part | What it shows |
|---|---|
| Companies in this workspace | Each company with its people, vehicles and places, and what needs attention, such as expired documents or vehicles in the workshop. |
| Shared by every company | Mail, file storage, sign-in, group policies, lists, and users and roles. What needs you is marked in orange and comes first. |
| Your plan | Your plan, how many companies are active and how many people are on staff. |
| About this workspace | The web address, the owner and the date it was created. |
Each company's own settings are on the Settings page. Choose Open Settings to go there.
Switch between companies
In Companies in this workspace, choose Switch next to a company to work in it. The company you are in shows You are here. You only get Switch for companies you have access to.
Archived companies are hidden until you choose Show archived. They keep their records, and Bring back takes you to the companies list, where you can make one active again.
To add a company, choose Add a company. A second company is billed as its own seat. See Add your companies.
Use the settings menu
Go to Settings. A menu down the side lists every settings screen under two headings:
- This company: Overview, Company details, Operating settings and Reminders apply only to the company you are working in.
- Workspace · every company: Companies, Users and access, Group policies, Mail, File storage, Billing, Export data and Close workspace apply to all of them.
A dot next to an item means it needs a look, for example mail that is not connected, or people signing in with a password alone. You only see the items your role can open.
Set the group policies
Group policies are the operating rules every company follows. You set them once for the whole workspace.
- Go to Settings and choose Group policies.
- Change what you need. Each section says what it is for:
| Section | What you set |
|---|---|
| Rostering | Roster period, minimum rest, working-time limit and the default shift split. With no split yet, Use a preset fills one in for you to check. |
| Scheduling rules | For each rule, Block, Warn or Off. Some rules cannot be switched off. |
| Clock-in check | How far from a place a clock-in can be before it is flagged. A clock-in is never refused. |
| Travel between visits | Speed, road factor and buffer used to check a carer can reach the next home in time. |
| Regular carers | Who counts as a client's regular, so the same faces are offered first. |
| Pay | Payroll period, cut-off day, currency, overtime and holiday rates. |
| Quiet hours | A window with no phone notifications to staff, except for a shift starting inside it. |
| Records | How many years a person's records are kept after they leave. |
| Help | Whether Ask ValiCrew is shown beside Support. |
- Choose Save changes at the bottom of the screen.
Changes apply to shifts and clock-ins from then on. Published rosters are checked again at their next change. The bar at the bottom shows when the policies were last changed and by whom. See Schedule and rosters.
Your data and training
The side of the Workspace page also holds:
- Free Basic Training: pick one of the offered times and choose Book this time. See Billing and training.
- Your data: Export gives a full copy of every company as files you keep, and Import data brings in staff, documents and vehicles from a spreadsheet. See Export your data and Import your data.
- For the workspace owner only, a link to close the workspace. See Close your workspace.