Workspace Settings
Configure your organization's profile, users, roles, policies, and integrations -- all from one place.
Key concepts
- Workspace: Your company's private environment in QONE. All data, users, and settings live within your workspace.
- Tenant: The technical name for your workspace. Each workspace has a unique subdomain (e.g.,
yourcompany.qone.work). - Role: A named set of permissions that controls what a user can see and do. QONE ships with system roles (Admin, Finance Manager, HR Manager, Project Manager, Member, Guest) -- plus the Owner who created the workspace -- and lets you create custom ones.
- Permission Matrix: A granular grid that defines exactly which actions each role is allowed to perform.
- Base Role: When creating a custom role, you pick a base role (Admin, Finance Manager, HR Manager, Project Manager, Member, or Guest) that sets the permission ceiling.
- Category: A label for classifying payments and expenses (e.g., Software, Travel, Office Supplies).
Step-by-step
Configure Your Company Profile
Open Settings from the sidebar.
Click Company.
Fill in your company details:
- Name -- your company's display name.
- Company code -- a short identifier used in invoice numbers.
- Email, Phone, Address, City, State, Country, Postal code.
- Website and Tagline.
Upload your Logo (image file, max 5 MB). This appears on invoices, payslips, and PDFs.
Upload a Favicon for the browser tab.
Choose your Primary color and Secondary color for branding.
Select a Sidebar theme to match your brand.
Set your Currency, Timezone, Date format, and Language.
Click Save.
Screenshot
Company profile form with logo upload, color pickers, and locale selectors
Set Up Your Base Currency
Go to Settings > Base Currency.
Select your primary Currency from the dropdown (e.g., USD, EUR, VND).
Add additional Supported currencies if you invoice in multiple currencies.
Click Save.
Tip: The base currency is used for dashboard totals and reports. Supported currencies appear as options when creating invoices and estimates.
Screenshot
Base currency settings with multi-currency selector
Manage Users
Go to Settings > Users.
Review the stats strip at the top: total users, active, pending invitations, and inactive.
Use the filter bar to view All, Employees, or Guests.
Search for a specific user by name or email.
Invite a New User
Click Add New User in the top-right corner.
Fill in Email, First name, Last name, and optionally Phone.
Set a temporary Password.
Assign a Role from the dropdown.
Set the initial Status (Active or Inactive).
Click Save.
Note: Each new user counts toward your seat limit. If you hit the limit, upgrade your plan in Settings > Billing.
Edit or Deactivate a User
Screenshot
New user form with role selector
In the user list, click the row to view a user's profile.
Click Edit to update their details or role.
To remove access, click the ... menu and select Deactivate.
To cancel a pending invitation, click Cancel next to the invited user.
Create and Manage Roles
Go to Settings > Roles.
You will see system roles (locked with a lock icon) and any custom roles you have created.
Create a Custom Role
Click Add Role.
Enter a Name (e.g., "Senior Developer") and an optional Description.
Select a Base role -- this determines the maximum permissions available:
- Admin -- full access.
- Finance Manager -- finance modules.
- HR Manager -- HR modules.
- Project Manager -- project modules.
- Member -- standard access.
- Guest -- limited, read-only access.
Pick a Color for visual identification.
Click Save.
Edit or Delete a Role
Screenshot
Role creation modal with base role dropdown
Click the Edit icon on any role row.
Update the name, description, or color, then click Save.
To deactivate a role, click the Toggle icon. Inactive roles cannot be assigned to new users.
To delete a custom role, click the Delete icon and confirm. System roles cannot be deleted.
Configure Permissions
Go to Settings > Permissions.
The permission matrix shows all roles across the top and permission categories down the side.
Toggle individual permissions on or off for each role.
Changes are not saved automatically -- click Save to apply them.
Important: System roles have fixed base permissions. Custom roles inherit permissions from their base role and can only be restricted further, never expanded beyond the base role's ceiling.
