Portal Setup

Portal Setup is where you activate the Staff Portal and Mobile App for your site.

Use it to configure access, request controls, and notifications before you go live.

Before you start

To configure Staff Portal and Mobile App settings:

• Your Wageloch account needs full administrator access.
• Each staff member needs a unique email address on their staff card.

Open Portal Setup

1. Open Wageloch and sign in.
2. Click Settings (top-right).
3. Select Portal/Mobile App.
4. Select Portal Setup.

Security settings

Use Security to assign portal administrators and manage mobile communication settings.

• Administrative access: enable admin rights for a selected staff member or a non-staff contact.
• Shift Swap and Message Centre: let portal admins handle shift swap communication and staff messaging.

Assign an existing staff member as portal admin

1. Select Yes for administrative access.
2. Choose Select a Staff Member.
3. Tick the staff member(s) to grant access.
4. Click Next.

Assign a non-staff portal admin

1. Select Yes for administrative access.
2. Choose Enter a non-staff member.
3. Enter first name, surname, and email address.
4. Click Next.

Roster visibility settings

Use Rosters to define what staff can view.

• Allow viewing rosters: if enabled, staff can view roster information in portal and app.
• View unpublished rosters: allows visibility before roster release.
• View complete roster: allows staff to see all staff roster lines, not only their own.

Leave request settings

Use Leave to control leave-request permissions and visibility.

• Allow leave requests: lets staff submit leave requests for approval.
• Show other staff on leave: choose name visibility or count-only display.
• Allow leave overlap into published roster: permits requests after rosters are published.
• Allow backdated leave requests: permits requests for dates that have already passed.

Availability request settings

Use Availability to control unavailability requests.

• Allow staff to request unavailability: if enabled, staff can submit availability or unavailability for manager approval.

Email notification settings

Use Email Details to route request notifications.

1. Enable request notification emails.
2. Enter one or more recipient addresses (comma-separated).
3. Click Next.

These addresses receive staff request notifications and outcome updates.

Daily staff notes

Use Daily Staff Notes to control staff-facing notes and communication preferences (where this feature is enabled).

Mobile app clock time alerts

Use Mobile App settings to configure clocking alerts.

• Enable clocking alerts: turn on reminders for late clock-in, late clock-out, or both.
• Tolerance: set delay before reminders send (for example 15 minutes after start time).
• Email alerts: send missed-clock reminders to manager email.
• Push notifications: send reminders to manager and/or employee app users.

Site information defaults

Use Site Information to set defaults used by leave processing.

• Length of workday: default leave-day hours when template-based values are not applied.
• Start of workday: default day-start time.
• Restrict leave request: limit number of staff that can be approved off on the same day.

Review setup confirmation

The Setup Confirmation step summarises your choices before activation.

• Use Back to adjust earlier settings.
• Click Next when configuration is correct.

Activate Staff Portal and Mobile App

Before activation, review staff with missing email addresses and update their staff cards if needed.

When ready:

• Enable the site now = Yes: activates Staff Portal and Mobile App and sends activation instructions.
• Enable the site now = No: keeps configuration saved but not active.
• Click Save Information, then Finish.

When the portal is live

When the Staff Portal is live, all staff with valid email addresses on their staff cards receive a welcome email with portal access instructions.

You can return to Portal Setup at any time to update these settings.