Let's Set Up Your Account

Get the magic started!

Updated over a week ago

Welcome to Ubeya!

We're excited to have you on board and ready to help you streamline your workforce management. In this article, we'll guide you through the process of setting up your account and configuring your settings to ensure a seamless experience with Ubeya.

Let's get started!

Getting Started with Settings:

To begin, log in to your Ubeya account and navigate to the "Settings" tab (located on the top right side menu). The settings section is where you set parameters for various modules, from branch information settings to payroll specifications.


Within the "General" tab of the Settings, you have the ability to set your basic information, define your company name, logo, contact information, as well as language and timezone preferences.

You can also make adjustments to an individual branch by selecting a branch from the right-hand side or by clicking the “Branches” tab.

Employee profile

The "Employee Profile" section offers several key sections to manage and organize employee information effectively. Let's take a closer look at each of these sections:

  • Employee Fields:

    Within the Employee Profile section, you have the flexibility to customize the employee fields according to your specific needs. You have the ability to select which fields are editable by employees, determine which fields are mandatory to be filled, and choose which fields can be shared with clients. Additionally, you can easily add or remove fields that are not relevant or desired. This level of customization ensures that the employee profile aligns precisely with your organization's requirements and allows for efficient management of employee information.

  • Positions:

    This section allows you to create, manage and customize positions according to your team's needs, set appropriate rates for different roles, establish client billing rates, and ensure compliance by collecting necessary documentation from employees in each position.

  • Positions Group:

    The concept of a "Position group" is useful when there are multiple positions that belong to a common group. This feature is relevant in two scenarios: firstly, when an employee occupies multiple positions within the same group, allowing us to assign the employee to the group instead of adding each position individually. Secondly, it is applicable when we want to assign a specific rate to an entire group. This rate will be automatically applied to all positions that are part of that group.

Scheduling & Timesheet

The "Scheduling & Timesheet" module offers a comprehensive solution for managing and tracking employee schedules and timesheets. This module provides powerful features to streamline the scheduling process. Let's explore its key functionalities!

  • Scheduling:

    Customize your settings related to general, booking, swap & release, app and confirmation.

  • Timesheet:

    Customize your settings related to breaks, GEO location, work week, absences, and time sheet approvals.

  • Uniform:
    If you're looking to get more organized with the wardrobe for your staff, this page makes it simple. Move your cursor to the right side of the uniform line, and you'll find a three dot icon. When you click on that, you'll be able to enter all of the uniform details like the name, image, and description. That way, you can make changes to the details anytime you need.

  • Locations:

    You have the capability to create a comprehensive list of available locations that can be linked to your events within the platform. This feature allows you to include a name, photo, and description for each location, and offers the flexibility to make edits whenever necessary. To access the editing options, simply hover over the right side of the location line and click on the three dots that appear.

  • Payroll:

    Adjust the VAT percentage and fine-tune the overtime settings to precisely fit your individual needs.


In this section, you can customize your payment settings according to your preferences. It allows you to set pay rates, configure overtime payments, compensate for break times, setup holiday payments, and adjust night hour pay.

Shift tags

On this page, you have the ability to generate shift tags that serve as filters for events on the calendar. These tags will only be visible to employees using the mobile app. To access the editing options, just hover over the right side of the location line and click on the three dots that become visible.

Company Profile

This is an opportunity to effectively communicate your company's brand and strengthen the bond with your employees.

To succeed, follow these key steps:

  1. Select a captivating cover image that embodies your business and captures the attention of your employees. The image should represent your brand identity and visually resonate with your workforce.

  2. Craft a concise and engaging "About Us" paragraph that tells your company's story and fosters a deeper connection with your employees. Showcase your corporate ethos, values, and expertise, providing a clear understanding of what sets your organization apart. Remember to keep it concise yet impactful.

  3. Incorporate external links to your company profile to enhance your brand's visibility and expand its reach. Drive traffic to your website and social media platforms, allowing your employees to stay informed about your latest accomplishments and updates.

  4. Provide contact details and office hours specific to each branch, facilitating easy access to information for your employees. Strengthen internal communication and foster a sense of connectivity by ensuring your teams have quick and convenient access to your organization's contact information.

By following these steps, you can effectively communicate your brand, engage your employees, and foster a stronger connection between your organization and its workforce

Congratulations! You've successfully set up your account. You're now ready to efficiently manage your workforce, schedule shifts, track attendance, process payroll, and more.

Remember, if you ever need assistance or have any questions, our support team is here to help.

Did this answer your question?