Overview:

The System Settings module in HR360Hub provides Super Admins with centralised control over the platform’s global configuration. It is the primary area for configuring how the system behaves, looks, communicates, and integrates across the entire organisation. Changes made in System Settings apply platform-wide and take effect immediately upon saving.

The module is accessed via two entry points in the sidebar: System Setting (which hosts six configuration panels: General Settings, Organization Chart, Branding, Theme Customizer, Email Setting, and AI Settings) and the standalone Roles & Permissions and Email Templates items.

📜 Note:Only users with Super Admin role can access System Settings. If the System Settings menu is not visible in the sidebar, contact your system administrator to verify your role and permissions.

Section 1: Accessing System Settings

After logging in to the HR360Hub portal with your Super Admin credentials, follow these steps to navigate to the System Settings module.

On the left-hand sidebar, locate the System Settings menu item near the bottom of the navigation list.

Click on System Settings to expand its sub-menu. The following options are available: Roles & Permissions, System Setting, and Email Templates.

Click on System Setting to open the settings panel. The System Setting page contains a secondary left-hand navigation panel with six configuration sections: General Settings, Organization Chart, Branding, Theme Customizer, Email Setting, and AI Settings.

Section 2: General Settings

The General Settings panel allows administrators to configure system-wide locale and display preferences that apply to all users across the platform. These settings control how dates, currencies, and the interface language are presented throughout HR360Hub.

Navigate to System Settings → System Setting → General Settings to open this panel.

2.1. Configuration Fields

Click Save Settings (orange button, bottom-right) to apply the changes.

⚠️ Important: Changing the Time Zone affects how all timestamps and date-based calculations are displayed to every user in the system. Confirm the correct time zone before saving, particularly for organisations operating across multiple regions. Consider coordinating with payroll administrators before changing the Currency setting, as it may affect how salary figures are interpreted in reports.

Section 3: Organization Chart Settings

The Organization Chart Settings panel allows administrators to designate the top-level employee (typically the Company CEO) who will appear as the root node of the organisation chart. This setting defines the apex of the reporting hierarchy displayed in the Organization Chart module.

Navigate to System Settings → System Setting → Organization Chart to open this panel.

3.1. Setting the Root User

Use the Select Company CEO dropdown to search for and select the employee who will serve as the top-level entity in the organisation chart.

Click Save Root User (orange button) to apply the selection.

⚠️ Warning: The selected user will be designated as the top-level entity in the organisational chart. Consequently, the Reporting To field will be removed from that user's profile to accurately represent their position at the highest level of the hierarchy. Verify the selection is correct before saving, as this change affects how the entire organisation chart is rendered.

3.2. Root User List

Below the CEO selection, a paginated table lists all employees who have previously been set as root users, along with the date each record was last edited.

Section 4: Branding

The Branding Settings panel allows administrators to customise the visual identity of the HR360Hub portal to match the organisation’s brand. Changes made here are reflected across the portal interface for all users.

Navigate to System Settings → System Setting → Branding to open this panel.

4.1. Configuration Fields

Click Save Branding (orange button, bottom-right) to apply all changes.

💡 Tip:Upload a transparent PNG for the header logo to ensure it displays correctly against both light and dark navigation bar themes. Recommended logo dimensions are 200×50 pixels or proportionally equivalent. The favicon should be a square image at 32×32 pixels for best browser compatibility.​

Section 5: Theme Customizer

The Theme Customizer panel allows administrators to configure the visual appearance of the HR360Hub portal. Settings here control the primary colour scheme, light/dark mode, layout skin, and menu style. Theme settings apply to all users by default, establishing a consistent brand experience across the platform.

Navigate to System Settings → System Setting → Theme Customizer to open this panel.

5.1. Configuration Options

Click Save Settings (orange button) to apply the theme configuration, or Reset To Default (red button) to revert all theme options to the original HR360Hub defaults.

📜 Note: Theme settings establish the platform-wide default appearance. Individual users may be able to override the theme mode for their own session depending on portal configuration. Clicking Reset to Default will immediately revert all customisations, including any custom primary colour, to the out-of-the-box HR360Hub theme.

Section 6: Email Setting (SMTP)

The Email Setting panel allows administrators to configure the outbound email (SMTP) server used by HR360Hub to send system-generated notifications and communications. Examples include resignation notifications, leave request updates, recruitment emails, and password reset messages. At least one Active SMTP configuration must be present for the platform to send emails.

Navigate to System Settings → System Setting → Email Setting to open this panel.

6.1. SMTP Settings List

The panel displays a paginated list of all configured SMTP settings. Each row shows the Mail Host, Port, Username, Status, and available action controls. When no SMTP configurations exist, the list displays a “No data available” message.

6.2. Adding an SMTP Configuration

Click the + Add SMTP Setting button at the top-right of the page.

The Add SMTP Settings form will open.

Click Save (orange button, bottom-right) to create the SMTP configuration or Cancel to close without saving.

⚠️ Important: Only one Active SMTP configuration should be enabled at a time. If multiple configurations are set to Active, the system may behave unpredictably when selecting which server to use for outbound mail. For mail providers requiring app-specific passwords (such as Gmail with 2FA enabled), generate and use an app password rather than your account password. Test the SMTP connection after saving by triggering a system notification and verifying delivery.​

Section 7: AI Settings

The AI Settings panel allows administrators to customise the HR360Hub AI Assistant (Hub-AI) to align with the organisation’s brand and context. The AI Assistant is the conversational AI feature accessible from the Hub-AI menu item, and the settings here determine how it identifies itself and how it is contextualised to your organisation.

Navigate to System Settings → System Setting → AI Settings to open this panel.

7.1. Configuration Fields

Click Save Settings (orange button, bottom-right) to apply the changes.

💡 Tip: The About AI Assistant field directly influences the relevance and accuracy of AI-generated responses within Hub-AI. Provide a concise but detailed description of your organisation, including the industry, size, core business activities, and any HR-specific context that would help the assistant give more accurate and contextually appropriate answers to employee queries.

💡 Tip: Recommended initial setup order for a new HR360Hub instance: (1) General Settings → (2) Branding → (3) Organization Chart → (4) Email Setting → (5) Theme Customizer → (6) AI Settings. Complete General Settings and Branding first so the platform reflects the correct organisation identity before onboarding employees.

Summary:

The following table summarises the System Setting configuration panels covered in this guide, their purpose, and key considerations.