Settings that matter
A map of the KaryaFlow Settings screen, the handful of settings worth changing on day one, and what only your provider can turn on.
Open Settings at the bottom of the sidebar. It is grouped into four areas.
| Area | What is in it |
|---|---|
| Organization | General, Companies, Roles & Permissions, Customer Records, Employees, Keyboard Shortcuts |
| Operations | Jobs, Pay & Completion, Inventory, Attendance, Rentals & Contracts |
| Finance & Payroll | Documents, Payroll |
| Account | Billing, Profile & Security |
Most of it is for a Tenant Admin. A Manager sees fewer sections.
The five worth doing first
1. General — name and identity
Set your Company Name. Set App Display Name if you want a shorter name in the Technician app. Pick a Brand Theme for the colours.
Set the Employee Code Prefix before you add people. It builds the codes that appear on every list — set it to CA and your first technician is CA-001.
Workspace currency decides how amounts are shown. Changing it does not convert amounts already saved.
Default rows per page sets the starting point for every table. Anyone can still change the rows on a single table.
Your Logo and your Mobile App Icon are set by your provider, not here. They show as read-only.
2. Jobs → Work Statuses — your pipeline
This is the single setting that shapes daily work. It defines your stages, their order, which ones technicians see on their phone, and what happens automatically when a job is created or assigned.
Get it right before you train anyone. See Job statuses explained.
3. Jobs → Job fields — what people are asked to fill in
Choose what shows on the new job form, the job details, and the jobs list.
Three tabs across the top: New job form, Job details and Jobs list. For each field you can:
- rename it,
- show or hide it on the Dashboard and on the Technician app separately,
- make it required.
The tooltips tell you exactly where each switch shows the field. Hide what your business does not use — a shorter form is filled in faster and more accurately.
You can also add fields of your own with Add field.
4. Attendance — when technicians must check in
Three switches, and the first one has the widest effect.
| Switch | What it does |
|---|---|
| Require check-in before working on jobs | Technicians cannot update a job, add parts or file a sheet until they mark attendance. Managers and admins are never blocked. |
| Auto check-out forgotten sessions | Anyone still checked in at your cut-off time is checked out for them. Their hours count up to the cut-off. |
| Require photo at check-out | Technicians take a photo when checking out, as they do at check-in. |
Set the Daily cut-off time to the end of your working day. It is stamped as the check-out time and feeds the hours your payroll uses.
Turn Require photo at check-out on only after everyone has updated their app. An older version cannot send a photo, so its check-out is refused and the session stays open.
5. Pay & Completion → Incentives — what work pays
The grid that decides what a technician earns on each job. Set it up before your first month closes, or nothing is credited. See Understand what a technician earned.
The rest, in one line each
| Setting | What it is for |
|---|---|
| Organization → Companies | Run more than one legal entity from the same workspace |
| Organization → Customer Records | Stop duplicate phone numbers; add your own customer fields |
| Organization → Employees → Profile Fields | Ask for identity documents and other details when you add staff |
| Organization → Keyboard Shortcuts | Set your own shortcuts, and the ones everyone shares |
| Jobs → Categories, Tags | Name the kinds of call you handle, and the labels you sort by |
| Jobs → Assignment | Whether only technicians can be assigned a job |
| Jobs → Field Workflow | Whether a technician is asked free or chargeable when adding a part |
| Jobs → Duplicate | What carries over when somebody copies a job |
| Inventory → Categories, Units of Measure, Item Fields | The lists behind the Add Item form |
| Documents → Invoices | Invoice numbering: the prefix, the length, and when it resets |
| Documents → Invoice Form | The layout of the printed bill |
| Documents → Completion Sheet Form | The layout of the signed job sheet |
| Documents → Signatures | Saved signatures and stamps for printed documents |
| Payroll → Rules | Overtime and deductions |
| Payroll → Facilities | Your sites and branches |
| Payroll → Expenses | Claim limits and who approves them |
| Account → Profile & Security | Your own password, photo and language |
| Account → Billing | Your plan and payments |
What only your provider can change
Some things are not in Settings at all. Your provider controls them, and asking them is the only way:
- which areas appear in your sidebar at all,
- your logo and the app icon on technicians' phones,
- whether the work status pipeline is on,
- whether cash deposits are tracked,
- whether a technician appears on the live map,
- how many user seats your plan allows.
A page you cannot open shows Module Not Available with the line The module is not enabled for your account. That is your answer: contact your provider.
Take the tour again
The account menu at the bottom of the sidebar has Product tour. It walks through the sidebar, the search shortcut, employees, jobs, customers, stock and settings in about two minutes. It is worth replaying after you have real data in.
The same menu holds Profile & Security, Billing & Plan and Sign Out.