Settings
Configure your company profile, departments, positions, leave types, pay periods, and group-level settings
Settings is where you lay the groundwork before anything else in Hopshift can work. Your company's RD legal entity number and SSO employer account 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: Company Settings > General, then Company Settings > Departments, then Positions (group sidebar), then Leave Management > Types & Policies (group sidebar), then Payroll > Settings (Pay Cycle and Compliance IDs).
Settings live in two places: Company Settings (pick the company in the scope breadcrumb, then click Settings) and Group Settings (set the breadcrumb to All companies, then click Settings; visible to group admins).
Company Settings
Company Settings has tabs across the top: General, Attendance, Benefits, Data retention, Reminders and Law changes, plus a Payroll link that jumps to the company's payroll settings. The General page has its own inner tabs: General, Locations, Departments, Schedule Rules, Clock In, Leave and Push Logs.
General
The General tab contains your company's basic information:
| Field | Notes |
|---|---|
| Company Name | Shown throughout the app and on documents |
| Country | Determines default leave rules and compliance documents |
| Schedule View Range | Default start and end time shown on the schedule grid |
| Contact Information | Phone and email |
| Address | Street address, city, state, postal code |
| Thai Company Details | Thai company name and Thai address, used on Thai compliance documents (PND1, SSO) |
| Company Logo | Appears on PDFs and payslips |
Click Save in the header after making changes; the button shows "Unsaved changes" while there is something to save.
Compliance IDs
Your tax and social security identifiers are not on the General tab. Open Payroll > Settings for the company and fill in the Compliance IDs card: Legal Entity Number (RD) for PND1 withholding tax filings and Employer's Account Number (SSO) for SSO 1-10 submissions.
The Legal Entity Number (RD) and Employer's Account Number (SSO) in Payroll > Settings > Compliance IDs are required before you can finalize any payroll run for Thai employees. Set these before your first payroll cycle.
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
Departments belong to a company. Open the company's Settings and click the Departments tab.
To add a department:
- Click Add Department.
- Enter the department name.
- Click Save.
To edit a department: Use Edit department on the row, update the name, and click Save.
To delete a department: Use Delete department on the row.
Departments with assigned employees cannot be deleted until those employees are reassigned to another department.
Example Department Structure
For a restaurant group, departments might be:
| Department | Typical Positions |
|---|---|
| Kitchen | Head Chef, Sous Chef, Kitchen Hand |
| Front of House | Barista, Server, Host |
| Management | Outlet Manager, Operations Manager |
| Finance & HR | Finance Manager, HR Coordinator |
Positions
Positions represent job titles. They are assigned to individual employees and carry a Leave package (leave policy), which sets the leave entitlements of everyone in that position.
Managing Positions
Positions are managed for the whole group. Set the scope breadcrumb to All companies and go to Positions in the sidebar.
To add a position:
- Click Add Position.
- Enter the position name (required), and optionally the Thai and Chinese names.
- Choose the Company the position belongs to (required).
- Choose a Leave package (required; the group's lowest package is preselected) and tick the companies the title exists in.
- Leave the Active switch on and click Save.
A position's company cannot be changed after creation. Create a new position at the target company if you need to move it.
To edit a position: Click the position to open the edit form. All three language fields, the companies, and the Leave package can be updated; a change applies to the title in every company it exists in.
To activate/deactivate: Use the Active switch. Inactive positions are hidden from the employee creation form.
To delete: Click the delete button on the row and confirm.
Position Names and Localization
Positions support three languages:
| Language | Usage |
|---|---|
| English | Primary display across the app |
| Thai (ภาษาไทย) | Shown when the app is in Thai locale; used on Thai compliance documents |
| Chinese (中文) | Shown when the app is in Chinese locale |
If a Thai or Chinese translation is not provided, the English name is used as a fallback.
Leave Types
Leave type configuration is done at the Group level and applies to all companies in the group. Set the scope to All companies, go to Leave Management in the sidebar and open the Types & Policies tab. The card is titled Leave types & entitlements per policy.
Thai Default Leave Types
Click Thai defaults to create the standard Thai leave types in one go. They can be edited afterwards, and any leave type can be deleted from its edit dialog if you do not need it. The defaults are:
| Leave Type | Default Days | Paid | Carry-Over |
|---|---|---|---|
| Annual Leave | 6 (scales with seniority) | Yes | Yes (configurable max) |
| Sick Leave | 30 | Yes | No |
| Personal Leave | 3 | Yes | No |
| Maternity Leave | 98 | Yes | No |
| Paternity Leave | 5 | Yes | No |
| Military Leave | 60 | Yes | No |
| Unpaid Leave | Unlimited | No | No |
Editing a Leave Type
Click the leave type name to open its settings. The dialog covers how the type behaves, not how many days people get:
- Code and Name (English, Thai, Chinese)
- Reset type (Calendar year, Anniversary, One-time, Accumulative) with reset month and day
- Counting method (Working days or Calendar days)
- Pay type (Paid, Half-paid, Unpaid)
- Requires document after (days), Max consecutive days, Gender restriction, Advance notice days, PH schedule type
Click Save.
