Configuration Reference
A reference guide to WoPora's configuration settings --- what each setting does and when to change it.
Configuration Reference
WoPora's settings are managed entirely through the dashboard --- there are no files to edit or servers to configure. This guide explains each settings section and what to configure.
All settings live under Settings (/dashboard/setting). Only Admins can change settings.
Organisation Settings
Location: Settings -> Organisation (/dashboard/setting/organization)
| Setting | What it does |
|---|---|
| Organisation name | Displayed on reports, exports, and the dashboard header |
| Logo | Your logo appears on the dashboard and exported documents |
| Timezone | All time calculations, payroll periods, and reports use this timezone |
| Locale | Sets date/time/number display format (e.g. en-AU for Australian English) |
| Currency | Displayed in payroll reports and pay run summaries |
| Week start day | Whether the roster week starts Monday or Sunday |
| External agency hiring | If enabled, the Employers section appears for managing labour agencies |
When to update: Change timezone if your organisation expands to a new state. Change logo/name when rebranding.
Payroll Settings
Location: Settings -> Payroll (/dashboard/setting/payroll)
| Setting | What it does |
|---|---|
| Pay period | Weekly, fortnightly, or monthly --- determines when pay runs are created |
| Pay period start day | The day of week or month date when each pay period begins |
| Timesheet submission deadline | Last day staff can submit timesheets for a period |
| Timesheet approval deadline | Last day managers can approve before pay run is created |
| Auto-lock timesheets | Automatically prevents editing after the approval deadline |
| Break deduction mode | Manual (staff enter break), Auto (system deducts based on hours), or Award (uses award break rules) |
| Overtime threshold | Hours per day/week before overtime rates apply |
| Rounding rules | Round clock punches to the nearest 5, 10, or 15 minutes |
When to update: Set before your first pay run. Rarely changes after initial setup.
Attendance Settings
Location: Settings -> Attendance (/dashboard/setting/attendance)
| Setting | What it does |
|---|---|
| Clock-in method | What staff use to clock in: kiosk PIN, mobile GPS, or staff portal entry |
| Geofencing enabled | Require staff to be within a set distance of a location to clock in |
| Default geofence radius | Metres from the location's GPS coordinates allowed for clock-in |
| Geofence mode | Soft --- warns but allows; Hard --- blocks clock-in outside radius |
| Face verification | Require a photo when clocking in to prevent buddy punching |
| Minimum shift duration | Minimum hours between clock-in and clock-out before a shift is valid |
| Early clock-in buffer | Minutes before shift start that staff can clock in |
| Late clock-out buffer | Minutes after shift end before a clock-out is flagged as late |
| Auto clock-out | Automatically clock out staff after a set number of hours |
When to update: When you roll out new kiosk devices, change site policies, or respond to compliance requirements.
Image Storage Settings
Location: Settings -> Image storage (/dashboard/setting/image)
| Setting | What it does |
|---|---|
| Photo retention period | How long clock-in photos are stored before automatic deletion |
| Storage quota | Available storage for photos across all kiosk devices |
| Photo quality | Resolution of captured clock-in photos |
When to update: Adjust retention period based on your privacy policy or compliance requirements.
Mail Settings
Location: Settings -> Mail (/dashboard/setting/mail)
Configure the email sender used for notifications (roster published, timesheet approved, etc.).
| Setting | What it does |
|---|---|
| SMTP host | Your email server address (e.g. smtp.gmail.com) |
| SMTP port | Port for the email server (typically 587) |
| SMTP username | The email account used to send messages |
| SMTP password | Password or app password for the sending account |
| From name | Display name recipients see (e.g. "WoPora Notifications") |
| From email | Reply-to address for outgoing notifications |
Mail Templates
WoPora includes customisable templates for common emails:
- Roster published notification
- Timesheet approved notification
- Timesheet rejected notification
- Leave approved/rejected notification
- New staff invitation email
Edit templates at Settings -> Mail templates (/dashboard/setting/mail-templates).
When to update: When setting up for the first time, or when your email provider changes.
API Keys
Location: Settings -> API keys (/dashboard/setting/api-keys)
API keys allow external systems (payroll software, HR systems, custom scripts) to connect to WoPora.
| Setting | What it does |
|---|---|
| Key name | A label so you remember what this key is used for |
| Permissions/scope | Which data the key can read or write |
| Created date | When the key was generated |
| Last used | Last time the key was used for an API call |
| Revoke | Immediately invalidates the key --- use when a key is compromised or no longer needed |
Best practices:
- Create a separate key per integration --- never share one key between systems
- Rotate keys quarterly
- Revoke keys immediately when a team member who had access leaves
- Grant the minimum scope needed for each integration
See the API Keys guide for full details.
Notification Preferences
Location: Settings -> Notifications (/dashboard/setting/notifications)
Organisation-wide defaults for what triggers notifications:
| Setting | What it does |
|---|---|
| Roster publish alert | Notify staff when their roster is published |
| Timesheet approval alert | Notify staff when their timesheet is approved or rejected |
| Leave decision alert | Notify staff when leave is approved or rejected |
| Late clock-in alert | Notify managers when a staff member clocks in late |
| Missing punch alert | Notify managers when a staff member has no clock-out |
| Overtime alert threshold | Hours at which to alert a manager about overtime |
Individual users can override their own preferences --- see Notifications.
Common Configuration Questions
Q: I changed the timezone --- will old data be affected? A: No. Historical records remain as recorded. The timezone change affects new entries and reports going forward.
Q: Can staff see their organisation's settings? A: No. Settings are admin-only. Staff can only change their personal profile preferences.
Q: Where do I set an employee's pay rate?
A: Pay rates are set in Payroll -> Awards (/dashboard/awards), not in Settings. See the Awards guide.
Q: How do I set up geofencing for a specific location? A: Geofencing coordinates are set per-location in Workforce -> Locations, not in Settings. The Settings attendance page controls the global defaults. See the Locations guide.
Q: My emails aren't sending --- what do I check? A: Go to Settings -> Mail and verify your SMTP credentials. For Gmail, you need an "App Password" (not your regular Google password). Test by sending a test notification from the settings page.