> ## Documentation Index
> Fetch the complete documentation index at: https://docs.timetracker.in/llms.txt
> Use this file to discover all available pages before exploring further.

# Workspace settings

> Every workspace settings screen in one place – what each one controls, which capability opens it, and where to go when a setting is missing.

Workspace settings is where you shape TimeTracker for your business. Open it at
**Settings** in the sidebar, or go to `/{workspaceSlug}/settings`.

Settings only ever change **this** workspace. If you belong to more than one
workspace, each keeps its own name, currency, apps and roles.

## How the settings menu is organised

The settings screen has a menu down the left side. It is grouped so that "where
is X" has an obvious answer.

| Group           | What lives there                               |
| --------------- | ---------------------------------------------- |
| You             | Your own profile and personal preferences      |
| Workspace       | Identity, apps, schedules, formats, time rules |
| Team Members    | The roster, groups and roles                   |
| Billing & rates | What people cost and what the workspace pays   |
| Content         | Tags, expense categories, invoice sender       |
| Time off        | Leave policies and public holidays             |
| Notifications   | Workspace-wide notification defaults           |
| Integrations    | Calendar and webhooks                          |
| Data            | Export, Archive and Trash                      |
| Danger zone     | Deleting the workspace                         |

## Every settings page

Menu items you cannot use are hidden. That is a convenience, not the security
boundary – every screen checks your permission again when it loads.

### You

| Page                                | What it controls                                                        | Who can open it |
| ----------------------------------- | ----------------------------------------------------------------------- | --------------- |
| [My profile](/account/your-profile) | Your name, picture, personal notification choices and your own schedule | Everyone        |

<Note>
  **My profile** is the one settings page no capability can hide. Everyone is
  entitled to their own record.
</Note>

### Workspace

| Page                                                  | What it controls                                              | Capability needed                    |
| ----------------------------------------------------- | ------------------------------------------------------------- | ------------------------------------ |
| [General](/settings/general)                          | Workspace name, base currency, timezone                       | `workspace.updateSettings`           |
| [Apps](/settings/apps)                                | Which parts of TimeTracker this workspace uses                | `workspace.updateSettings` to change |
| [Schedules](/settings/schedules)                      | The working patterns people are expected to keep              | `schedule.manage`                    |
| [Date & time format](/settings/date-and-time-formats) | How dates and times are shown, and which day a week starts on | `workspace.updateSettings`           |
| [Time policies](/settings/time-policies)              | The rules time entries must follow                            | `workspace.updateSettings`           |
| [Location rules](/location-rules/overview)            | Where people must be to clock in, track time or submit        | `location.manage`                    |

**Schedules** also needs the Work schedules app to be on. **Location rules**
also needs the Location rules app to be on.

### Team Members

| Page                                   | What it controls                                  | Capability needed                                   |
| -------------------------------------- | ------------------------------------------------- | --------------------------------------------------- |
| [Team Members](/settings/team-members) | The roster, invitations, and each person's record | Open to members. Each action has its own capability |
| [Groups](/settings/groups)             | Standing teams of people                          | `group.manage`                                      |
| [Roles](/settings/roles)               | Custom roles and what each one may do             | `role.manage`                                       |

### Billing & rates

| Page                                | What it controls                    | Capability needed |
| ----------------------------------- | ----------------------------------- | ----------------- |
| [Rates](/settings/rates)            | Billable and cost rates per person  | `rate.manage`     |
| [Plan & billing](/billing/overview) | Your plan, seats, card and receipts | `billing.manage`  |

### Content

| Page                                               | What it controls                          | Capability needed           |
| -------------------------------------------------- | ----------------------------------------- | --------------------------- |
| [Tags](/settings/tags)                             | The workspace tag list and its colours    | `tag.manage` to change      |
| [Expense categories](/settings/expense-categories) | The expense types people pick from        | `expenseCategory.manage`    |
| [Invoice sender](/settings/invoice-sender)         | The "bill from" block printed on invoices | Set with workspace settings |

**Expense categories** also needs the Expenses app on. **Invoice sender** also
needs the Invoices app on.

### Time off

| Page                                 | What it controls                               | Capability needed    |
| ------------------------------------ | ---------------------------------------------- | -------------------- |
| [Policies](/time-off/leave-policies) | How much leave people get and how it accrues   | `leave.managePolicy` |
| [Holidays](/time-off/holidays)       | Public holidays that count as non-working days | `leave.managePolicy` |

Both also need the Time Off app to be on.

