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Workspace Configuration

Configure your organization's settings, notification preferences, and data sources in Optimal Workforce.

This guide covers how to configure your organization's workspace settings to match your operational needs.

Accessing Settings

To access your organization's settings:

  1. Click Settings in the left sidebar
  2. You'll see the main settings page with configuration options

Only users with Admin or Owner roles can modify organization settings.

Organization Settings

Organization Name

Your organization's display name appears throughout the platform and in reports. To update it:

  1. Navigate to Settings
  2. Find the Organization Name field
  3. Enter your preferred name
  4. Click Save

Add your organization's logo for a branded experience:

  1. Navigate to Settings
  2. Click on the logo area or Upload Logo
  3. Select an image file (PNG or JPG recommended)
  4. The logo will appear in the navigation and reports

Notification Preferences

Control how and when you receive notifications about important events:

Email Notifications

Configure email alerts for:

  • Optimization Complete - Receive an email when an optimization job finishes
  • Data Sync Updates - Get notified when new data is synced from your API connection
  • System Alerts - Important platform updates and maintenance notifications

To configure notifications:

  1. Navigate to Settings
  2. Find the Notifications section
  3. Toggle each notification type on or off
  4. Changes are saved automatically

Data Sources

The Data Sources page (accessible from Settings > Data Sources or the Data Sources sidebar item) is where you manage how caseload data flows into Optimal Workforce.

API Integrations

If your organization uses a compatible scheduling or HIMS system, you can connect it directly:

  • Systems like AlayaCare - Full integration with scheduling and client management systems
  • Other Systems - Contact Optimal Workforce for custom integrations

See the Connecting Your Data Source guide for detailed setup instructions.

CSV Upload

For organizations without API integration, you can upload caseload data via CSV files:

  • Export data from your current system
  • Upload to Optimal Workforce
  • Data is validated and processed automatically

See the CSV Upload guide for file format requirements and upload instructions.

Team Members

Manage who has access to your organization from the Members page:

  1. Click Members in the sidebar under Settings
  2. View all current team members and their roles
  3. Invite new members or update existing permissions

See the Account Setup guide for detailed information on roles and invitations.

Display Preferences

Individual users can customize their personal display preferences:

Theme

Choose between light and dark themes:

  1. Click your profile icon in the top right
  2. Select Account Settings
  3. Choose your preferred theme

Date and Time Format

The platform uses your browser's locale settings for date and time display. If dates appear in an unexpected format, check your browser or operating system settings.

Best Practices

Keep Your Data Current

  • If using API integration, verify your connection is active and syncing regularly
  • If using CSV uploads, establish a routine for exporting and uploading fresh data

Review Team Access Regularly

  • Remove access for team members who have left the organization
  • Ensure roles match current job responsibilities
  • Limit Admin access to those who need it

Enable Relevant Notifications

  • Turn on notifications for events you need to act on
  • Turn off notifications for routine events to avoid alert fatigue