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Every setting and where to change it

Each agency setting by screen, with its starting value and what it changes, so you know where to look before you change anything.

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This list shows every setting your agency can change, screen by screen, in the order of the Settings menu. Default is the value a new agency starts with. To find one setting fast, type its name in Find a setting at the top of Settings.

Note

Only people whose role can manage settings can change them. Most switches and choices save the moment you change them; forms with a Save button save when you press it.

Agency and brand

Settings → Agency and brand

Setting Default What it does
Brand colour Jet blue Colour of buttons, PDFs, emails and the customer trip page. Saves as soon as you pick it.
Logo None Shown on invoices and the customer trip page. PNG, JPG, WebP or GIF, under 4 MB.
Name in English The name you signed up with The agency's name. Required.
Name in Arabic Empty The name on Arabic screens and documents.
Country The country you signed up in New branches start in this country.
Time zone Asia/Bahrain, or your country's zone when you pick the country in setup The clock for due dates, reminders and "today".
Main currency Your country's currency (BHD, SAR, AED, KWD, OMR or QAR) The currency of prices, invoices and reports. It cannot change once money is recorded.
Decimals 3 for BHD, KWD and OMR; 2 for SAR, AED and QAR Digits after the point in amounts (0 to 3).
Default language العربية The language of new team members and customers. Each person can choose their own.
VAT number Empty The agency's VAT number.
Phone Empty Printed on invoices and shown to customers.
Email Empty Printed on invoices and shown to customers.
Website Empty Printed on invoices and shown to customers.
Address Empty Printed on invoices and shown to customers.

Preferences

Settings → Preferences

Setting Default What it does
Babies take a seat Off When on, infants under 2 count against a trip's seats.
Balance due before departure 14 days A new booking's balance is due this many days before the trip leaves (0 to 90). Reminders and the overdue list use it.
Usual deposit 30% The deposit the new-booking form suggests: None, 30%, 50% or Full.
Give rooms automatically On Picks hotel rooms the moment a booking is made, keeping families together.
Hotel release before arrival 14 days Unsold contracted rooms go back to the hotel this many days before check-in (0 to 60). New contracts start with it.
Home airport The first airport in your country Where trips usually leave from. New trips and hotels start from it; the dashboard globe draws routes from it.
Target margin Empty (no suggestion) The trip editor suggests a selling price with this margin over costs (1 to 90%).
Hold lengths offered 6 h, 1 day, 2 days (the default), 3 days, 7 days The choices when you hold seats on a trip. Up to 8 choices, each 1 to 720 hours; click one to make it the default.
Quotes are valid for 7 days New quotations expire after this many days (1 to 60).
Ask for a code to open it On Customers get a one-time code before they see passports and payments on their trip page.
Code length 4 digits The length of that code: 4 or 6 digits.
Customers can upload documents On Customers can add passport copies and photos from their trip page.
Send online payment receipts by WhatsApp The channel for the receipt after an online payment: WhatsApp, SMS or Email.
Passport renewal messages 0 (off) How many days before departure the customer gets the Passport renewal message for each traveller whose passport expires less than six months after the trip returns; 0 to 180.
Emergency phone Empty (the agency phone is used) Printed on vouchers for travellers who need help on the trip.
Booking terms Empty English terms printed at the end of every booking confirmation.
Booking terms in Arabic Empty The same, for documents printed in Arabic.

Connections

Settings → Connections

Setting Default What it does
WhatsApp Click to chat (opens WhatsApp on your device) Confirmations, receipts, reminders and trip page codes. Click to chat opens WhatsApp with the message ready; you press send.
Email Do not send, keep a log Invitations, password resets, quotations and confirmations. Until you connect a provider, messages go to the message log only.
SMS Do not send, keep a log Trip page codes and short reminders by text message.
Online payments Manual (bank transfer or pay at office) The gateway for payment links (card, Apple Pay, BenefitPay, KNET, mada). Money goes to your own gateway account.
File storage Platform default (server disk unless the platform sets cloud storage) Where passports, tickets and logos are kept.
Mode (payment gateways) Sandbox (test) Test keys and test cards, no real money. Switch to Live when you are ready.
Payment accounts per branch The branch uses the agency account A branch in another country can take payments into its own gateway account, in its own currency.

Lists

Settings → Lists

Each list can be renamed, reordered, coloured and hidden. Items that came with the system are hidden instead of deleted.

