Company Settings
Configure your company's PraxisMS settings, features, and billing.
Most settings require Administrator access. Billing and feature settings require Billing Administrator access.
General Settings
Basic company information and display preferences.
Company Information
| Setting | Description |
|---|---|
| Company Name | Your company's display name, shown in the header and reports |
| Company Logo | Upload a logo to display in the header (recommended: 200x50px) |
Dashboard Settings
| Setting | Description |
|---|---|
| Hour Budget | Target hours per pay period for the progress ring (e.g., 80 hours) |
| Progress Ring | Enable or disable the progress ring on the dashboard |
Time Tracking Settings
Configure how time tracking works for your company.
Pay Period Configuration
These options only need to be completed Once
| Setting | Description |
|---|---|
| Pay Period Type | Bi-Weekly, or Disabled |
| Pay Period Start | The date your pay periods begin (e.g., 1st of month, or a specific Friday) |
Closing Dates
Closing dates prevent employees from editing time entries after a certain point.
| Setting | Description |
|---|---|
| Closing Date | Entries before this date cannot be edited at all (even by admins), unless the admin modifies the closing date temporarily |
Enable the Auto Update Closing date feature. This will update your closing date as you progress through time approvals to prevent this step being forgotten and ensures staff cannot modify time entries after they are approved.
Set your close date to the end of the previous pay period after payroll is processed. This ensures finalized time entries can't be accidentally modified.
Validation Rules
Validation rules automatically enforce time tracking policies.
Available Rules
| Rule | Description |
|---|---|
| Auto-Stop Timer | Automatically stop timers after a set number of hours (e.g., 12 hours). Prevents overnight timers. |
| Auto-Reject Long Entries | Automatically reject time entries exceeding a maximum duration |
| Require Job Selection | Force employees to select a job when starting a timer (if Job Costing enabled) |
| Require Notes | Require employees to add notes to time entries |
| Overlap Prevention | Prevent time entries that overlap with existing entries |
Auto-rejected entries still appear in reports with "Rejected" status. Employees are notified and can edit and resubmit the entry.
Configuring Rules
- Go to Settings > Validation Rules
- Enable or disable each rule
- Set thresholds where applicable (e.g., max hours)
- Click Save
Quick Tasks
Quick Tasks are categories that describe the type of work being done. Manage them here.
Creating a Quick Task
- Go to Settings > Quick Tasks
- Click Add Quick Task
- Enter the task name
- Set whether entries are billable by default
- Click Save
Quick Task Properties
| Property | Description |
|---|---|
| Name | The display name shown in dropdowns |
| Billable Default | Whether new entries using this task are marked billable |
| Active | Inactive tasks can't be selected for new entries but appear in reports |
Don't delete old Quick Tasks—set them to inactive instead. This preserves historical data while hiding them from new entries.
Billing & Subscription
View your subscription status, update payment methods, and view invoices.
Free Trial
New companies start with a 7-day free trial with full access to all features. No credit card is required to start.
- Trial begins when you create your company account
- You'll see a banner showing how many days remain
- Add a payment method anytime to continue after the trial
- If the trial expires without a payment method, access is paused until one is added
Pricing
PraxisMS uses simple, transparent pricing:
| Component | Cost | Notes |
|---|---|---|
| Base Fee | $10.00/month | Includes 1 user |
| Additional Users | $2.50/user/month | Each user beyond the first |
| Job Costing | $1.00/user/month | Optional module, all users |
| Task Manager | $1.00/user/month | Optional module, all users |
| GST | 5% | Applied to subtotal |
You're billed based on the maximum number of active users during each billing period. This means if you add users mid-month, you're charged for them, but removing users mid-month doesn't reduce the current month's bill.
Subscription Overview
The billing tab shows:
- Current billing status
- Number of active users
- Enabled feature modules
- Payment method on file
- Next billing date and estimated amount
Billing Status
Your subscription can be in one of these states:
| Status | Description | Access |
|---|---|---|
| Trial | Free trial period (7 days) | Full access |
| Active | Subscription active, payments current | Full access |
| Grace | Payment method needed (for existing customers transitioning to online billing) | Full access during grace period |
| Past Due | Payment failed, retrying | Limited—update payment method |
| Paused | Subscription voluntarily paused | No access until resumed |
| Cancelled | Subscription cancelled | No access |
| Suspended | Account suspended by PraxisMS | No access—contact support |
Account Locked
If your account becomes locked due to a billing issue (trial expired, payment failed, etc.):
- Billing Administrators are redirected to the billing settings to resolve the issue
- All other users see an "Account Locked" page with instructions to contact their Billing Administrator
- Your data is not deleted—it's preserved and accessible once billing is resolved
If your account shows "Suspended", this is an administrative action by PraxisMS (e.g., terms violation). Contact support@praxisms.ca directly to resolve.
Payment Methods
Add or update your credit card for automatic billing:
- Go to Settings > Billing
- Click Update Payment Method
- Enter your card details
- Click Save
We accept Visa, Mastercard, and American Express. Payments are processed securely through Stripe.
Failed Payments
If a payment fails:
- You'll receive an email notification
- We automatically retry the payment several times over the following days
- A banner appears in PraxisMS prompting you to update your payment method
- If all retries fail, account access is paused until payment is resolved
Keep your payment method up to date. If your card expires soon, you'll see a reminder banner. Update it before expiration to avoid service interruption.
Pausing Your Subscription
Need to take a break? Billing Administrators can pause the subscription:
- No charges while paused
- Users cannot access the account during pause
- All data is preserved
- Resume anytime to restore access
Cancelling Your Subscription
To cancel:
- Go to Settings > Billing
- Click Cancel Subscription
- Confirm the cancellation
After cancellation:
- Access ends immediately
- Your data is retained for 90 days
- You can reactivate within 90 days to restore access
- After 90 days, data may be permanently deleted
Viewing Invoices
Download past invoices for your records:
- Go to Settings > Billing
- Scroll to Invoice History
- Click the download icon next to any invoice
Feature Modules
PraxisMS is modular. Enable only the features you need.
Available Modules
| Module | Description | Cost |
|---|---|---|
| Job Costing | Track time against jobs/projects, set budgets, generate cost reports | Per user/month |
| Task Manager | Create task lists, assign work, track completion | Per user/month |
Enabling a Module
- Go to Settings > Features
- Find the module you want to enable
- Click Enable
- Confirm the additional cost
- The feature is immediately available
Disabling a Module
You can disable modules at any time:
- Go to Settings > Features
- Click Disable next to the module
- Confirm the action
Disabling a module hides the features but doesn't delete your data. If you re-enable the module later, all your jobs/tasks will still be there.
API Access
Generate and manage API keys for integrating PraxisMS with other systems.
Generating an API Key
- Go to Settings > API Access
- Click Generate New Key
- Select the scope:
- Read Only: Can only retrieve data
- Read/Write: Can retrieve and modify data
- Copy and securely store the API key
API keys provide access to your company data. Never share them publicly or commit them to version control. If a key is compromised, regenerate it immediately.
Regenerating a Key
If your API key is compromised or you want to rotate it:
- Go to Settings > API Access
- Click Regenerate Key
- Confirm the action
- Update your integrations with the new key
For full API documentation, see the API Reference.