Settings & Configuration

Configure your organization, users, permissions, taxes, accounts, numbering, vendors, notifications, and email templates.

Organization Settings

Manage your property's core information under Settings → Organization.

Setting	Description
Organization Name	Your hotel or property name (displayed on invoices)
Address	Full address including street, city, state, ZIP, country
Phone	Primary contact number
Email	Primary contact email
Website	Property website URL
Logo	Upload your organization logo (used in invoices, PDFs, emails)
Default Check-in Time	Standard check-in time (e.g., 14:00)
Default Check-out Time	Standard check-out time (e.g., 11:00)
Currency	Default currency for billing
Financial Year Start	Starting month of your financial year
State	Organization's state (used for GST intra/inter-state determination)
GSTIN	Organization's GST Identification Number

TIP

The organization address and GSTIN are printed on all invoices and are required for GST compliance.

Logo Upload

Upload your logo in PNG, JPG, or SVG format. The logo appears on:

• Invoice PDFs
• Email headers (when using templates)
• The application header

Recommended size: 200×60 pixels or similar aspect ratio.

User Management

Manage users under Settings → Users. The system uses an invite-only model — users cannot self-register.

Inviting a User

1. Click Invite User
2. Enter the user's email address
3. Assign a role (which determines their permissions)
4. Click Send Invite

The user receives an email with a link to set up their password and access the system.

User Operations

Action	Description
Create	Invite a new user by email with an assigned role
Update	Change a user's role, name, or contact details
Deactivate	Disable a user's access without deleting their account
Reactivate	Restore a deactivated user's access
Delete	Permanently remove a user from the organization

WARNING

Deactivated users cannot log in but their historical actions (audit logs, bookings created, etc.) are preserved. Deleting a user is permanent.

User List

The user list shows:

• Name and email
• Assigned role
• Status (active / inactive)
• Last login date
• Date joined

Roles & Permissions

The system implements Role-Based Access Control (RBAC) with fine-grained permissions across 19 modules.

Permission Levels

Each module supports five permission levels:

Permission	Description
View	Read-only access to the module's data
Create	Ability to create new records
Update	Ability to edit existing records
Delete	Ability to remove records
Manage	Full administrative access to the module

RBAC Modules

Permissions can be configured for each of the following 19 modules:

#	Module	Controls
1	Dashboard	Access to the main dashboard and statistics
2	Bookings	Booking creation, editing, check-in/out
3	Rooms	Room configuration and management
4	Room Types	Room type definitions and pricing
5	Guests	Guest profiles and history
6	Invoices	Invoice creation, sending, payments
7	Expenses	Expense recording and management
8	Accounts	Chart of Accounts and journal entries
9	Credit Notes	Credit note creation and application
10	Taxes	Tax rate and tax group configuration
11	Vendors	Vendor profiles and management
12	Reports	Access to financial and operational reports
13	Users	User management and invitations
14	Roles	Role creation and permission assignment
15	Settings	Organization settings modification
16	Email Templates	Email template management
17	Series	Auto-numbering series configuration
18	Integrations	Gmail, Google Sheets, and other integrations
19	Notifications	Notification configuration

Creating a Role

1. Navigate to Settings → Roles
2. Click New Role
3. Enter a role name (e.g., "Front Desk", "Accountant", "Manager")
4. Toggle permissions for each module using the permission matrix
5. Save the role

Default Roles

The system comes with pre-configured roles:

• Admin — Full access to all modules
• Manager — Access to most modules excluding system settings
• Front Desk — Bookings, guests, and invoices
• Accountant — Invoices, expenses, accounts, and reports

You can customize these or create additional roles as needed.

Tax Configuration

Configure GST rates and tax groups under Settings → Taxes.

Tax Rates

Define individual tax rates:

Field	Description
Tax Name	Display name (e.g., "CGST 6%", "SGST 6%")
Rate (%)	Percentage rate
Tax Type	CGST, SGST, IGST, or Cess
Description	Optional description

Tax Groups

Tax groups combine multiple individual taxes into a single selectable option:

Example: GST 12%

Component	Rate
CGST	6%
SGST	6%

Example: GST 18%

Component	Rate
CGST	9%
SGST	9%

When a tax group is applied to a line item, all component taxes are calculated and displayed individually on invoices.

