Settings

Configure your Olympus Cloud organization to match your business needs and operational requirements.

Organization Settings

General Settings

Configure company-wide preferences:

Setting	Description
Organization Name	Your company display name
Time Zone	Default time zone for scheduling
Date Format	MM/DD/YYYY or DD/MM/YYYY
Time Format	12-hour or 24-hour
Currency	For labor cost calculations
Week Start	Sunday or Monday
Fiscal Year Start	For annual reporting

To update:

1. Go to Settings > Organization > General
2. Modify settings
3. Click Save Changes

Branding

Customize the look of your portal:

Option	Description
Logo	Upload company logo
Primary Color	Accent color throughout
Email Header	Logo for email notifications
Mobile Logo	App icon customization

Business Hours

Define standard operating hours:

1. Go to Settings > Organization > Business Hours
2. Set hours for each day
3. Mark closed days
4. Use for scheduling suggestions

Location Management

Add Location

1. Go to Settings > Locations
2. Click + Add Location
3. Enter:
   • Location name
   • Address
   • Time zone (if different)
   • Contact info
4. Save

Location Settings

Configure per-location options:

Setting	Description
Geofence	Clock-in location boundary
Departments	Location-specific departments
Positions	Available roles at location
Managers	Assigned location managers
Operating Hours	Location business hours

Geofencing

Set up location-based clock-in:

1. Select a location
2. Click Geofence Settings
3. Set center point (address or coordinates)
4. Define radius (50-500 meters)
5. Enable enforcement
6. Save

Location Groups

Create groups for regional management:

1. Go to Settings > Locations > Groups
2. Click Create Group
3. Name the group (e.g., "West Region")
4. Add locations to group
5. Use for filtering and reporting

User Management

View Users

1. Go to Settings > Users
2. See all organization users
3. Filter by:
   • Status (active, inactive)
   • Role
   • Location
   • Department

Add User

1. Go to Settings > Users
2. Click + Add User
3. Enter user details:
   • Email address (required)
   • First name
   • Last name
   • Phone (optional)
4. Assign role
5. Assign location(s)
6. Assign department(s)
7. Click Send Invitation

User Profile

For each user, manage:

Field	Description
Personal Info	Name, contact details
Employment	Start date, position, department
Access	Role, locations, permissions
Credentials	Password reset, 2FA
Status	Active or deactivated

Deactivate User

1. Find user in Settings > Users
2. Click user to open profile
3. Click Deactivate
4. Confirm action

Deactivation Effects

Deactivating a user immediately revokes their access and removes them from future schedules. Historical data is preserved, and the user can be reactivated later.

Reactivate User

1. Filter users by "Inactive" status
2. Click deactivated user
3. Click Reactivate
4. User can log in again

Bulk User Import

Save Time with CSV Import

Use bulk import to onboard large teams at once. Download the template CSV, fill in employee data, and upload it to send invitations to everyone simultaneously.

Add multiple users at once:

1. Go to Settings > Users > Import
2. Download template CSV
3. Fill in user data
4. Upload completed file
5. Review and confirm
6. Invitations sent to all

Roles and Permissions

Built-In Roles

Role	Description
Administrator	Full access to all features and settings
Manager	Team management, scheduling, approvals
Employee	View schedule, clock in/out, requests
Viewer	Read-only access to assigned areas

Create Custom Role

1. Go to Settings > Roles
2. Click + Create Role
3. Name your role
4. Select permissions by category:

Permission Categories

Category	Includes
Scheduling	View, create, edit, publish schedules
Time	View, edit, approve timesheets
Team	View, add, edit, deactivate users
Reports	View, create, export reports
Communication	Send announcements, broadcasts
Settings	Access organization settings
Billing	View and manage billing

5. Save role

Edit Role

1. Go to Settings > Roles
2. Click role to edit
3. Modify permissions
4. Save changes
5. Affects all users with this role

Delete Role

1. Select role
2. Click Delete
3. Reassign users to another role
4. Confirm deletion

Department Management

Create Department

1. Go to Settings > Departments
2. Click + Add Department
3. Enter:
   • Department name
   • Description (optional)
   • Parent department (for hierarchy)
   • Manager
4. Save

Department Hierarchy

Create nested departments:

• Operations
  • Front of House
  • Back of House
  • Support
• Administration
  • HR
  • Finance

Assign Employees

1. Edit employee profile
2. Select primary department
3. Optionally add secondary departments
4. Save

Position Management

Create Position

1. Go to Settings > Positions
2. Click + Add Position
3. Enter:
   • Position title
   • Description
   • Pay rate (optional)
   • Required certifications
4. Save

