Settings
Owner-only: business details, new-hire defaults, breaks, holiday rules, shift swaps, modules, school holidays and data-protection controls.
Settings holds your organisation’s basics and the defaults every new employee inherits, and it’s the home for feature modules, the compliance gate and your data & privacy controls. Clock-in rules, pay and branding each have their own Config screens.
Business details and defaults
- Organisation name
- Appears on payroll exports, the staff app and invite emails. Required.
- Default rate (£/hr)
- The hourly rate a new hire starts on. You can change it per person, and per role under Pay & overtime. A banner warns if it is below the National Minimum Wage, and you can’t save until it isn’t.
- Default break (minutes)
- The break length used when you add a shift by hand.
- Deduct this break automatically
- Off by default. Choose to deduct the default break at clock-out when someone with unpaid breaks recorded none, on shifts longer than 4½, 6 or 8 hours. It shows on their timesheet as an automatic break, so remove it there if they worked through.
- Holiday year starts
- When everyone’s allowance resets: 1 January, 1 April, or each person’s employment anniversary.
- Default allowance (days)
- The annual allowance a new employee starts with. A notice warns if it is below the statutory minimum.
- Full-time days per week
- The baseline a part-timer’s holiday is pro-rated against (28 × 3/5 = 16.8 days). Must be 1 to 7.
- Default holiday pay
- How leave is paid when not on rolled-up pay: 52-week average earnings or a fixed contractual rate.
When you change any of these, a bar appears at the bottom with Save and Discard. Save stays disabled while a field is invalid or the default rate is below the legal minimum.
Bank holidays and carry-over
- Bank holidays
- Included in the allowance (staff book a bank holiday off like any other day) or On top of the allowance (part-timers get a pro-rata share).
- Carry-over agreement (weeks)
- Up to 1.6 weeks of leave that can roll into next year. 0 means no agreement.
- Extra contractual days that carry over
- Only for leave above the legal minimum. 0 means none.
Shift swaps
Staff can swap a shift with a colleague, or hand one to them, from the staff app; the colleague always has to agree first. With Swaps need a manager’s approval on, an accepted swap then waits in Requests. Turn it off and the rota updates as soon as the colleague accepts; overlaps, time off, closed pay periods and site rules are still enforced.
School holidays
Only used for staff under school leaving age, whose daily hour limits differ on school days and in the holidays. WagePilot starts with typical English term dates; check them against your local council or the child’s school, and add or remove dates as needed.
Compliance gate
When the HR documents module is on, a Compliance gate card appears. Use it to require valid documents before someone can be rostered.
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01
Pick the required documents
Tap the chips for the document types that must be valid: Right to work, Certification, Training, ID. Each saves as you tap.
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02
Choose what a lapse does
Once at least one type is required, pick Warn (flag it on the rota but still allow the shift) or Block auto-fill (also stop auto-fill assigning them).
Modules & data
- The Modules card lets you switch features on and off: see Feature modules.
- The Data & privacy card holds your organisation export, the inbox of staff access/erasure requests, the retention notice and the irreversible account closure: see Data & privacy.
Setup guide and demo data
- Reopen setup guide
- Brings the getting-started checklist back onto the dashboard.
- Reset demo data
- On a demo (no live account) only, a Reset demo data button restores the sample organisation, team and shifts.