Setting your preferences
Learn how to set your company's standard work week, the rules for reporting sick and recovered, and reminders, as an HR admin. You'll find the preferences via your name at the bottom of the left menu → Company Settings → Preferences (under the HR heading).
Only HR admins and the account owner can change the preferences.
Standard workweek hours
The number of hours in a full work week at your company. If you leave it empty, Heartsome uses 40 hours.
Heartsome uses this number for employees whose contract doesn't say how many hours or on which days they work, or who don't have a contract yet. For them, the standard work week determines how many hours a day of time off is worth.
Change the number of hours, and Heartsome automatically recalculates the time off of these employees. Employees with a complete contract (hours per week and work days) aren't affected.
Tip: fill in the hours and work days in every employee's contract. That way time off is always correct, including for part-timers.
Absences
- Allow employees to self-report absences: when this is on, every employee can report themselves sick in Heartsome. When it's off, only managers and HR admins can report absences. Managers can always report themselves sick, even when this option is off.
- Allow employees to self-report recovery: when this is on, employees can mark themselves as recovered. Their manager and HR are notified. When it's off, the manager or an HR admin reports the recovery.
Partial recovery, a worsening, or cancelling a sick report is always handled by the manager or an HR admin, whatever these settings are.
Read more about reporting sick in the articles Reporting sick and Managing absence.
Reminder windows
Heartsome reminds you of important moments for your employees. Here you set how many days in advance a reminder appears.
Reminder | Default | Maximum |
|---|---|---|
Birthday | 3 days | 30 days |
Work anniversary | 7 days | 30 days |
Probation end | 14 days | 90 days |
Contract expiry | 60 days | 365 days |
Document expiry | 60 days | 365 days |
Enter 0 and the reminder only appears on the day itself. |
Where do you see reminders?
- In the list on the People page, next to the employee's name.
- On the employee's own Pulse, under what's coming up for them.
Who sees which reminder?
- Everyone sees birthdays and work anniversaries.
- Probation end and contract expiry are only visible to the employee, their manager and HR admins.
- Document expiry is only visible to the employee and HR admins. Managers don't see it, because it can concern medical documents.
For document expiry, HR admins and the account owner also get one email and notification as soon as a document expires within the set number of days.
Click Save to keep your changes.
Updated on: 14/10/2026
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