List Default What it does
Lead sources Instagram, WhatsApp, TikTok, Referral, Walk-in, Website, Phone Where enquiries come from. Reports compare how each source converts.
Lead stages New, Contacted, Interested, Quotation sent, Follow-up, Booked The columns of the leads board. Booked is marked as the stage that means the customer booked.
Lost reasons Price too high, Dates did not suit, Booked elsewhere, Stopped replying, Other Why a lead did not book.
Customer groups Family, Couple, Honeymoon, Umrah, Solo, Corporate Labels for customers.
Payment methods Cash, Card, BenefitPay, Bank transfer, Payment link, Customer credit, Loyalty points How customers pay you. Their behaviour is set in Payment methods (below).
Document types Passport, Ticket, Hotel voucher, Insurance, Transfer, Visa, Photo, ID card Documents you collect or send. All start as one for every traveller.
Traveller types Adult (from 12, full price), Child (from 2, 0.7 of the adult price), Infant (from 0, 0.2) The age each type starts from and its share of the adult price.
Room types Single (1), Double (2), Twin (2), Triple (3), Quad (4), Family room (4), Suite (3) Room types and how many each sleeps. Double is the default.
Room features Balcony, Corner room, Connecting door, Accessible, Bathtub, Quiet end What guests ask for.
Meal plans Room only, Breakfast, Half board, Full board, All inclusive Board basis for hotel stays. Breakfast is the default for new contracts.
Supplier types Airline, Hotel, Local operator, Transport, Insurance, Visa agent Kinds of suppliers. Profit reports group costs by these.
Task priorities Normal, High, Urgent How urgent a task is. Normal is the default.
Trip inclusions Flights, Hotel, Breakfast, Airport transfers, City tour, Dinner package, Travel insurance, Extra excursion, Visa service What a trip includes, shown on quotations and the trip page.
Cities 14 cities, such as Manama, Jeddah, Makkah, Madinah, Dubai, Istanbul and Bangkok Destinations and departure cities, each with its country.
Family relations Self, Spouse, Child, Parent, Brother or sister, Relative, Friend, Colleague How a traveller is related to the customer who pays.
Airlines Gulf Air, Emirates, Qatar Airways, Turkish Airlines, Saudia, flydubai Airlines you fly with.

Message templates

Settings → Message templates

Each message has a version per channel and language. A template that is Off, or not written, is not sent.

Message Default What it does
Booking confirmed WhatsApp and email, Arabic and English Sent when a booking is confirmed.
Payment receipt WhatsApp and email, Arabic and English Sent when a payment is received.
Payment reminder WhatsApp and email, Arabic and English Sent before the balance is due.
Quotation sent WhatsApp, Arabic and English Sent with a quotation link.
Documents ready WhatsApp, Arabic and English Sent when tickets, vouchers or visas are ready.
Trip page code WhatsApp and SMS, Arabic and English The one-time code for the customer trip page.
Passport renewal WhatsApp and email, Arabic and English Sent before departure when a traveller's passport expires too soon (turn it on with Passport renewal messages in Preferences).
Team invitation Email, Arabic and English Sent to a new team member.
Password reset Email, Arabic and English Sent when someone forgets their password.
Transfer not confirmed WhatsApp and email, Arabic and English Sent when you reject a transfer a customer reported.
Account sign-in code WhatsApp, SMS and email, Arabic and English The code a customer types to sign in to their account.
Chat reply WhatsApp and email, Arabic and English Tells a customer you replied to their message.
Account invitation WhatsApp, SMS and email, Arabic and English Invites a customer to their account.

Trip checklists

Settings → Trip checklists

Checklist Default What it does
Group trip checklist On, for Group trips: 9 tasks from 30 days to 1 day before departure Copied onto each new group trip as tasks, such as confirming flights and sending the rooming list.
Package checklist On, for Packages: 4 tasks from 14 days to 2 days before departure Copied onto each new package as tasks.
Used for (new checklist) Every new trip Which trips get the checklist: Every new trip, Group trips, Packages or Single services.
Priority (new item) Normal The priority of the task each item creates.