Entitlement days are set per policy in the table below the leave types: click a cell to set Start days, +Days per year, Accrual starts after (yrs), Maximum days, Eligible after (months), Allow carry-over, Max carry-over days and Expires after (days).
Adding a Custom Leave Type
- Click Add leave type.
- Fill in:
| Field | Required | Notes |
|---|---|---|
| Code | Yes | Short identifier, e.g. STUDY |
| Name (English) | Yes | |
| Name (Thai) | No | Falls back to English |
| Name (Chinese) | No | Falls back to English |
| Reset type | Yes | Calendar year, Anniversary, One-time or Accumulative |
| Counting method | Yes | Working days or Calendar days |
| Pay type | Yes | Paid, Half-paid or Unpaid |
| Requires document after (days) | No | Leave blank if proof is never needed |
- Click Save, then set the entitlement days per policy in the table.
Custom leave types are not automatically updated when Thai law changes. Built-in types (Annual, Sick, Maternity, etc.) are updated by Hopshift to match current statutory requirements.
Leave packages (Policies) and Leave Entitlements
Annual leave entitlements in Thailand typically scale with seniority. Hopshift supports this via Leave packages (called Policies in the Types & Policies table): create packages such as "Operation Staff", "Outlet Manager" or "Manager" with New package under Leave Management > Settings > Leave packages, then set each package's rules with Edit rules there or per leave type in the Leave types and rules table. Each position carries one Leave package.
A typical setup for annual leave:
| Leave package | Starting AL Days | Maximum AL Days |
|---|---|---|
| Operations Staff | 6 | 10 |
| Office Staff | 10 | 14 |
| Operations Manager | 8 | 10 |
| Outlet Manager | 10 | 10 |
| Manager | 14 | 14 |
Employees accumulate additional days as their length of service increases, up to the maximum for their Leave package.
Pay Cycle
The pay cycle controls how Hopshift divides time into payroll periods. It is set per company.
Select the company, go to Payroll > Settings and find the Pay Cycle card:
| Field | Description |
|---|---|
| Pay Frequency | Weekly, Bi-weekly, Semi-Monthly or Monthly (most common) |
| Period End Day | The last day of each pay period; the next period starts the day after. Choose 31 for end of month |
| Pay Day (Day of Month) | The day salaries are paid out |
| Reminder (Days Before Cutoff) | Shows a reminder banner this many days before the period end |
For example, if your payroll cycle runs from the 21st of one month to the 20th of the next, set the Period End Day to 20. Employees who join or leave mid-cycle will have their pay prorated automatically.
Setting a Custom Cut-Off
- Go to Payroll > Settings for the company.
- In the Pay Cycle card, choose the Pay Frequency.
- Set the Period End Day (e.g.
20for a 21st-20th cycle) and the Pay Day. - Click Save Settings.
From the next payroll run onward, Hopshift will generate runs based on this cycle.
Changing the pay period type mid-year may affect how current and past payroll runs are displayed. Contact Hopshift support before changing this setting after payroll runs have already been finalized.
Group Settings
Group Settings are shared across all companies in your group. Set the scope breadcrumb to All companies and click Settings (visible to group admins). The page has three tabs: General, API Keys and OT Policies.
General
| Field | Notes |
|---|---|
| Group Name | The parent organization name; the only editable field |
| Member Companies | A list of the companies in the group |
Group Admins
Group admins have full cross-company access. To add one:
- On the General tab, find the Admins card and click Add Admin.
- Enter their email address.
- Pick an access level: Member, Admin or Owner.
- Confirm.
If the person already has a Hopshift account, they are added immediately. If not, they receive an invitation email and sign in with an emailed code when they follow the link.
Adding a group admin creates group-level access. The person will be able to see all companies in the group immediately after signing in.
API Keys
Hopshift provides API access for integrations with accounting software, time-tracking tools, and other systems.
To create an API key:
- Open Group Settings and click the API Keys tab.
- Click Create API Key.
- Enter a Key Name (e.g. "Accounting Integration") and an optional Expiry Date.
- Click Create Key.
- The key appears once in the API Key Created dialog. Click Copy.
This key will not be shown again. Copy it now.
Keys currently carry a single read-only scope, Read Employees.
API keys grant access to your group's data. Store them securely (e.g. in a secrets manager). Never commit them to source code. If a key is compromised, revoke it immediately from this page and generate a new one.
To revoke a key: click Revoke on its row and confirm in the Revoke API Key dialog. Revoked keys stop working immediately.
Notifications and Reminders
Each company has a Notifications page in its sidebar. It is an inbox of what has happened (filter All or Unread only, and Mark all read); it is not a settings page.
Configurable reminders (for example probation ending) live in the company's Settings > Reminders tab under Reminder Rules.
Public Holidays
Set the scope to All companies, go to Leave Management and open the Public Holidays tab to view and manage the public holiday calendar. Holidays apply to the whole group.
- Click Add Thailand 2026 Holidays to load the Thai public holidays for the year.
- Click Add Holiday to add your own days off.
See the Time Off guide for more details on how public holidays interact with leave requests and the leave calendar.