Getting started & company setup

How setup works

Getting onto Hubtoll takes three short steps: create a personal login, confirm your email, then set up your company. After that, a handful of company-wide settings — your timezone, weekend days, offices, departments and holidays — become the backbone that leave, timesheets, appraisals and every other module rely on.

You only do this once. The person who creates the company automatically becomes its first administrator (a SUPER_ADMIN), with full access to everything.

1. Create your account

Go to the sign-up page and fill in:

• First and last name.
• Account type — choose Corporate to run a company on Hubtoll. (Individual accounts exist but this guide covers the company journey.)
• Email. A corporate account needs a company email address — free webmail (Gmail, Yahoo, Outlook.com and the like) is not accepted for corporate sign-ups. The email box unlocks only after you pick an account type.
• Password. At least 7 characters, including upper- and lower-case letters, a number, and one special character.

Creating the account confirms you agree to Hubtoll's Terms & Conditions.

2. Activate your email

We email you an activation link the moment you sign up. Click it to confirm your address and switch your account on.

• The link is valid for one hour. If it expires, request a fresh one — activation emails can always be resent.
• For security, the link carries only a one-time token. If a temporary password was ever issued, it travels in the body of the email, never in a web address.

3. Set up your company

The first time you log in, a short wizard collects everything needed to create your company:

• Your details — country, state/province and phone number.
• Business profile — industry, company name (up to 50 characters), your subdomain, your weekend days, your timezone, and optionally a logo and your public holidays.

Finish the wizard and your company is live — you're taken straight to your dashboard as its administrator.

Your subdomain

Your subdomain is your company's private web address on Hubtoll — for example, acme gives your team acme.hubtoll.com. Choose it carefully:

• Between 3 and 13 characters, and unique across Hubtoll (if it's taken, you'll be asked to pick another).
• It's stored in lower case.
• Some names are reserved (such as www, mail, admin, app, api, support and similar system names) and can't be used.

You can change your subdomain later in company settings, but because it's the address your whole team uses, change it sparingly.

Company profile & settings

An administrator can edit the company profile any time under Corporate management → Profile settings. Editable details include company name, subdomain, industry, country, state/province and logo, plus two settings that matter a great deal:

Timezone

Your company timezone is the single authority for what counts as "today" and how every date and time is displayed across Hubtoll. It defaults to your browser's zone during setup. Set it to the zone your organisation actually operates in — deadlines, leave windows and appraisal windows are all judged against it, so a shared, correct zone keeps everyone in step no matter where they log in from.

Weekend days

Choose which days are your company's weekend (rest days). This drives leave and date maths everywhere — weekend days are skipped when counting leave and working out return-to-work dates. The default is Saturday and Sunday. You can pick any combination, but you can't mark all seven days as weekend — at least one working day is required.

Logo

Upload a company logo (JPG, JPEG or PNG, up to about 5 MB). It's optional, and if an upload ever fails it won't block the rest of your setup.

Office locations

Office locations describe where your people work. They're managed under Human Resources → Employee records → Office locations. Each location has:

• A type — Physical, Hybrid or Remote.
• An alias (a friendly name), plus country, state and address.
• A status — you can deactivate a location without deleting it.

You can add several at once, and enable, disable or remove them later.

Departments

Departments group your people for reporting, budgets and approvals, and are managed under Human Resources → Employee records → Departments. Create a department, then assign employees to it.

Public holidays

Add your company's public holidays under Corporate management → Holiday management (you can also add them during first-time setup). Each holiday has a name, a start date, an end date and an active status.

• Holidays are plain calendar dates — a holiday declared on the 3rd is the 3rd for everyone, with no timezone shifting.
• Leave calculations use active holidays to work out accurate return-to-work dates.
• You can deactivate or delete a holiday at any time.

Adding team members

Bring colleagues into your company by inviting them by email. Each member you add is given a licence seat at the same time — adding a member and assigning a seat go hand in hand (see Licensing & subscriptions).

• If the email belongs to someone new to Hubtoll, we create their account and send a welcome/activation email.
• If they already use Hubtoll, we send an invitation linking them to your company — no second account is created.
• You can resend an activation email to a member who hasn't signed in yet.

A member's name and email are their single identity across your workspace — an administrator keeps them accurate, and they stay in sync with the person's employee record.

Who can do what

Setup tasks are protected by permissions so only the right people can change company-wide settings:

Screens you don't have permission for are simply hidden. To learn how to grant these permissions to your team, read Roles, permissions & approvals.