Customer portal and loyalty

Settings → Customer portal and loyalty

Setting Default What it does
Customers can sign in On Customers sign in with their phone or email and a one-time code to see trips, payments, points, offers and a chat.
New customers can sign up Off When on, a new number gets a customer record once the code is entered.
Customers can send documents On Customers can send passport copies and other allowed document types from their account.
Deposit when booking in the app Usual (follows Usual deposit) The deposit asked right after an instant booking: Usual, 10%, 20%, 30%, 50% or Full.
Unpaid app bookings hold seats for 48 hours An instant booking with nothing paid is cancelled after this time (0 to 720 hours; 0 keeps it).
Trips customers can book Hidden for each trip Per trip: Hidden, On request (arrives as a lead) or Instant (the booking is made at once).
Customers earn points Off Points for money paid, used to pay later bookings. Points count only from the day it is turned on.
Points earned 1 per 1 unit of the main currency Points for each 1 paid (0 to 10,000). Other currencies are converted with your exchange rates.
Points per currency None A fixed rate for payments in a given currency, instead of converting.
When points are earned On payment On payment (refunds take them back) or After the trip.
Value of one point 0.01 What one point pays, in the main currency (0 to 1,000). 0.01 means 100 points pay 1.
Fewest points to use 100 points The smallest number of points a customer can spend.
Points last 24 months Months from the day points are earned (0 to 120; 0 = never expire).
Use customer credit On Refunds can be kept as credit, and staff can add credit.
Credit lasts 0 (never expires) Months from the refund (0 to 120).
Quick replies in the inbox None Ready answers your team adds to a chat with one click.

Numbering

Settings → Numbering

Each number has a Prefix, a Pattern, Digits in the running number, a Next running number and Start again at 1 each year.

Document Default What it does
Bookings TR-2026-00001, starts again each year Given to every new booking.
Quotations Q-2026-0001, starts again each year Given to every new quotation.
Tax invoices INV-2026-00001, starts again each year, Forward only Numbers in order without gaps; the next number can only go up.
Credit notes CN-2026-00001, starts again each year, Forward only Issued when an invoice is reduced or cancelled.
Debit notes DN-2026-00001, starts again each year, Forward only Issued when an extra charge is added to an invoice.
Payment receipts RC-2026-00001, starts again each year Given to every payment you record.
Leads L-00001, keeps counting Given to every new enquiry.
Each branch numbers its own documents Off (shown with more than one branch) Each branch gets its own series with its code. Branches with e-invoicing always do.

Taxes

Settings → Taxes

Setting Default What it does
Tax rules Your country's rules, for example VAT 10% in Bahrain The rules lines can use, grouped by country. Each country has one default. See Tax and e-invoicing rules by country.
Prices include tax On, for every rule The tax is worked out of the price the customer sees, so the total stays as priced.
Category Standard rate for the main rule Standard rate, Zero rated, Exempt or Out of scope.
Reason on invoices Set for zero rated and out of scope rules The reason printed for a rule without tax. In Saudi Arabia it comes from ZATCA's official list.
Who gets a tax invoice (B2B) Companies with a VAT number Who gets a standard tax invoice: also Every company customer or Nobody (always simplified). Everyone else gets a simplified one.

Currencies

Settings → Currencies

Setting Default What it does
Currencies and exchange rates Your main currency plus 14 others (such as USD, EUR, GBP, SAR, AED and THB) at approximate starting rates The rate of each currency against your main currency. Each change is kept with the day it applies from.
Reports open in Your main currency The currency reports, the dashboard and the owner's phone show first.
Where rates come from Empty (a free public source that needs no key) The address Update rates copies today's rates from. Rates never change on their own.

Accounting

Settings → Accounting

Setting Default What it does
Chart of accounts 1000 Cash, 1010 Bank, 1020 Card clearing, 1100 receivables, 1300 VAT input, 2100 payables, 2200 VAT output, 2300 customer deposits, 2310 customer credit, 2320 loyalty points, 4000 to 4030 sales by tax category, 5000 cost of sales, 6100 gateway fees, 7900 exchange difference, 7950 rounding The account codes used in the journal you download from Reports.
Payment methods Cash to cash, transfers and cheques to the bank, cards to card clearing Send one method to another account, for example a second bank.
Card payments by provider The card clearing account A clearing account per gateway for online card payments.
Mapping for Whole agency A branch can override only the accounts that differ; empty boxes use the agency mapping.
Dates in the files 31/12/2026 (day first) The date format in the journal files.
Xero tax rate Empty (No VAT is used) The tax rate name Xero uses on journal lines.
Odoo journal Empty (MISC is used) The journal the entries are imported into.

