Settings

Managing locations

Locations are the top level of your organization structure in Shiftdesk. Each location has its own address, time zone, and a country and state — these values affect clock-in/out times, reports, and the automatic public holiday import.

Setting up departments and teams

Shiftdesk structures your organization into three levels: **Location → Department → Team**. This hierarchy helps you plan shifts clearly, assign permissions cleanly, and run targeted reports.

Importing and managing public holidays

Public holidays serve two important functions in Shiftdesk: by default they block scheduling (in line with **ArbZG § 9**, rest on Sundays and public holidays) and they activate **public holiday surcharges** via the rate cards.

Defining contract types

Contract types are the basis for Shiftdesk correctly distinguishing between full-time, part-time, mini-job, and freelance workers. Each employee is assigned to exactly one contract type — payroll calculation, working time rules, and plus/minus hours are derived from it.

Configuring rate cards

Rate cards govern when and at what level employees receive surcharges on their hourly wage — for example for night, Sunday, or public holiday work. You can create any number of cards and assign them to contract types or individual employees.

Mapping wage types to DATEV numbers

So that your payroll office can smoothly import the Shiftdesk data into **DATEV LODAS** or **Lohn & Gehalt**, you need to map each Shiftdesk wage type to a DATEV wage type number. This one-time setup saves you effort every month afterward.

Configuring time tracking (modes, snap, breaks, GPS)

Time tracking is the heart of Shiftdesk. Under **Settings** → **Time tracking**, you define how your employees record their working time, whether and how rounding happens, which break rules apply, and whether GPS data is required.

Creating API keys for external systems

With API keys, external systems — such as your POS system, a BI tool, or your own script — can access Shiftdesk data. Each key receives precisely defined **scopes**, so you can keep access as narrow as possible.

Setting up two-factor authentication (MFA)

MFA (multi-factor authentication) protects your Shiftdesk account even if your password ever falls into the wrong hands. At login, Shiftdesk additionally asks for a **one-time code** from your authenticator app.

Custom employee fields

The standard master data in Shiftdesk covers the most common HR requirements. If you need additional fields of your own — such as "Driver's license class", "T-shirt size", or "Date of last safety briefing" — you create them as **custom fields**.