Business Settings

The settings area is where you configure the details that shape how your business appears across Shinepoint - from your company profile and branding through to team access, notifications, and a complete audit trail of everything that happens within the system. Whether you're updating your logo or reviewing who did what last Tuesday, you'll find it here.

#Business Profile

Your business profile holds the core details about your organisation. You can update your business name, address, phone number, and website at any time from the Business Settings page. Keeping these details accurate matters because they appear on generated documents and certificates, so it's worth checking them when anything changes.

#Logo and Branding

Uploading your business logo personalises the experience across the Employee Portal and any documents generated through Shinepoint. A landscape or square image works best, with a minimum height of 200 pixels. PNG and SVG formats are recommended, and the maximum file size is 5MB.

Beneath the logo upload, you'll find the Brand colour picker. This colour is used as an accent on generated documents and certificates - a live preview shows you exactly how it will look on a document header before you save.

#Signature

You can set a default business signature that will appear on generated documents. This acts as a fallback when individual team members haven't added their own personal signature. You can either draw the signature directly or type it, and you're free to update or remove it at any time.

#Sector and Company Size

Your business sector is set during enrolment and determines which policies, risk assessments, and training content are recommended for your industry. The sector cannot be changed afterwards, so if it was set incorrectly, please get in touch with support.

You can also indicate your company size, which helps Shinepoint tailor recommendations and benchmarking to businesses of a similar scale.

#Portal URL

Every business on Shinepoint has its own unique portal URL. This is the address your employees use to access the Employee Portal. You'll find it displayed at the top of the Business Settings page, and it's worth bookmarking or sharing with your team.

#Team Management

Team members are the people who log in to Shinepoint to manage your business - your managers, HR leads, and anyone else involved in day-to-day operations. They're distinct from employees, who are the people being managed within the system. An individual can be both a team member and an employee, but the two serve different purposes.

#Team Roles

Every team member has a role that determines what they can see and do. There are four roles:

• Owner - Full access to everything, including the ability to delete the business. There is one Owner per business.
• Admin - Full access to employees, policies, training, and team management. Admins cannot transfer ownership.
• Manager - Can manage employees, assign policies and training, and handle day-to-day operations. Managers cannot change business settings or manage the team.
• Member - View-only access to dashboards and their own assigned items. Useful for team leads who need visibility without management responsibilities.

#Inviting Team Members

To add someone to your team, select Invite Team Member and enter their email address along with the role you'd like to assign. They'll receive an invitation email with a link to join. You can track pending invitations on the Team page, and if an invitation hasn't been accepted, you can resend it or cancel it entirely.

#Changing Roles and Removing Members

You can change a team member's role at any time from the Team page - simply choose a new role from the dropdown next to their name. If someone no longer needs access, you can remove them from the team. Removing a team member revokes their login access but doesn't affect any employee records they may have managed.

#Your Personal Settings

Each team member has their own personal settings, separate from the business-wide configuration. You'll find these under your profile menu.

#Profile

Your profile page lets you update your name and email address. If you change your email, you may need to verify the new address before it takes effect. You can also upload a personal avatar and set your own signature, which will be used on documents you generate instead of the business-level default.

#Password

You can change your password at any time. Choose something strong and unique - Shinepoint will let you know if your chosen password doesn't meet the minimum requirements.

#Two-Factor Authentication

Two-factor authentication (often called 2FA) adds a second layer of protection to your account. When it's enabled, signing in requires both your password and a temporary verification code from an authenticator app on your phone - such as Google Authenticator or Authy.

Setting it up takes just a moment: enable two-factor authentication from your settings, scan the QR code with your chosen app, and enter the verification code to confirm. You'll also receive a set of recovery codes to store somewhere safe, in case you ever lose access to your phone.

#Appearance

Shinepoint supports three appearance modes: Light, Dark, and System. System mode automatically follows your operating system's preference, so the interface adapts throughout the day. Choose whichever suits you best - it only affects your own view and doesn't change the experience for other team members.

#Notification Preferences

Shinepoint keeps you informed about important events through both in-app notifications and email. You can customise exactly which notifications you receive and how you receive them from the Notification Preferences page.

Notifications cover a range of events, including:

• Policy updates and new content available in the library
• Training coming due or overdue
• Risk assessment reviews
• Document expiry warnings
• Leave requests submitted, approved, rejected, or cancelled

For each notification type, you can independently toggle whether you receive it as an in-app notification, an email, or both. This lets you fine-tune your experience - for example, you might want leave requests to appear in-app immediately but only receive email alerts for overdue training.

Some notifications are mandatory and cannot be turned off. These include team invitations, messages from the Shinepoint team, and notifications about documents sent to external recipients. These are kept mandatory because they relate to account security and important communications that you shouldn't miss.

#Audit Trail

The audit trail provides a complete, chronological record of every significant action taken within your business on Shinepoint. Every time someone creates, edits, deletes, acknowledges, or signs something, it's logged automatically - along with who did it, when, and from which IP address.

#Why It Matters

A thorough audit trail is essential for compliance. If an external auditor asks when a particular policy was acknowledged, or if there's ever a dispute about when training was completed, the audit trail provides the definitive answer. It creates accountability and gives you confidence that you can always demonstrate what happened and when.

#Browsing and Filtering

The audit trail page displays all logged actions in a searchable, filterable table. You can narrow results by:

• Action type - created, updated, deleted, acknowledged, signed, and more
• Record type - filter by the kind of record that was affected (employee, policy, training, etc.)
• User - see actions performed by a specific team member
• Date range - focus on a particular time period

Selecting a row that involved changes will expand it to show exactly what was modified - the previous value alongside the new one - so you can see precisely what changed.

You can also export the audit trail to CSV for offline analysis or to share with auditors and advisors.

#Access and Immutability

The audit trail is available to team members with the Owner or Admin role. Managers and Members cannot view it. This keeps sensitive operational history restricted to those who need it.

Importantly, the audit trail is an immutable record. Entries cannot be edited or deleted by anyone, including the Owner. This guarantees the integrity of the log and means it can be relied upon as a trustworthy source of truth.

---

With your business profile, team, notifications, and audit trail all configured, you've got a solid foundation for managing compliance effectively. Head over to the Dashboard to see how everything comes together, or explore the Employees section to start adding the people you manage.