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Account settings in Roubler – Overview for Account Administrators

Updated

Audience

This article is for Account Administrators and system owners who:

  • Configure global settings in Roubler
  • Support HR, Payroll and Operations with account‑wide configuration

  • Need a quick reference to what each option in the Settings screen is for

Before you start

  • Ensure you are logged in with an Administrator‑level permission group that can access Settings.
  • Agree internally who owns changes for:
    • Payroll & pay rules (Agreements, Pay Conditions, Pay Types, etc.)
    • HR & onboarding (Onboarding Settings, Requirements, User‑Defined Fields/Forms)
    • Security & access (Manage Permissions, Manage System Users, Employee Access).
  • Whenever possible, test changes in a single location or small group first before applying them organisation‑wide.

Account settings and what they are used for

Below is each tile in the Account Settings screen and what it is typically used for.

Agreements

Configure employment agreements / pay classifications (e.g. awards or enterprise agreements) that underpin pay rules and entitlements in your environment.

Alerts

Set up system alerts (for example, timesheet, roster or attendance exceptions) that help managers spot issues such as missing clocks, long shifts or other rule breaches.

Blackout Periods

Define blackout dates where certain actions are restricted (for example, preventing leave requests or roster changes around specific periods).

Clock Applications

Manage which clocking methods/devices are available (e.g. new Clock App vs web clock) and how they are registered and used across locations.

Clock Questions

Create and maintain clock‑in / clock‑out / break questions (e.g. safety checks, declarations) that employees must answer when clocking.

Company Paygroups

Configure company‑level pay groups / payroll groupings used by your payroll engine or pay rules (for example, different business units or entities).

Company Settings

Set global account behaviour, such as feature toggles (e.g. enabling Broadcast Messaging), security options and other high‑level company preferences.

Cost Centres

Define and maintain cost centres used for labour costing, reporting and (where integrated) your payroll/finance mapping.

Default Standard Hours

Set the default standard hours pattern used when creating new employees, so their base weekly hours are pre‑populated for payroll and leave calculations.

Edit Location

Manage location records (add/edit sites, update names/codes, parent–child structure) that drive rosters, reporting and access across the system.

Edit Positions

Configure positions/roles (titles, categories) used on employee profiles, rosters, pay rules and reporting.

Employee Access

Control which employees can be seen and managed by a given manager or administrator (access rules by location, hierarchy or other criteria).

Expense Types

Set up expense categories (e.g. travel, meals, mileage) that employees can claim and which map through to payroll/finance.

Holidays

Maintain your organisation’s public holidays and custom holidays calendar for correct rostering, leave and pay‑condition behaviour.

Importers

Access import tools (CSV uploaders) for bulk data tasks such as employee invites, updates, or other supported imports.

Leave Entitlements

Configure leave entitlement rules/templates (e.g. annual leave, sick leave balances) for different employee groups.

Leave Types

Define leave categories (annual, sick, unpaid, etc.) available for requests, approvals and payroll mapping.

Location Devices

Manage registered clocking devices or legacy clock registrations that are tied to specific locations.

Manage Permissions

Create and edit permission groups (Employee, Manager, Administrator, etc.) and fine‑grained permissions that control what users can see and do.

Manage System Users

Manage system‑level users such as Account Administrators, Clock Device Users and other non‑standard logins, including their access and roles.

Onboarding Settings

Configure onboarding workflows (steps, required fields, signatures and rules) that new hires complete before becoming Active.

Ordinary Hours

Set templates for ordinary hours / standard work patterns that can be applied to employees or used in rostering and costing.

Pay Conditions

Configure pay‑condition rules (overtime, penalties, loadings, allowances) that interpret timesheets into correct earnings.

Pay Levels

Maintain pay levels / grades used within Agreements or classifications to differentiate pay by level or step.

Pay Run Templates

Define pay run configuration templates (e.g. default settings for exporting to payroll, pay periods, inclusions) used when running pay.

Pay Tags

Set up pay tags or flags used for reporting, costing or integration mapping across pay rules and payroll exports.

Pay Types

Configure earnings types (ordinary hours, overtime, allowances, deductions, etc.) used on timesheets and in payroll.

Requirements

Define compliance requirements (e.g. licences, qualifications, checks) that can be tracked against employees for HR and safety purposes.

Restore Employee

Restore deleted/archived employee profiles so they become visible again for rehiring, reporting or data correction.

Support Access Requests

Control and log support access approvals, allowing vendor support to temporarily access your account when you explicitly authorise it.

User‑Defined Field Settings

Create and manage custom employee fields (e.g. internal IDs, HR tags) beyond the standard Roubler fields.

User‑Defined Forms

Build custom forms (e.g. extra onboarding forms, HR forms) to capture additional structured information from employees or managers.

Work Types

Define work types / activity codes that can appear on rosters, timesheets and pay rules (for example, training, higher duties, admin time).

Frequently asked questions and troubleshooting

1. “I can’t see a particular Settings tile”

  • Check that you are logged in as an Administrator‑level user.
  • If you still can’t see it, your organisation may have restricted access to that setting; contact your internal system owner to confirm.

2. “Changes I made in Settings are not showing for managers/employees”

  • Many changes apply from the next use (e.g. new templates or holidays) rather than retroactively.
  • Ask managers/employees to refresh / log out and back in.
  • For payroll‑sensitive changes (Agreements, Pay Conditions, Pay Types), confirm with Payroll which pay period the change should apply from.

3. “I’m not sure which setting to use – there seem to be multiple places to change similar things”

  • As a guideline:
    • Structure & access → Edit Location, Edit Positions, Employee Access, Manage Permissions.
    • Payroll behaviour → Agreements, Pay Conditions, Pay Types/Levels/Tags, Company Paygroups, Leave Entitlements/Types.
    • HR/onboarding → Onboarding Settings, Requirements, User‑Defined Fields/Forms, Documents (RoublerDocs).
  • When in doubt, confirm with Payroll/HR before changing anything that could affect pay or entitlements.

4. “I changed a setting and now something looks wrong”

  • Capture:
    • What you changed (setting, old vs new value).
    • When you changed it.
    • Example employees/locations affected.
  • If safe to do so, revert to the previous configuration while you investigate.
  • Escalate internally (see below) with these details.

Who to contact for help

  1. Internal HR / Payroll / People & Culture
    • For:
      • Decisions on pay‑related settings (Agreements, Pay Conditions, Pay Types, Leave).
      • HR and onboarding settings (Onboarding Settings, Requirements, User‑Defined Fields/Forms).
      • Interpreting how changes should align with policy or awards.
  2. Internal Roubler/System Administrator or IT team
    • For:
      • Permission and access problems (Manage Permissions, Employee Access, Manage System Users).
      • Configuration of clocking, messaging, integrations and security.
      • Reviewing and approving high‑impact changes in Settings.
  3. Roubler / MYOB Support
    • Should only be contacted by your authorised internal administrators.
    • When raising a ticket, include:
      • Company name.
      • The exact setting or screen you changed (with screenshots).
      • At least one concrete example (employee/location, date/time) and what you expected vs what you’re seeing.

This helps ensure account‑level settings are managed safely and consistently while giving you a clear map of what each option in Settings is for.