Screenshot
Permission matrix grid with toggle switches
Manage Departments
Go to HR > Departments.
Click Add Department.
Enter a Name, optional Code (e.g., "ENG"), and Description.
Optionally select a Parent department to create a hierarchy (e.g., "Frontend" under "Engineering").
Click Save.
To edit or delete a department, use the action icons on each row. Toggle between Table View and Tree View to switch between a flat list and a nested org chart.
Screenshot
Department list with hierarchy indicators
Set Up Categories
Go to Settings > Categories.
Categories are used to classify payments and expenses.
Default categories are created automatically for new workspaces.
Create a Category
Click Add Category.
Enter a Name (e.g., "Office Supplies").
Select the Type: Payment or Expense.
Pick a Color for visual coding.
Click Save.
Screenshot
Category list with color badges and type filters
Configure Tax Rates
Go to Settings > Tax.
Your existing tax rates appear in a list with name, rate percentage, and status.
Add a Tax Rate
Click Add Tax Rate.
Enter a Name (e.g., "VAT 10%").
Set the Rate as a percentage (e.g., 10).
Add an optional Description.
Toggle Default if this should be the pre-selected rate on new invoices.
Click Save.
To edit, deactivate, or delete a tax rate, use the action icons on each row.
Screenshot
Tax rate modal with rate percentage input
Configure Invoice Settings
Go to Settings > Invoicing.
Set your Company code -- this prefix appears in invoice and estimate numbers.
Configure defaults:
- Default payment terms (e.g., "Net 30").
- Default due date days (number of days until due).
- Estimate validity days (how long estimates remain valid).
Click Save for each section.
Scroll to the Invoice Reminders section on the same page.
Add reminder rules to automatically notify your team about upcoming and overdue invoices:
- Select Before due date or After due date
- Enter the number of days
- Click Add Rule
Recommended: set up rules for 3 days before, 1 day before, 7 days after, and 30 days after due.
Reminders are delivered through the notification system (In-App, Email, Slack) based on each user's preferences.
Screenshot
Invoice settings form with payment terms, due date fields, and reminder rules section
Configure PDF Templates
Go to Settings > PDF.
Enable or disable available PDF templates (e.g., Modern, Classic, Minimal).
Enable or disable PDF languages for multi-language document generation.
Set your Default template and Default language.
Click Save.
Screenshot
PDF template selector with language checkboxes
Manage Holidays
Go to Settings > Holidays.
Click Add Holiday.
Enter the Name (e.g., "New Year's Day").
Pick the Date.
Toggle Recurring if the holiday repeats every year on the same date.
Click Save.
Holidays affect attendance records -- employees are not expected to clock in on holiday dates.
Screenshot
Holiday list with recurring badge
Configure Leave Policies
Go to Settings > Leave.
Configure global leave settings:
- Fiscal year start (month and day).
- Max consecutive days allowed per request.
- Carry-over expiry (months after fiscal year start).
- Auto-approve toggle and max days for auto-approval.
- Notification days before leave starts.
Click Save Settings.
Manage Leave Types
Scroll to the Leave Types section.
Click Add Leave Type.
Enter Name (e.g., "Sick Leave"), Code (e.g., "SICK"), and optional Description.
Pick a Color, toggle Paid and Requires approval.
Set Max days per request if needed.
Click Save.
Create Leave Policies
Under each leave type, click Add Policy.
Enter a Policy name, Days per year, Carry-over limit, and Accrual type (Yearly or Monthly).
Click Save.
Screenshot
Leave settings with leave types list and policy cards
Configure Attendance Policy
Go to Settings > Attendance.
Set work schedule defaults:
- Start time and End time (e.g., 08:00 -- 17:00).
- Work days (click to toggle Mon -- Sun).
- Hours per day.
Configure break settings:
- Lunch start, Lunch duration, and Auto-deduct break toggle.
Set grace periods:
- Late grace period (minutes before marking as late).
- Early leave grace (minutes before marking as early leave).
