Workspace Settings
Overview
Workspace settings allow you to configure how your workspace operates, including working hours, default rates, billing preferences, and team permissions.
Only Workspace Owners can modify workspace settings. Managers can view but not edit most settings.
Accessing Workspace Settings
- Select your workspace from the workspace selector
- Click on Settings in the sidebar
- Navigate to Workspace Settings tab
General Settings
Workspace Information
Workspace Name
- Current Name: Displayed at the top
- Edit: Click the pencil icon to change
- Restrictions: 3-50 characters, must be unique
- Impact: Changes reflect immediately across all projects and reports
Description
- Purpose: Brief explanation of workspace scope
- Visibility: Shown to all workspace members
- Character limit: 500 characters
- Optional: Can be left blank
Timezone
- Status: 🔒 Locked after creation
- Current timezone: Displayed but cannot be changed
- Why locked? Changing timezone would corrupt historical time data
- Alternative: Create a new workspace with correct timezone
Working Hours Configuration
Default Working Hours
Set the standard working hours per day for capacity planning.
Options:
- 1-24 hours (default: 8 hours)
- Purpose:
- Capacity calculations
- Burndown charts
- Availability tracking
- Resource planning
Example Configuration:
Standard workday: 8 hours
Part-time: 4 hours
Extended shift: 10 hours
Working Days
Define which days are working days in your workspace.
Default: Monday - Friday
Customization (PRO+):
Monday- Tuesday
- Wednesday
- Thursday
- Friday
- ⬜ Saturday
- ⬜ Sunday
ENTERPRISE tier allows per-user working day customization for teams with different schedules.
Currency and Rate Settings
Default Currency
- Available Currencies: EUR, USD, HUF, GBP, CHF, PLN, CZK, RON
- Format: Automatically applied to all financial displays
- Conversion: No automatic conversion (rates are stored in their original currency)
- Change Impact: Only affects new entries, historical data unchanged
Default Billable Rate
Set a workspace-wide default hourly rate.
Configuration:
- Amount: Numeric value (e.g., 50)
- Currency: Uses workspace default currency
- Per: Hour (default), Day, or Fixed
Rate Hierarchy (lowest to highest priority):
- Workspace Rate ← Default fallback
- User Rate ← User-specific rate
- Project Rate ← Project-specific rate
- User-Project Rate ← Combination of user and project
- Task Rate ← Highest priority, overrides all
If no rate is set at any level, time entries will be marked as "No rate" and won't generate billable amounts.
Time Tracking Settings
Require Task for Time Entry
Options:
- Enabled: Users must select a task when tracking time
Disabled: Task selection is optional
Recommended for:
- Detailed time tracking
- Task-level billing
- Granular reporting
Not recommended for:
- Simple project tracking
- Quick ad-hoc work
Time Rounding
Configure how time entries are rounded.
Rounding Intervals:
- None - Exact time (default)
- 5 minutes - Rounds to nearest 5 min
- 10 minutes - Rounds to nearest 10 min
- 15 minutes - Rounds to nearest 15 min
- 30 minutes - Rounds to nearest 30 min
Rounding Method:
- Mathematical - Standard rounding (< 0.5 down, ≥ 0.5 up)
- Always Up - Always rounds up
- Always Down - Always rounds down
Examples (15-minute rounding, mathematical):
7 minutes → 0 minutes
8 minutes → 15 minutes
22 minutes → 15 minutes
23 minutes → 30 minutes
Allow Future Time Entries
Controls whether members can create manual time entries with a start time in the future.
Options:
- Enabled (default): Members can log time for future dates — useful for planning, importing calendar events, or scheduling work in advance
- Disabled: Only past and present time entries are accepted; future start times are blocked
When to disable:
- Payroll or compliance workflows that require only completed work to be logged
- Environments where time entries are used as billing proof
This setting only affects manual time entry. The live timer always starts at the current time regardless of this setting.
Auto-start Timer on Login (PRO+)
When enabled:
- Timer automatically starts when user logs in
- Uses last active project and task
- Useful for consistent daily schedules
When disabled:
- User must manually start timer
- More flexible for varied work
Notification Settings
Email Notifications
Configure which events trigger email notifications.
Available Notifications:
Time Entry Notifications:
- New time entry submitted (Managers+)
- Time entry edited (Managers+)
- Time entry deleted (Managers+)
Project Notifications:
- New project created
- Project budget threshold reached (80%, 100%)
- Project deadline approaching
Team Notifications:
- New member invited
- Member accepted invitation
- Member role changed
Workspace Notifications:
- Workspace settings changed (Owners only)
- Billing changes (Owners only)
In-App Notifications
Real-time notifications within the CADENSA app.
Categories:
- Time approvals
- Report generation complete
- Team updates
- Budget alerts
Permissions & Access Control
Default Member Role
Set the default role for newly invited members.
Options:
- Member (default) - Can track time and view projects
- Viewer - Read-only access
- Manager - Can manage projects and members
Setting "Manager" as default gives significant permissions to all new members. Only use in trusted team environments.
