Settings Configuration Guide

Overview

The Admin Settings page is the central hub for configuring and customizing your WFM Planner application. It provides administrators with a comprehensive interface to manage application appearance, user roles, integrations with external services, system events via webhooks, and various project-related behaviors.

To access the Settings page, navigate to the Admin Settings option from the main navigation menu. The settings are divided into several distinct panels, which can be selected from the side menu.

Key Features

The Settings page is divided into the following key panels:

1. General Settings

This section allows you to customize the core behavior and branding of the planner.

• Application Name & Custom Logo: Personalize your application's appearance by uploading a custom logo and setting a specific application name that will appear in the navigation bar.
• Job ID Splitter: Define rules for splitting WorkflowMax Job IDs to make them more readable (e.g., splitting by characters, before numbers, after letters, or evenly).
• Time Slot Configuration: Select how many time periods (2 to 6 periods) you want to divide your workday into for scheduling purposes.
• Project Badge Color Rules: Define custom color rules for project badges based on text matches (e.g., Contains, Exact Match, Starts With, Ends With).
• Project State Configuration: Map your synced WorkflowMax project states to specific icons and colors for quick visual identification on the schedule.

2. Accounts Management

Provides tools for managing user access and permissions.

• View a list of all registered users.
• Modify user roles: User, Manager, Payroll, and Admin.
• Includes safeguards to prevent removing the last admin account.

3. Integrations

Manage connections to essential external services.

• Primary Integration: WorkflowMax (Required). This is the core data source for projects, clients, and staff. Must be connected for the planner to function.
• Authentication: Connect Google Sign-In for SSO, with options to hide or minimize the standard email/password login.
• Optional Integrations:
  • Employment Hero & Hero Pay API: Sync staff leave data directly into your schedule.
  • Time and Date.com: Automatically populate public holidays on your planner.

4. Webhooks

Configure outbound webhooks to receive real-time notifications when events happen in the system.

• Add, edit, or delete webhook endpoints.
• Select specific event triggers that will fire the webhook payload to your configured URL.

5. Additional Panels

Depending on your configuration, you may also have access to:

• Logs: Review system activity and sync history.
• Staff: Manage and map staff members between WorkflowMax and the Planner.
• Leave Categories: Map external HR leave categories to internal planner statuses.

Common Tasks

Customizing the App Branding

1. Navigate to General.
2. Under Application Name, type your desired name and click Apply.
3. Under Custom Logo, click to browse and select an image file (.png, .jpg, .svg).
4. Click Apply to upload. The navigation bar will update to reflect your changes.

Changing User Roles

1. Navigate to Accounts.
2. Locate the user you wish to modify in the table.
3. Click the dropdown in the Role column and select the new role. The change will apply automatically.

Connecting WorkflowMax

1. Navigate to Integrations.
2. Under Primary Integration, locate the WorkflowMax card.
3. Click Connect WorkflowMax or Complete Setup.
4. You will be redirected to authorize the application. Once complete, you will return to the Integrations page with a "Connected" status.

Setting Up a Webhook

1. Navigate to Webhooks.
2. Ensure the Enabled toggle at the top right is switched on.
3. Click Add Webhook.
4. Provide a Name, Endpoint URL, and an optional Description.
5. Toggle the specific Event Triggers you wish to listen for.
6. Click Save.

UI Guide

• Side Navigation: Use the left-hand panel to switch between different settings categories quickly.
• Top Actions: Some panels have master toggles or sync buttons at the top (e.g., "Sync from WorkflowMax" in General Settings, or the "Enabled" toggle in Webhooks).
• Save Prompts: Most individual settings in the General tab require you to click an Apply button to commit your changes. Integrations and Accounts generally update immediately upon interaction or through guided modal flows.
• Status Badges: Look out for status chips and icons (like the green Check Circle) in the Integrations panel to quickly verify the health of your external connections.