> ## Documentation Index
> Fetch the complete documentation index at: https://docs.fieldtime.gaitools.com/llms.txt
> Use this file to discover all available pages before exploring further.
# FieldTime Admin Settings and Configuration
> Configure Vantagepoint credentials, sync schedules, notification preferences, and account-wide policies from the FieldTime Admin settings panel.
FieldTime's settings are split into two areas: account-wide configuration accessible only to admins, and personal preferences available to every user. Admin settings live inside the **Admin panel** and control how FieldTime connects to Vantagepoint, when data syncs, what notifications employees receive, and how security policies are enforced.
Changing sync settings can affect when employee and project data is refreshed. Make changes during off-hours to avoid disrupting active time tracking.
## Accessing admin settings
The admin settings are spread across tabs in the Admin panel. Navigate to **Admin** in the sidebar and click the relevant tab:
| Tab | What you configure |
| -------------------- | ----------------------------------------------------- |
| **VP Sync** | Vantagepoint credentials and automatic sync schedules |
| **Notifications** | Notification timing for employee reminders |
| **Auto Assignments** | Default project assignments for new hires |
| **Premium Ledger** | Premium pay tracking and adjustments |
| **Edit Spot-Check** | Post-submission time entry review |
## Vantagepoint credentials
FieldTime connects to Deltek Vantagepoint using OAuth 2.0 credentials. You must save valid credentials before any VP sync can run.
Vantagepoint credentials are encrypted and never exposed in the UI after saving. Contact your admin if credentials need to be rotated.
### Saving credentials for the first time
Go to **Admin → VP Sync**. If no credentials are saved, the **Connection** section shows **Not connected**.
Fill in the following fields:
* **Base URL** — the root API URL for your Vantagepoint instance (e.g., `https://your-vp-host/api/v1`)
* **Username** — the service account username
* **Password** — the service account password
* **Client ID** — the OAuth client ID issued by Vantagepoint
* **Client Secret** — the corresponding OAuth client secret
* **Integrated Database** — the Vantagepoint database identifier
Click **Test & Save Credentials**. FieldTime attempts to authenticate with Vantagepoint using the provided values. If successful, the panel switches to a **Connected** view showing the base URL, database, auth strategy, and token expiration. If it fails, the error is displayed with detailed authentication attempt information.
### Rotating or removing credentials
When credentials are saved, a **Disconnect** button replaces the form. Click **Disconnect** to remove the stored credentials. You can then enter new credentials using the form that reappears. All sync runs are disabled while FieldTime is disconnected.
## VP Sync settings
After credentials are saved, configure which Vantagepoint endpoints sync automatically and how often each one runs.
### Enabling automatic sync
In the **Sync Configuration** section, check **Automatic sync enabled** to activate the scheduler. When unchecked, no automatic syncs run — only manual syncs triggered from the VP Sync tab or from individual project rows in Assignments.
### Per-endpoint frequency
Each endpoint has its own enable toggle and frequency selector. Enable only the endpoints your workflow depends on.
| Endpoint | What it syncs |
| ------------------ | --------------------------------------------------------- |
| **Firms** | Client and vendor names, ClientInd, VendorInd, and Status |
| **Organizations** | Org codes, names, and statuses |
| **Employees** | Employee roster, titles, divisions, and supervisors |
| **Projects** | Active projects, dates, project managers, and clients |
| **Project Phases** | WBS2 phases for synced projects with SubLevel Y |
| **Project Tasks** | WBS3 tasks for synced phases with SubLevel Y |
| **Project PWDs** | Prevailing wage determinations for each synced project |
Frequency options range from every 1 hour to every 168 hours (weekly). For most firms, syncing Employees and Projects every 24 hours is sufficient. Sync Project Phases, Tasks, and PWDs less frequently unless your Vantagepoint data changes often.
### Failure notifications
Check **Email on sync failure** and enter a **Notification Email** to receive an email whenever a scheduled sync run fails. This gives you an early warning if Vantagepoint connectivity is disrupted or credentials expire.
Click **Save Settings** to apply all sync configuration changes.
### Running syncs manually
Each endpoint section on the VP Sync tab has a **Dry Run** button and a **Sync Now** button:
* **Dry Run** — fetches data from Vantagepoint and shows a preview of what would be created or updated, without writing anything.
* **Sync Now** — performs the full sync and writes changes into FieldTime. A results summary appears with counts of fetched, created, updated, skipped, and error records.
Large syncs (Projects, Phases, Tasks) run asynchronously. The **Recent Runs** table refreshes automatically while a sync is in progress.
## Notification settings
Navigate to **Admin → Notifications** to configure the timing of automated reminders that FieldTime sends to employees.
How many minutes before a scheduled shift start employees receive a clock-in reminder. Default: 15 minutes. Range: 0–240.
How many minutes before the mandatory California meal break deadline employees receive a reminder. Default: 10 minutes. Range: 0–240.
How many minutes before shift end employees receive a clock-out reminder. Default: 10 minutes. Range: 0–240.
The hour of day (0–23, 24-hour format) on Monday when employees receive their weekly timesheet deadline reminder. Default: 8 (8:00 AM).
Click **Save settings** after making changes. Timing changes take effect for the next scheduled notification cycle.
## Account lockout policy
FieldTime enforces a login security policy to protect employee accounts. After **5 consecutive failed login attempts**, an account is automatically locked for **15 minutes**. No configuration is required — this policy is fixed and always active.
Admins can view locked accounts in the Employee directory by toggling **Locked accounts only**. You can manually unlock a locked account from the employee's row before the 15-minute window expires by clicking the lock icon.
## Annual attestation
FieldTime tracks which employees have completed their annual wage-theft prevention policy attestation, as required under California law. Employees complete the attestation through the FieldTime mobile or web app.
As an admin, you can review attestation status from the **Admin** panel. The attestation record shows each employee's completion date or flags those who have not yet completed it. Follow up with employees whose attestation is overdue before the annual deadline.
## Premium Ledger
Navigate to **Admin → Premium Ledger** to review premium pay adjustments across your workforce. The Premium Ledger surfaces cases where additional pay premiums apply — for example, missed-meal-break premiums or other California Labor Code requirements — so your payroll team can verify and process them accurately.
Use the ledger as part of your pre-payroll review to ensure all applicable premiums are accounted for before exporting data to Vantagepoint.
## Personal notification preferences
Every FieldTime user — not just admins — can update their personal notification preferences. Open your **profile dropdown** (top-right of the screen) and navigate to **Settings** to adjust the types of notifications you receive. Personal settings do not override the account-wide timing configured by an admin; they control which notification types are delivered to you individually.