GST Compliance

The system supports Indian GST compliance features:

• Automatic CGST+SGST vs. IGST determination based on state
• HSN/SAC code support on line items
• Tax-inclusive and tax-exclusive calculations
• GST-formatted invoice layout

Chart of Accounts

Configure your accounting structure under Settings → Accounts.

Account Types

The system supports a standard hierarchical account structure:

Type	Category	Examples
Asset	Balance Sheet	Cash, Bank, Accounts Receivable
Liability	Balance Sheet	Accounts Payable, Credit Card, Loans
Equity	Balance Sheet	Owner's Equity, Retained Earnings
Revenue	Income Statement	Room Revenue, Food & Beverage
Expense	Income Statement	Utilities, Salaries, Maintenance

Hierarchical Accounts

Accounts are organized in a parent-child hierarchy:

Assets
├── Current Assets
│   ├── Cash on Hand
│   ├── Petty Cash
│   └── Bank Account
├── Accounts Receivable
│   └── Guest Receivables
└── Fixed Assets
    ├── Furniture & Fixtures
    └── Equipment

Creating an Account

1. Navigate to Settings → Chart of Accounts
2. Click New Account
3. Fill in the details:

Field	Description
Account Name	Display name
Account Code	Unique numeric code (e.g., 1001)
Account Type	Asset, Liability, Equity, Revenue, or Expense
Parent Account	Parent in hierarchy (optional)
Description	Purpose of this account
Is Payment Account	Whether this account can be used in Paid Through dropdowns

Default Accounts

The system creates a set of default accounts on organization setup, covering the most common hotel accounting needs. These can be customized but not deleted if they have transactions.

Series & Auto-Numbering

Configure automatic numbering for invoices, expenses, bookings, and other records under Settings → Series.

Configuration Per Module

Each module that generates numbered records has its own series configuration:

Setting	Description	Example
Prefix	Text before the number	INV
Separator	Character between prefix and number	-
Next Number	The next number to be assigned	00042
Number Padding	Minimum digits (left-padded with zeros)	5

Preview

As you configure, a live preview shows the resulting format:

Prefix: INV
Separator: -
Next Number: 42
Padding: 5

Preview: INV-00042

Supported Modules

Series can be configured for:

• Invoices (e.g., INV-00001)
• Bookings (e.g., BK-00001)
• Expenses (e.g., EXP-00001)
• Credit Notes (e.g., CN-00001)
• Quotes (e.g., QT-00001)
• Payment Receipts (e.g., PR-00001)

WARNING

Changing the next number or prefix won't affect already-generated records. Be careful not to set a next number that conflicts with existing records.

Vendor Management

Manage vendor/supplier profiles under Settings → Vendors.

Vendor Profile

Field	Description
Vendor Name	Company or individual name
Email	Contact email
Phone	Contact number
Address	Full address
GSTIN	Vendor's GST number (validated)
PAN	Vendor's PAN number
Notes	Internal notes

Vendors are linked to expenses for better tracking and reporting. When creating an expense, you can select a vendor from the dropdown.

Notifications Configuration

Configure notification preferences under Settings → Notifications.

Notification Types

Type	Description
New Booking	When a booking is created
Booking Update	When a booking is modified
Check-in	When a guest checks in
Check-out	When a guest checks out
Invoice Created	When an invoice is generated
Payment Received	When a payment is recorded
Booking Cancellation	When a booking is cancelled

Notification Channels

Notifications can be delivered via:

• In-App — real-time notifications in the application (via WebSocket)
• Email — email notifications to configured recipients

Configuration Options

For each notification type, you can:

• Enable or disable the notification
• Choose which channels are active (in-app, email, or both)
• Specify additional recipients beyond the defaults

Email Template Customization

Customize the content of outgoing emails under Settings → Email Templates. For detailed documentation, see the dedicated Email Templates guide.

Quick settings:

• Set default templates for each email type
• Customize subject lines and body content
• Include organization branding

Applying Changes

Most settings take effect immediately after saving. Some changes (like logo updates or series changes) may require a page refresh to appear across the application.

Audit Trail

All settings changes are logged in the audit trail, showing who made the change and when.