Workspace Visibility
Private Workspace (default):
- Only invited members can access
- Not visible to other unit members
Shared Workspace (ENTERPRISE):
- Visible to all unit members
- Can request access
- Useful for cross-department collaboration
Billing Settings (PRO+)
Invoice Prefix
Customize invoice number prefix for this workspace.
Format: [PREFIX]-[NUMBER]
Examples:
MKT-001, MKT-002, MKT-003 (Marketing workspace)
DEV-001, DEV-002, DEV-003 (Development workspace)
CLI-001, CLI-002, CLI-003 (Client workspace)
Rules:
- 2-10 characters
- Letters and numbers only
- No special characters except hyphen
Tax Settings
Configure tax rates for invoicing.
Options:
- Tax Rate: Percentage (e.g., 27% for Hungary VAT)
- Tax Name: Display name (e.g., "VAT", "GST", "Sales Tax")
- Tax Number: Your tax identification number
- Inclusive/Exclusive: Tax included in prices or added on top
Advanced Settings (ENTERPRISE)
Project Templates
Enable project templates for quick project creation.
Features:
- Save project configurations as templates
- Include default tasks, rates, and settings
- One-click project creation from template
Custom Fields
Add custom fields to time entries.
Field Types:
- Text
- Number
- Dropdown
- Date
- Checkbox
Use Cases:
- Client reference numbers
- Department codes
- Cost centers
- Custom categories
API Access
REST API, Webhooks, and OAuth 2.0 access are planned for a future release. This section describes the planned functionality — see the Roadmap for the expected timeline.
Generate API keys for integrations.
Planned APIs:
- REST API (full CRUD operations)
- Webhooks (real-time events)
- OAuth 2.0 (third-party integrations)
See API Documentation for details.
Workspace Tier Display
Shows your current workspace limits based on tier.
| Feature | FREE | PRO | ENTERPRISE |
|---|---|---|---|
| Workspaces | 2 | 10 | Unlimited |
| Team Members | 5 total | 20 total | Unlimited |
| Projects per Workspace | 10 | Unlimited | Unlimited |
| Tasks per Workspace | 50 | 70 | Unlimited |
| Time Entries per Workspace | Unlimited | 1,000 | Unlimited |
| Active Timers | 1 | Unlimited | Unlimited |
| History Retention | 30 days | 365 days | Unlimited |
Need more capacity? See Subscription Plans for upgrade options.
Saving Settings
Auto-save
Most settings are auto-saved when changed.
Indicators:
- Green checkmark: Saved successfully
- ⏳ Spinner: Saving in progress
- Red X: Save failed (check internet connection)
Manual Save
Some critical settings require manual confirmation:
- Workspace deletion
- Timezone-related settings (initial creation only)
- Billing settings
Always click "Save Changes" button for these settings.
Workspace archiválása
A workspace archiválása nem törli véglegesen az adatokat. A workspace és minden kapcsolódó adat megmarad, de eltávolításra kerül az aktív listából.
Szükséges jogosultság
A workspaces.delete permission szükséges. Alapértelmezetten Owner és Unit Admin role-lal rendelkező felhasználók archiválhatnak.
Archiválási folyamat
- Kattints a Workspace választóra (bal oldalsáv, fent)
- Válaszd az "Edit Workspace" menüpontot
- Görgess le a Veszélyzóna szekcióhoz
- Kattints az "Archiválás" gombra
- Jelöld be a megerősítő checkboxot
- Kattints az "Archive Workspace" gombra
Adatmegőrzés archiválás után
| Adat típusa | Megőrzési időszak | Megjegyzés |
|---|---|---|
| Munkaidő-bejegyzések | Megőrzés | GDPR adatalany-kérés esetén exportálható |
| Projektek és feladatok | Megőrzés | Nem törlődnek |
| Számlázási rekordok | 8 év | Törvényi kötelezettség |
| Audit log | 90 nap | Biztonsági kötelezettség |
Mit nem lehet archiválni?
- Alapértelmezett workspace — az első, automatikusan létrehozott workspace nem archiválható
Adatkérés és végleges törlés (GDPR 17. cikk)
Ha az összes kapcsolódó személyes adat végeleges törlését szeretnéd kérni, írj a support@cadensa.io címre.
Troubleshooting
Settings not saving
Solutions:
- Check internet connection
- Refresh page and try again
- Clear browser cache
- Try different browser
- Check if you have Owner permissions
Cannot change timezone
Why: Timezone is locked after workspace creation to preserve data integrity.
Alternative: Create new workspace with correct timezone and migrate projects.
Rate changes not reflecting
Reason: Existing time entries use the rate that was active when they were created.
Solution: Rates only apply to new time entries. To update historical rates, use bulk edit (PRO+).
Next Steps
- Inviting Members → - Add team members to your workspace
- Workspace Roles → - Configure permissions and access
- Creating Projects → - Start tracking time on projects
- Rate Management → - Advanced rate configuration
Need Help?
- Email: support@cadensa.io
- Community: community.cadensa.io
- FAQ: Settings FAQ