Position Scheduling

Use positions for shift requirements:

• Require specific position for shifts
• Filter schedules by position
• Track position coverage

Notification Settings

Organization Notifications

Configure default notification behavior:

Notification	Options
Schedule Published	Email, push, both, none
Shift Change	Email, push, both, none
Request Response	Email, push, both, none
Time Reminders	Email, push, both, none
Announcements	Email, push, both, none

Notification Templates

Customize notification content:

1. Go to Settings > Notifications > Templates
2. Select notification type
3. Edit subject and body
4. Use merge fields for personalization
5. Save

Quiet Hours

Set organization-wide quiet periods:

1. Go to Settings > Notifications > Quiet Hours
2. Set start and end time
3. Select days
4. Non-urgent notifications held until quiet hours end

Integrations

Available Integrations

Category	Examples
Payroll	ADP, Paychex, Gusto, QuickBooks
HR	BambooHR, Workday
POS	Square, Toast, Clover
Calendar	Google Calendar, Outlook
Communication	Slack, Microsoft Teams

Connect Integration

1. Go to Settings > Integrations
2. Find desired integration
3. Click Connect
4. Authorize access
5. Configure sync settings
6. Save

Manage Integrations

For connected integrations:

• View sync status
• Configure field mapping
• Set sync frequency
• View error logs
• Disconnect

See Integrations Guide for detailed setup instructions.

Time and Attendance Settings

Clock-In Rules

Setting	Description
Early Clock-In	Minutes allowed before shift
Grace Period	Late minutes before flagged
Auto Clock-Out	Hours before automatic punch
Photo Verification	Require selfie on clock-in
Geofencing	Location verification

Overtime Rules

Configure overtime calculations:

Setting	Description
Weekly Threshold	Hours before weekly OT
Daily Threshold	Hours before daily OT
OT Rate	Multiplier (1.5x, 2x)
Double Time	Threshold and rate

Break Rules

Setting	Description
Paid Break Length	Duration of paid breaks
Meal Break Length	Duration of meal breaks
Meal Break Paid	Whether meal is paid
Break Reminders	Notify for missed breaks

Scheduling Settings

Schedule Defaults

Setting	Description
Default Shift Length	Standard shift duration
Minimum Rest	Hours between shifts
Max Hours/Day	Daily hour cap
Max Hours/Week	Weekly hour cap
Auto-Publish	Days before auto-publish

Shift Trading

Setting	Description
Allow Swaps	Enable shift swapping
Require Approval	Manager must approve
Same Position Only	Must swap within position
Open Shift Pickup	Allow claiming open shifts

Billing

View Plan

1. Go to Settings > Billing
2. See current plan details:
   • Plan name and tier
   • Monthly/annual billing
   • Features included
   • User count

Payment Method

Update payment:

1. Go to Settings > Billing > Payment
2. Add or update card
3. Verify payment method
4. Save

Invoices

Download past invoices:

1. Go to Settings > Billing > Invoices
2. View invoice history
3. Click to download PDF
4. Use for expense reporting

Change Plan

1. Go to Settings > Billing > Plans
2. Compare available plans
3. Select new plan
4. Confirm changes
5. Prorated billing applies

Security Settings

Protect Your Organization

Enabling two-factor authentication and setting a strong password policy are critical for protecting your organization from unauthorized access. We strongly recommend enforcing 2FA for all administrator and manager accounts.

Two-Factor Authentication

Require 2FA for users:

1. Go to Settings > Security > 2FA
2. Enable organization requirement
3. Set grace period for setup
4. Users prompted on next login

Password Policy

Setting	Options
Minimum Length	8-16 characters
Require Uppercase	Yes/No
Require Numbers	Yes/No
Require Symbols	Yes/No
Expiration	Days until reset required

Session Settings

Setting	Description
Session Timeout	Minutes of inactivity
Concurrent Sessions	Allow multiple devices
IP Restrictions	Limit access by IP

Data Management

Data Export

Export your organization data:

1. Go to Settings > Data > Export
2. Select data types
3. Choose format
4. Request export
5. Download when ready

Data Retention

Configure how long data is kept:

Data Type	Default Retention
Time Records	7 years
Messages	1 year
Schedules	3 years
Audit Logs	7 years

Audit Log

View all administrative actions:

1. Go to Settings > Audit Log
2. Filter by:
   • User
   • Action type
   • Date range
3. See who changed what and when
4. Export for compliance