> ## Documentation Index
> Fetch the complete documentation index at: https://docs.gridbeds.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Settings

> What is in Settings: profile, security, notifications, the organization, team and roles, modules, integrations, compliance, and where each is described.

**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.

## 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.

## 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](/en/invoicing)) and **Team**.
* **Roles** (**Roles & Permissions**) — see below.
* **Subscription** — owner only; see [Plans and prices](/en/plans).
* **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](/en/getting-started/property-types#what-you-run).

<Note>
  The organization's country, currency, default language and timezone cannot be changed on screen. The country is chosen at sign-up and is locked after the first invoice is issued. If they need changing, contact support.
</Note>

### Team and roles

Colleagues are invited from **Organization → Team** → **Invite Member** — the steps are in [Create your account](/en/getting-started/account#your-team). 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](/en/assistant).

**Tasks → Team** is something else: the list of people who get tasks without having a Gridbeds account.

## Operations

| Row | What it does | Where it is described |
| - | - | - |
| **CRM** | Links to tags, segments, loyalty and rewards | [Loyalty and rewards](/en/loyalty) |
| **Billable parties** | Companies that pay on account, with their credit limit | [Accounting and reports](/en/accounting#city-ledger) |
| **Invoice articles** | The list charges are picked from | [Fixed charges, packages and extras](/en/fixed-charges) |
| **Property owners** | The owners you manage for | [Accounting and reports](/en/accounting#owner-statements) |
| **Guest segments**, **Guest tags** | Groups and labels in the guest list | — |
| **Pricing** | Dynamic pricing (PriceLabs, Beyond, Wheelhouse) | [Rates and availability](/en/rates#dynamic-pricing) |
| **Guest experience** | The pre-arrival online check-in email, in-stay dining, post-stay charging, and the printed check-in QR — per property | [The check-in QR](#the-check-in-qr) |
| **Payment policy** | What guests pay on the website | [Websites](/en/websites) |
| **Channel commissions** | The channels' estimated commissions | [Channels](/en/channels) |

### 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.

## Fiscal & Compliance

| Row | When it shows | Where it is described |
| - | - | - |
| **Accounting** | With permission to manage accounting | [Accounting software](/en/compliance/romania/accounting) (Romania) |
| **Legal entities** | Same | [Invoicing](/en/invoicing) |
| **e-Factura** | Only if the organization or a property is in Romania | [e-Factura](/en/compliance/romania/e-factura) |
| **Italy** | Only if the organization or a property is in Italy | [Obligations in Italy](/en/compliance/italy) |
| **Tourist tax** | With permission to manage accounting | [Romania](/en/compliance/romania#tourist-tax), [Italy](/en/compliance/italy/imposta-di-soggiorno) |
| **GDPR Compliance** | With permission to manage the organization | below |
| **Data-subject requests** | With permission to view them | below |

**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.

## Integrations

* **Integrations** — the **App marketplace** (with your subscription's integrations module), the invoicing programs (SmartBill, Oblio — see [Invoicing](/en/invoicing)) and the channels, which are connected from [Channels](/en/channels).
* **Payments** — the payment providers; see [Payments](/en/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](/en/restaurants/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**.

## 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.


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