System Settings Overview

Learn how to configure and customize core system settings in the Shifts platform to meet your organization’s security requirements, workflow needs, and operational preferences.

Overview

The System Settings area provides administrators with powerful tools to configure the Shifts platform according to your organization’s specific requirements. These settings control everything from security policies to attendance tracking rules, email configuration, and third-party integrations. This article explains the key setting categories and how to configure them effectively.

Accessing System Settings

To access the system settings:

1. Log in with administrator credentials
2. Navigate to Admin > System Configuration
3. Select the settings category you want to manage

Note: Some settings may require system administrator permissions, while others are available to business administrators.

Security Settings

The Security Settings section allows you to configure comprehensive security policies:

Password Policies

Control password requirements for all users:

• Minimum Length: Set minimum character count (default: 8)
• Complexity Requirements: Require special characters, numbers, and uppercase letters
• Password Expiration: Set how often passwords must be changed
• Password History: Prevent reuse of recent passwords

Two-Factor Authentication

Configure 2FA settings for your organization:

• Role-Based Enforcement: Require 2FA for specific user roles
• Grace Period: Set time window for users to enable 2FA
• Backup Codes: Configure backup code availability
• Reset Options: Manage 2FA reset procedures

IP Restrictions

Control access based on IP addresses:

• IP Range Management: Define allowed IP ranges for access
• Enforcement Mode: Choose between Passive (log only), Warning (alert user), or Strict (block access)
• Location-Specific Restrictions: Set different IP rules for different locations
• Violation Alerts: Configure notifications for IP restriction violations

Session Management

Manage user session behavior:

• Session Timeout: Set inactive session expiration time
• Concurrent Sessions: Control multiple login behavior
• Session Tracking: Enable enhanced session monitoring
• Forced Logout: Configure conditions for automatic session termination

Attendance Security Settings

Configure time tracking security features:

Clock-In/Out Restrictions

• Time Window Settings: Define how early/late users can clock in or out
• Geofencing: Restrict clock-in/out to specific locations
• Device Restrictions: Control which devices can be used for time tracking
• Photo Verification: Require photos for identity verification during clock-in/out

Fraud Prevention

• Suspicious Activity Detection: Configure automatic flagging of unusual patterns
• Manager Review Triggers: Set conditions that require manager review
• Location Validation: Set GPS accuracy requirements
• Consecutive Violation Handling: Define escalation procedures

Email Configuration

Set up and manage email communication:

SMTP Settings

• Email Provider Integration: Configure SMTP server details
• Authentication: Set up email sending credentials
• Default Sender: Configure system email addresses
• Reply-To Handling: Manage reply behavior for system emails

Notification Templates

• Email Templates: Customize notification templates
• Branding Options: Add company logo and colors to emails
• Language Settings: Configure multilingual email options
• Email Testing: Send test emails to verify configuration

API Integration Settings

Manage API connections and settings:

API Token Management

• Token Generation: Create and manage API access tokens
• Permission Scopes: Define what each token can access
• Expiration Policies: Set token lifetime and renewal policies
• Usage Tracking: Monitor API usage by token

Rate Limiting

• Request Limits: Set maximum API calls per hour/day
• Rate Limiting Strategy: Configure throttling behavior
• Endpoint-Specific Limits: Set different limits for different endpoints
• Notification Thresholds: Alert when approaching limits

AI Integration Settings

Configure AI assistant functionality:

OpenAI Configuration

• API Connection: Set up OpenAI API integration
• Model Selection: Choose default AI models for various functions
• Usage Limits: Configure AI usage thresholds
• Request Logging: Set logging options for AI interactions

Assistant Settings

• Assistant Configuration: Customize AI assistant behavior
• Knowledge Base Access: Configure what information assistants can access
• Default Responses: Set standard responses for common queries
• Role-Based Access: Control which users can access AI features

System Defaults

Manage default settings for new accounts and users:

Account Defaults

• Default Time Zone: Set standard time zone for new accounts
• Default Language: Configure default interface language
• New User Templates: Set default permissions and settings for new users
• Location Templates: Create standard location configurations

Notification Defaults

• Default Channels: Set which notification methods are enabled by default
• Frequency Settings: Configure how often notifications are sent
• Priority Levels: Define notification priority defaults
• Subscription Settings: Set default notification subscriptions

Configuring Settings in Bulk

For larger organizations, bulk configuration options are available:

1. Navigate to System Configuration > Bulk Settings Management
2. Select the settings category you want to configure
3. Use the template download option to get a CSV template
4. Fill in your desired settings
5. Upload the completed template to apply settings in bulk

Best Practices

For optimal system configuration:

1. Document Changes: Keep a record of all system setting modifications
2. Test Thoroughly: Test changes in a limited scope before wide deployment
3. Regular Review: Schedule quarterly reviews of security settings
4. Use Templates: Start with recommended templates then customize
5. Gradual Implementation: Roll out significant changes gradually
6. Train Administrators: Ensure all system admins understand settings implications
7. Monitor Impact: Watch for unexpected effects after changing system settings

Related Resources

• Email Settings
• Pay Rules
• Business Security Settings
• API Integration
• Two-Factor Authentication

This article should be updated when:

1. New security setting options are added
2. Changes to attendance security features
3. Updates to email configuration options
4. New API or integration settings are introduced
5. Changes to system default templates
6. Updates to the settings interface or organization