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Guide For: admins

Workspace Settings

Configure the settings that apply across your whole workspace — name and logo, onboarding enforcement, which toolbox talk templates are allowed, your operating state, and the ABN/GST details used on subcontractor RCTIs.

Who can use it — Anyone holding the "update tenant settings" permission, typically a workspace admin. If you can't see Workspace Settings in the sidebar, you don't have this permission — see Roles & Permissions.

Where to find it — Administration → Workspace Settings in the sidebar.

How to use it

The page is one form split into six tabs: General, Onboarding, Toolbox & Safety, Localisation, Billing / RCTI, and HR. Make your changes across any of the tabs, then click Save Changes at the bottom — nothing is saved until you do, even when you switch tabs.

General

  • Workspace Name — the name shown for your workspace throughout the app.
  • Workspace logo — upload a PNG or JPG. A new upload replaces the current logo; use the built-in image editor to crop before saving.
  • A Related settings panel links out to Payroll Settings for pay cycle, approvals, allowances, rain pay, and export configuration — that's a separate page, not part of this form.

Onboarding

Controls whether new workers must complete an onboarding/induction flow before they get normal access.

  • Enable onboarding enforcement — the master switch. The other onboarding fields only appear once this is on.
  • Default onboarding required for new invites — whether new invitations default to requiring onboarding.
  • Allow managers to override onboarding per invite — if turned off, every invitation uses the workspace default regardless of what the inviting manager picks.
  • Onboarding training module — the published training module (type Company Induction or Training) that workers must complete. Required once enforcement is enabled; if none is set, new invites default to bypassing onboarding even though enforcement is on.

A status message above these fields tells you which of these three states you're in: disabled, fully configured, or enabled-but-no-module-configured.

Changing this matters: if you flip enforcement, swap the training module, or change the induction form, the workspace re-evaluates onboarding status for every affected user — you'll see a confirmation like "Updated workspace settings and reset onboarding for N users."

Toolbox & Safety

  • Allowed toolbox template contexts — a checklist of which checklist-template contexts (e.g. Toolbox Talk, Induction, Incident Report, Asset Prestart, General Form, plus any custom contexts already in use) can be used when creating Toolbox Talks. If nothing is selected, it defaults to Toolbox Talk only.

Localisation

  • State / Territory — your operating state. This single field drives two things at once: the workspace timezone used across every form, PDF, dashboard, and export, and which public holidays apply for penalty-rate calculations and timeline markers. There's no separate timezone field — it's derived from the state.

Billing / RCTI

These fields feed subcontractor billing — they're checked before your workspace can finalise a Recipient-Created Tax Invoice (RCTI).

  • Workspace ABN — your 11-digit ABN, validated for a correct ABN checksum. It appears as the recipient ABN on every RCTI you issue.
  • Workspace is registered for GST — must be on for an RCTI to be issued at all; an unregistered workspace can't issue one.

See Subcontractors for where these values are actually used when generating monthly RCTIs.

HR

  • Performance review frequency — how often performance reviews fall due for each employee (Quarterly, Every 6 months, Annually, or Every 2 years). This sets the next review date whenever a review is completed.

Connected pages

  • What is Subgrade — how workspaces fit into the wider platform.
  • Roles & Permissions — who gets access to this page and to the settings it controls.
  • Subcontractors — where your ABN and GST registration are checked when RCTIs are finalised.
  • Payroll Settings — linked directly from the General tab; pay cycle, approvals, allowances, rain pay, and export settings live there instead.

Tips & common mistakes

  • Onboarding enabled but nothing happens for new invites? Check that an Onboarding training module is actually selected — enforcement without a module silently falls back to bypass.
  • Toggling onboarding enforcement resets user progress. Only flip it once you're sure — everyone affected gets their onboarding status re-evaluated, and you'll be told how many users were reset.
  • RCTI won't finalise? Confirm both the Workspace ABN is filled in and valid, and Workspace is registered for GST is switched on — both are required before an RCTI can issue.
  • Wrong public holidays or times showing up? There's no separate timezone setting to hunt for — fix the State / Territory field and both timezone and holidays follow.
  • Looking for invitations, custom roles, or workers' comp toggles? Those aren't on this page — they're managed by Subgrade at the platform level, not per-workspace.