Settings

Settings is where you lay the groundwork before anything else in Hopshift can work. Your company's Tax ID and SSO registration number must be set before you can finalize payroll. Departments and positions must exist before you can add employees. Leave types must be configured at the group level before employees can request leave.

If you are setting up for the first time, complete these in order: General (company info and tax IDs) then Departments then Positions then Leave Types then Pay Periods.

Settings are organized under two contexts: Company Settings (for the currently selected company) and Group Settings (shared across all companies in the group, visible to Group Admins).

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Company Settings

General

The General settings page contains your company's basic information:

Click Save after making changes.

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Departments

Departments are the organizational units that employees belong to. They are used for filtering in the employee directory, scheduling, and leave calendar.

Managing Departments

Go to Settings → Departments.

To add a department:

1. Click Add Department.
2. Enter the department name.
3. Click Save.

To edit a department: Click the department name, update it, and click Save.

To deactivate a department: Toggle the Active switch. Inactive departments cannot be assigned to new employees but remain in the system for historical records.

Example Department Structure

For a restaurant group, departments might be:

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Positions

Positions represent job titles. They are assigned to individual employees and control which level tier an employee falls into (which in turn affects leave entitlements).

Managing Positions

Go to Settings → Positions.

To add a position:

1. Click Add Position.
2. Enter the position name in English (required).
3. Optionally enter the Thai and Chinese translations.
4. Assign a level tier if applicable.
5. Click Save.

To edit a position: Click the position name to open the edit form. All three language fields can be updated.

To activate/deactivate: Use the toggle next to the position. Inactive positions are hidden from the employee creation form.

To delete: Positions that have never been assigned to an employee can be deleted. Click the three-dot menu → Delete.

Position Names and Localization

Positions support three languages:

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Leave Types

Leave type configuration is done at the Group level and applies to all companies in the group. Go to Settings → Leave Types (from the Group settings sidebar).

Default Leave Types

Hopshift pre-loads standard leave types for Thailand. These cannot be deleted but can be adjusted:

Editing a Leave Type

1. Click the leave type name to open its settings.
2. Adjust:
   • Default annual entitlement (days)
   • Whether carry-over is allowed
   • Maximum carry-over days (if carry-over is on)
   • Whether a supporting document is required when requesting this leave
   • Which employment types are eligible (Full-time, Part-time, Contract, Intern)
3. Click Save.

Adding a Custom Leave Type

1. Click Add Leave Type.
2. Fill in:

3. Click Save.

Level Tiers and Leave Entitlements

Annual leave entitlements in Thailand typically scale with seniority. Hopshift supports this via Level Tiers: you define tiers (e.g. "Operations Staff", "Outlet Manager", "Manager") and set the annual leave entitlement for each.

Go to Settings → Groups → Level Tiers to configure:

Employees accumulate additional days as their length of service increases, up to the maximum for their tier.

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Pay Periods

Pay period configuration controls how Hopshift divides time into payroll cycles.

Go to Settings → Pay Periods.

Supported Pay Period Types

Setting a Custom Cut-Off

1. Go to Settings → Pay Periods.
2. Select Custom cut-off.
3. Enter the Cut-off day (e.g. 20 for a 21st–20th cycle).
4. Click Save.

From the next payroll run onward, Hopshift will generate runs based on this cycle.

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Group Settings

Group Settings are shared across all companies in your group. Access them by switching to the Group context in the sidebar (visible to Group Admins).

Group Profile

Group Admins

Group Admins have full cross-company access. To invite a Group Admin:

1. Go to Group Settings → Team.
2. Click Invite Group Admin.
3. Enter their email address.
4. Click Send Invitation.

If the person already has a Hopshift account, they are added immediately. If not, they receive an invitation email and set their password when they follow the link.

API Keys

Hopshift provides API access for integrations with accounting software, time-tracking tools, and other systems.

To create an API key:

1. Go to Group Settings → API Keys.
2. Click Create API Key.
3. Enter a name for the key (e.g. "Accounting Integration").
4. Select the permissions this key should have (read-only or read/write).
5. Click Generate.
6. Copy the key immediately: it is only shown once.

To revoke a key: click the three-dot menu next to it and select Revoke. Revoked keys stop working immediately.

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Notifications

Configure which events trigger email notifications and who receives them.

Go to Settings → Notifications.

Toggle each event on or off, or add additional recipients by email address.

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Public Holidays

Go to Settings → Public Holidays to view and manage the public holiday calendar.

Thailand public holidays are pre-loaded and updated by Hopshift. You can:

• Add custom holidays (e.g. company-specific days off)
• Configure substitute holidays for public holidays that fall on weekends
• Disable a built-in holiday if your company does not observe it (rare, but possible for multi-country operations)

See the Time Off guide for more details on how public holidays interact with leave requests and the leave calendar.