Getting Started

Hopshift is an HR and payroll platform built for businesses in Southeast Asia. It handles employee management, shift scheduling, leave tracking, clock-in/out, and payroll compliance: all in one place.

This guide walks you through logging in, understanding the platform structure, and navigating the admin interface for the first time.

---

Platform Structure

Before diving into setup, it helps to understand how Hopshift organizes data.

Groups and Companies

Hopshift uses a two-level hierarchy:

Leave policies, public holidays, and compliance settings are configured at the Group level and inherited by all companies within the group. Payroll, employee assignments, and shift schedules are managed at the Company level.

Access levels

Hopshift uses configurable access levels, managed under Access in the group sidebar. Each access level is built on one of four tiers:

Group-level membership is separate: a person can be a group Owner, Admin or Member, set under Group Settings.

---

Logging In

1. Go to hopshift.app and open the login page.
2. Enter your email and click Continue with Email. Hopshift emails you a 6-digit code.
3. Type the code and click Verify & Sign In. You can also use Continue with Google.

If this is your first login, you will have received an invitation email; follow its link and sign in with the emailed code.

There are no passwords in Hopshift, so there is nothing to reset. If a code does not arrive, check your spam folder or use Resend code on the login page.

---

Navigating the Interface

After logging in, you land on the group Overview (or the company Overview if you administer a single company). The interface has two main areas: the scope breadcrumb in the top bar and the sidebar on the left.

Sidebar Navigation

When the scope is set to All companies, the group sidebar is grouped into sections:

• Workforce: Overview, Employees, Leave Management, Approvals, Announcements
• Scheduling: Schedule, Clock-in & Attendance
• Payroll: Group Payroll, Tax Declarations, Intercompany, Meal Allowance, Pay items, Incentives
• Organization: Companies, Structure, Positions, Access
• Settings: group name, API keys and OT policies

When a company is selected, the sidebar shows that company's pages instead: Overview, Employees, Schedule, Attendance, Leave, Leave Balances, Payroll, Analytics, Documents, Notifications, AI Assistant and Settings.

Switching Between Companies

The scope breadcrumb in the top bar shows your group name followed by the company you are looking at. Click it to pick a different company or All companies. Picking a company swaps the sidebar to that company's pages; picking All companies brings back the group sidebar.

Admin vs. Employee View

Admins can also access the employee-facing view of Hopshift: the same interface that your employees use to check their schedules, balances, and payslips. Use the Admin View / Switch to employee view toggle at the bottom of the sidebar.

---

First-Time Setup Checklist

When setting up Hopshift for the first time, complete these steps in order:

Step 1: Configure Company Settings

Select the company in the scope breadcrumb, go to Settings, and on the General tab fill in:

• Company name and country
• Contact information and address
• Thai company details (Thai name and Thai address)
• Company logo

See the Settings guide for full details.

Step 2: Create Departments and Positions

Before adding employees, create the org structure they will belong to.

1. In the company's Settings, open the Departments tab and add your departments (e.g. "Kitchen", "Front of House", "Finance").
2. Switch to All companies and go to Positions in the group sidebar to add job titles (e.g. "Barista", "Outlet Manager", "Chef"). Each position belongs to one company.

Positions can be named in English, Thai, and Chinese for multilingual display.

Step 3: Configure Leave Types

Go to Leave Management in the group sidebar, open the Types & Policies tab and review the leave types for your country (use Thai defaults to create the standard Thai set). Adjust entitlements as needed for your organization's policy. See Time Off for details.

Step 4: Add Employees

Go to Employees in the group sidebar and click Add Employee to add team members one by one. For bulk imports, use Import on the same page (see Importing Employees).

At minimum, fill in:

• Full name (English)
• Company, department, position and location
• Hire date
• Employment type

Before their first payroll run, Thai employees also need:

• National ID number (13 digits)
• Gender

Date of birth is useful but not required to finalize payroll.

See the Employees guide for full profile field documentation.

Step 5: Set Up Shifts

Go to Schedule and add shifts directly on the weekly grid, then publish the week so employees can see it.

See the Scheduling guide for details.

Step 6: Set Up Clock-In

In the company's Settings, open the Clock In tab. Turn on Enable Clock In, choose whether to require a photo and a GPS check, and set the coordinates and radius for each location. Employees then clock in from the Hopshift app.

---

Understanding Pending Actions

The Dashboard shows items requiring your attention. Common items include:

---

Inviting Additional Admins

Company-level admins and managers are employees with an access level. Open the employee's profile, go to the Permissions tab and assign the access level they need. If they have not been invited yet, send them an invite from the profile (see Inviting Employees).

To add a group admin:

1. Switch to All companies and go to Settings.
2. In the Admins card, click Add Admin.
3. Enter their email address and pick an access level (Member, Admin or Owner).

If the person has no Hopshift account yet, they receive an invitation email and sign in with an emailed code when they follow the link.

---

Getting Help

• Documentation: You're here. Use the sidebar to explore guides by topic.
• Email support: Reach out to your Hopshift account representative for setup help and payroll period support.