### Notifications

| Page                                          | What it controls                                     | Capability needed          |
| --------------------------------------------- | ---------------------------------------------------- | -------------------------- |
| [Workspace defaults](/settings/notifications) | The starting notification settings for everyone here | `workspace.updateSettings` |

<Warning>
  This page sets **defaults only**. Your own notification choices live on
  [your profile](/account/notification-preferences), not here.
</Warning>

### Integrations

| Page                               | What it controls                                        | Capability needed         |
| ---------------------------------- | ------------------------------------------------------- | ------------------------- |
| [Calendar](/settings/integrations) | Two-way sync between planned blocks and Google Calendar | Needs the Calendar app on |
| [Webhooks](/settings/webhooks)     | Sending workspace events to your own systems            | `webhook.manage`          |

### Data

| Page                                 | What it controls                               | Capability needed |
| ------------------------------------ | ---------------------------------------------- | ----------------- |
| [Export](/settings/export-your-data) | Download a copy of the workspace               | `data.export`     |
| [Archive](/settings/archive)         | Everything you have archived, with restore     | Open to members   |
| [Trash](/settings/trash)             | Deleted items still inside the recovery window | Open to members   |

<Note>
  Archive and Trash are deliberately open to everyone. They are recovery screens,
  and hiding them would recreate the problem they exist to fix – an item that was
  retired with nowhere to find it again. Each row only offers Restore and Delete
  to people who hold the capability for that kind of item.
</Note>

### Danger zone

| Page                                      | What it controls                         | Capability needed               |
| ----------------------------------------- | ---------------------------------------- | ------------------------------- |
| [Delete workspace](/settings/danger-zone) | Permanently deleting the whole workspace | `workspace.delete` – Owner only |

## Why a settings page is missing

There are three different reasons, and they are not the same thing.

| Reason                        | What you see                                       | What to do                                               |
| ----------------------------- | -------------------------------------------------- | -------------------------------------------------------- |
| You lack the capability       | The menu item is not there                         | Ask an Owner or Admin to grant it, or to make the change |
| The app is switched off       | The whole area is gone, including its sidebar item | Turn it back on in [Apps](/settings/apps)                |
| Your plan does not include it | The item stays visible, with a paywall             | See [Plans and features](/concepts/plans-and-features)   |

<Warning>
  **An app being off and a feature not being on your plan are different things.**
  An app switched off is hidden entirely and leaves the sidebar. A feature your
  plan does not cover stays visible and shows an upgrade prompt.
</Warning>

## Example

Maya Ellis owns Northwind Studio. She holds every capability, so she sees the
full settings menu.

Sarah Lin is a Member. Sarah sees **My profile**, **Date & time format**,
**Time policies**, **Team Members**, **Tags**, **Archive** and **Trash**. She
does not see Roles, Rates or the Danger zone, because she does not hold
`role.manage`, `rate.manage` or `workspace.delete`.

Priya Raman is a Project Manager. She sees more than Sarah, but still not the
Danger zone – deleting a workspace is Owner only and cannot be granted to
anyone else.

## Common questions

<AccordionGroup>
  <Accordion title="Do settings apply to all my workspaces?">
    No. Every setting here belongs to one workspace. Changing the currency in
    Northwind Studio does not touch any other workspace you are in.
  </Accordion>

  <Accordion title="Can I give someone access to one settings page only?">
    Yes, through a custom role. Build a role that holds only the capability that
    page needs. See [Roles](/settings/roles).
  </Accordion>

  <Accordion title="Why can I open a page but not save on it?">
    Some pages are readable by members and writable only with a capability. Tags
    is one example – you can see the list, but changing it needs `tag.manage`.
  </Accordion>

  <Accordion title="Who can delete the workspace?">
    Only the Owner. `workspace.delete` cannot be added to any other role, not
    even a custom role built to look like an admin.
  </Accordion>
</AccordionGroup>

## Related guides

<CardGroup cols={2}>
  <Card title="Roles and capabilities" icon="shield" href="/concepts/roles-and-capabilities">
    How permissions work, and the difference between a role and a capability.
  </Card>

  <Card title="Apps and modules" icon="toggle-on" href="/concepts/apps-and-modules">
    Switching a whole area of the product on or off.
  </Card>

  <Card title="Plans and features" icon="star" href="/concepts/plans-and-features">
    What Free includes and what Pro adds.
  </Card>

  <Card title="General settings" icon="gear" href="/settings/general">
    Workspace name, base currency and timezone.
  </Card>

  <Card title="Workspaces" icon="building" href="/concepts/workspaces">
    What a workspace is and how the URL slug works.
  </Card>

  <Card title="Glossary" icon="book" href="/concepts/glossary">
    Every term used across TimeTracker.
  </Card>
</CardGroup>