Settings

Settings opens from the menu on the left. The main page shows Settings Health — what is left to set up (the filters All, Needs Setup, Configured) — and the pages you visited recently. On the left, the settings menu has five groups. Each row shows only if you hold the right it needs; some show only for one country. An amber dot means Needs Setup. The account menu, with your language, theme, help and logout, opens from your name at the bottom of the left menu; on a phone, open the menu with the button at the top left first. It is described under The account menu, below.

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Personal

Everyone has these, for their own account.

• Profile (Profile Settings) — First Name, Last Name, Phone, Language, Timezone and the picture. The email cannot be changed here. The language list here offers only Romanian and English; Italian is chosen from the account menu (see below).
• Security — the tabs Password, Two-Factor Auth (with an authenticator app; recovery codes and disabling ask for your password), Connected accounts (Google, Facebook, Apple — you cannot disconnect your only way to sign in), Sessions (end one session or all the others) and Audit Logs (only for people who manage the organization, the team or accounting). Each entry in Audit Logs says Who made the change — a colleague, the guest, a channel such as Booking.com, or Gridbeds itself with the scheduled task’s name, and Gridbeds support when it works in your account — which Record it touched, by its name, and from which address; opening an entry shows every field that changed with its old and new value, a price in its currency and a room or a guest by name. Filter by Record, Team member, action and dates, and export the same selection as CSV. Entries cannot be edited or deleted: they are kept for 24 months.
• Notifications (Notification Settings):
  • In-app notifications by category: Reservations and stays, Guest messages, Payments, Guest store, Restaurant and delivery, Account and system alerts. Only the last two can also come by email;
  • Push notifications (mobile app), with Show details in notifications and Quiet hours (from – until, the days, and what to Let through anyway). Notifications held back during quiet hours do not arrive later;
  • under Channels not available yet: SMS alerts and the email digest cannot be switched on yet.

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Organization

• Organization (Organization Settings, with permission to manage the organization) — the tabs Details (name, email, phone, website, logo — the logo is shown at the top of the left menu), Legal Information (legal name, tax ID with lookup, trade register number, registered address, IBAN, bank), Invoicing (who issues invoices — see Invoicing) and Team.
• Roles (Roles & Permissions) — see below.
• Subscription — owner only; see Plans and prices.
• Modules — “Turn the modules your plan includes on or off for this organization.” A module your organization has — in your plan, or added to it by Gridbeds — has a switch: off, it disappears for the whole organization, menu included; on again, it is back as it was. A module your organization does not have shows Not in plan and Upgrade, and cannot be switched on here. The staff app’s menu follows the same switches. Above the list, What do you run? holds the answer you gave at sign-up; change it and Save and switch modules to switch the modules to match — see Property types.

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Team and roles

Colleagues are invited from Organization → Team → Invite Member — the steps are in Create your account. What else to know:

• people allowed to manage the team invite, and can only give a role that has no more rights than they have themselves; only the owner and admins can give any role (the owner role cannot be given by invitation);
• an invitation expires after 7 days; Resend renews it, Revoke cancels it; at most 10 invitations can be pending;
• only the owner can remove a member from the organization or change their role. Nobody can remove themselves or change their own role;
• owners and admins have access to every property; for everyone else you choose their property access. A member with access to some properties sees every guest of the organization, but only the bookings at their properties, and a guest’s number of stays and spend count only those stays, on every screen. The lists of promo codes, tourist tax rules, fixed charges, allotment contracts, owner expenses, upsell requests and scheduled messages likewise show only their properties’ entries, plus the codes and rules set for every property.

