Set-ups for your kind of business

Who: the Super Admin. Ready-made set-ups for common kinds of business: what to turn on, and where. Everything can be changed later.

Or ask for a plan: describe your business to Ask Vaultime ("we're a cleaning company on 15 client sites and pay fortnightly, how should I set this up?"). It writes a plan for your situation, says which steps are already done, and opens each screen. It never changes settings itself.

Café, restaurant or bar with casuals

1. Settings → Sites: each venue as a workplace. People clock in by phone at the site, or at a kiosk tablet by the door.
2. Settings → Clock in: Clock in on, Breaks recorded.
3. Settings → Time entry → How clocked time is paid: the rostered hours if you pay to the roster, otherwise as clocked.
4. Settings → Roster: staff see only their own roster (or the whole team's), Shift swaps (with approval if you like), Availability and Leave requests on, Late after a few minutes.
5. People: tags such as Kitchen and Floor, each with its supervisor as approver.

Cleaning or security across client sites

1. Settings → Sites: each client site as a workplace, or a job site if it's temporary.
2. Settings → Clock in: phones at the site (the location is checked), and Photo at clock-in or Shift photos with Stamp photos (date, time, site and name) as proof of attendance.
3. Settings → Data and privacy → Photo protection: only key holders see staff photos.
4. Settings → Time entry: hours clocked only; Travel between jobs paid or not.
5. Settings → Roster → Flags: away from the rostered site.

Construction and trades on job sites

1. Settings → Sites → Job sites: each job with its end date and access notes.
2. Settings → Clock in → Jobs: clocking in to a project; staff tap Move to next job when they move. Settings → Time entry → Travel between jobs decides if the drive is paid.
3. Projects: projects, clients and work types, for hours by job and client in Reports.
4. No smartphone? A paper QR or kiosk PIN at the site.
5. Settings → Clock in → Longest shift: so a forgotten clock-out ends itself.

Retail with several shops

1. Settings → Sites: each shop, with a kiosk (PIN or badge).
2. Settings → Roster: Week hours warning, Rest between shifts, Shift swaps.
3. People: a tag per shop, with its store manager as approver.
4. Reports: hours by site.

Office or hybrid team

1. Settings → Time entry: hours typed or clocked.
2. Settings → Clock in: Remote clock-in allowed, if people clock in from home.
3. Projects: clients and work types, if you track time per client.
4. Settings → Security: Require 2FA for Admins and Super Admins (a passkey counts).

Agency or labour hire

1. Settings → Sites: each client's site; job sites for short placements.
2. Projects: a client per customer; Reports give hours by client and site for invoicing.
3. People: a tag per client or crew, each with a supervisor as approver.
4. Settings → General: the pay period your payroll uses.

Not in Vaultime: pay rates and wages, overtime or penalty rules, leave balances, payroll and invoicing. Vaultime records the hours; Reports and exports give them to your payroll or accounting system.

Example: Priya describes her two cafés to Ask Vaultime. It suggests staff see only their own roster (now: the whole team's), swaps with approval, and a Kitchen tag with Sam as approver, with buttons to Settings → Roster and People.