Configure overtime rules:
- Overtime threshold (minutes beyond normal hours to count).
- Max overtime per day.
Set automation:
- Auto clock-out time and Auto absent time.
- Forgot check-in/out reminder times.
- Allow multiple sessions and Allow mobile clock-in toggles.
Configure anomaly handling:
- Anomaly reason deadline (hours to provide reason).
- Escalation thresholds (after how many anomalies).
Set monthly close:
- Monthly close day and Allow edit after close toggle.
Click Save.
Screenshot
Attendance policy form with work days selector and time inputs
Configure Expense Policy
Go to Settings > Expenses.
Toggle Require receipt on or off.
If receipts are required, set the Receipt required above amount threshold.
Choose the Approval workflow (e.g., Manager approval).
Set a Max amount per transaction limit (0 = no limit).
Select the Default currency for expenses.
Click Save.
Screenshot
Expense policy form with receipt toggle and amount fields
Configure Project Defaults
Go to Settings > Projects.
Set the Default project view (Kanban, List, or Sprints).
Manage Default Status Columns
Your default task columns appear in a list (e.g., To Do, In Progress, Done).
Click Add Column to create a new status. Enter a name and pick a color.
Drag to reorder columns.
Click Reset to Defaults to restore the original set.
Manage Default Priorities
Scroll to the Priorities section.
Add, edit, or reorder priority levels (e.g., Urgent, High, Medium, Low).
Manage Default Tags
Scroll to the Tags section.
Add global tags that appear in all new projects.
Screenshot
Project defaults with column list, priority list, and tag chips
Post Announcements
Go to Settings > Announcements.
Click Add Announcement.
Enter a Title and Content.
Set the Priority (Normal, Important, Urgent).
Choose Targeting: All users or specific roles.
Toggle Pinned to keep it at the top of the feed.
Optionally set an Expiry date.
Click Save.
Screenshot
Announcement form with targeting and priority options
Manage Storage
Go to Settings > Storage.
View your usage bar: how much storage you have used out of your plan limit.
Browse uploaded files with search and filters (by type: Task attachments or Comment attachments).
Sort by name, size, or date.
To free up space, select a file and click Delete.
Screenshot
Storage dashboard with usage bar and file list
Manage Billing & Subscription
Go to Settings > Billing.
View your current plan, billing cycle, and next payment date.
To add seats, click Add Seats, enter the quantity, and confirm the payment.
To add storage, click Add Storage and select extra GB.
To cancel your subscription, click Cancel Subscription and confirm.
To resume a canceled subscription, click Resume Subscription.
Screenshot
Billing page with plan details and seat/storage management
Connect Integrations
Go to Settings > Integrations.
You will see a grid of three integration cards with their connection status:
- Slack -- workspace notifications and DMs (live).
- MCP -- AI assistant / Model Context Protocol access, configured at Settings > Integrations > MCP (live).
- Webhooks -- outgoing event webhooks (Coming Soon).
Connect Slack
Click the Slack card.
Click Connect to Slack to begin the OAuth flow.
Authorize QONE in your Slack workspace.
Once connected, you will see your Slack workspace name and status.
Toggle Active to enable or disable Slack notifications.
Map QONE users to Slack users for direct message notifications.
Link Slack channels to specific projects for event notifications.
Note: Slack and MCP are live. The Webhooks integration is the only card listed as "Coming Soon" on the integrations page.
Screenshot
Slack integration page with workspace status and user mapping
Tips & best practices
- Set up company profile first -- your company name, logo, and currency appear on invoices and payslips.
- Create roles before inviting users -- it is easier to assign the right role during invitation than to change it later.
- Use the permission matrix to fine-tune access for sensitive areas like salary data and billing.
- Set up leave types and attendance policy before onboarding employees so balances calculate correctly from day one.
- Configure tax rates and invoice defaults before creating your first invoice to avoid manual corrections.
- Review storage usage periodically to stay within your plan limits.
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