Roles & Permissions shows what each role can do, as a list or a matrix. The built-in roles are Owner, Admin, Accountant, Member, Reception, Housekeeping manager, Housekeeper, Maintenance and Driver. Only the owner creates, changes and deletes roles: Add Role → Create New Role, from a template (Sales, Support, Finance, Operations) or blank, with View and Manage for each category (ticking Manage ticks View too), plus the special folio, finance, restaurant and GDPR rights. At most 10 custom roles. A role with members is deleted with Reassign & Delete. The Assistant category has one right, to ask the staff assistant questions. Owner, Admin, Accountant, Member, Reception and Housekeeping manager have it; Housekeeper, Maintenance and Driver do not, and a custom role has it only if the owner ticks it. The assistant answers within the role’s own rights: a role that cannot see bookings or amounts is not shown them by the assistant either. See Assistant. Tasks → Team is something else: the list of people who get tasks without having a Gridbeds account.

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Operations

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The check-in QR

Settings → Guest experience ends with Check-in QR for reception and rooms, for the property picked at the top of the page. It is a printed code a guest scans with their phone to start online check-in; it carries no password and no booking, so it is safe on a wall.

1. Pick the Layout: A4 poster for the reception wall or the lift, A5 table tent (printed on A4, folded on the dotted line, it stands on the desk), Card, 9 × 5 cm (ten to a sheet, cut to fit a key-card sleeve), or Code only to download the code and place it on something of your own.
2. Tick the Languages printed, up to three, one under the other. The text comes from the guest pages in each language, whatever language your screen is in.
3. Print opens a page sized for the layout. To keep a PDF, choose Save as PDF in the print dialog. Download SVG and Download PNG save the bare code.

The code names the property. The page a guest lands on shows the property’s name and logo, and they can type our booking number or the confirmation number Booking.com or Airbnb gave them, with their last name; the check-in link is then emailed to the address on the booking. The page answers the same whether or not a booking matched, so it cannot be used to find out who is staying. For an Italian property, the poster says that the identity details for Alloggiati Web are asked for on the next step, on the guest’s phone. Under the code, Scanned … times in the last 30 days · … check-ins started counts the scans by day and layout, and nothing about who scanned. Posters printed before codes named a property keep working; they lead to the same page without the property’s name.

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Fiscal & Compliance

GDPR Compliance takes you through five steps — operator identity, data-protection contact, retention window (how long guests’ data is kept before anonymisation), approver, and review — and generates the documents (legitimate-interest assessment, record of processing, privacy notice). Only the owner can Adopt documents. Data-subject requests is the register of requests (access, portability, erasure, rectification, restriction, objection): Register a request with the date it arrived, then follow the deadline and the decision. Exporting a person’s data and erasing it need separate rights, which by default only the owner has; an erasure is approved by someone other than the person who erases: that colleague opens the request and presses Approve erasure from their own account (valid for 7 days, and void if the request changes afterwards), and only then does Execute the erasure become available. The guest’s incident copy. On a guest’s profile, the Incidents tab ends with Data-subject rights. Prepare the guest’s copy (with the right to export a person’s data, which by default only the owner has) writes what the incident registry holds about the guest, in the guest’s language: a PDF, the same content as a JSON file, and the evidence files unless you untick Include the evidence files. Check the evidence first: it may show other people. Pick the Access request it answers to link the copy to a request in this register; every copy is recorded with who prepared it and when. Without the right, the profile says to ask your data-protection contact.

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Integrations

• Integrations — the App marketplace (with your subscription’s integrations module), the invoicing programs (SmartBill, Oblio — see Invoicing) and the channels, which are connected from Channels.
• Payments — the payment providers; see Payments.
• Webhooks — for your own systems: Add endpoint (a public https address), the events (reservations, guests, tasks, allotments, folios, groups…), a test ping, rotating the secret.
• Delivery — delivery platforms; see Deliveries.

On the Integrations page, EuPlatesc and Netopia always show “Not Connected”, even when you have set them up: their real status is under Payments.

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The account menu

At the bottom of the menu: Subscription (owner only), Language (Romanian, English, Italian — it changes the screen’s language and your emails’), Theme (Light, Dark, System), Help and Logout. If you belong to several organizations, switch organization by clicking the organization’s name at the top of the left menu.