Branches

Settings → Branches

Setting Default What it does
Name in English Main branch (for the first branch) The branch name. Required.
Country The agency's country Proposes the currency and tax rules; never turns e-invoicing on. Locked once the branch has invoices.
Currency The country's currency The branch's currency. Locked once the branch has invoices.
Short code The country code Up to 8 letters or digits, used as {BRANCH} in document numbers.
Tax rule for new lines The country’s default The tax rule new lines of this branch get.
E-invoicing Off (in Saudi Arabia: off until the branch has a ready production device, then on by itself) Whether the branch issues e-invoices through ZATCA. A switch a person turned off stays off.
Seller details on invoices Legal name = the agency name; others empty Legal names, VAT number, registration and address printed on invoices. Required only while e-invoicing is on.
Registration type Commercial registration The kind of registration number.
Tax invoice (B2B) for As the agency decides Overrides Who gets a tax invoice (B2B) for this branch.
Own document numbers Off (always on with e-invoicing) The branch numbers its own bookings, invoices and receipts.
Active On Switch a branch off to keep its history without using it. The first branch is the Main branch.

Payment methods

Settings → Payment methods

Method Default What it does
Cash (Cash) Staff only, Approved by staff, Every branch Cash at the office.
Card (Card machine) Staff only, Approved by staff, Every branch The card machine in the office.
BenefitPay (Online (gateway)) Staff only, The booking branch’s gateway Paid online through the gateway.
Bank transfer (Bank transfer) Shown to customers, Proof needed, Approved by staff Customers transfer and send the slip. Add the Bank accounts customers transfer to.
Payment link (Online (gateway)) Shown to customers, The booking branch’s gateway Paid by card through a payment link.
Customer credit Built in, Shown to customers Paid from the customer's credit. Cannot be removed.
Loyalty points Built in, Shown to customers Paid with loyalty points. Cannot be removed.
Offered in Every branch The branches where a method can be used.

E-invoicing (ZATCA)

Settings → E-invoicing (ZATCA) (for branches in Saudi Arabia)

Setting Default What it does
E-invoicing on Off until the branch's production device is ready, then on by itself The branch signs and sends its invoices, credit notes and debit notes to ZATCA. Invoices issued while it is off are not e-invoices.
Organisation unit (new device) Empty (the branch name) Required for a member of a VAT group: the member's 10-digit TIN.
Document options All off Flags written into every document, such as Summary invoices or Export invoices (standard only).
Language of ZATCA's messages English The language ZATCA answers in.
Environment (new device) Sandbox Sandbox, Simulation or Production. Production needs an OTP from the real Fatoora portal.
Documents it issues (new device) Standard and simplified Also Standard (B2B) only or Simplified (B2C) only.
Name (common name) (new device) Empty (named after the branch) Up to 64 characters.
Industry (new device) Travel agency Up to 100 characters.

Sign-in security

Settings → Sign-in security

Setting Default What it does
Who must use two-step sign-in? Each person decides Also Everyone in the agency or Only some roles (pick at least one role).
Require for this person Off Requires two-step sign-in for one person, on top of the rule.

Plan and billing

Settings → Plan and billing

Setting Default What it does
Your plan The plan you signed up with Change it with Change plan. Only the account owner can change the plan, cancel or pay.
Billing cycle Monthly Monthly or Yearly, chosen in Change plan.
Invoices are emailed to Empty (the account owner) Where the platform's invoices go.
Usage Limits set by your plan; 0 means Unlimited Users, Storage, WhatsApp messages this month, Emails this month, Text messages this month, New trips this month and New bookings this month. A warning shows from 80%. Monthly counters start again on the 1st.

Support access

Settings → Support access

Setting Default What it does
Allow for 2 days How long platform support can view your account: 4 hours, 1 day, 2 days or 1 week. Access is Closed until you allow it, and closes by itself.

Fixed values

These rules apply to everyone and have no setting:

Rule Value What it does
Invitation link 7 days How long a team invitation link works.
Password reset link 24 hours from Team and roles, 1 hour from the forgot-password email How long a reset link works.
New password At least 8 characters When you change, reset or set a password.
Recovery codes 10 codes One-time codes for two-step sign-in. A warning shows when 3 or fewer are left.
Remembered devices 30 days A remembered browser skips the code step for this long.
Wrong codes 5 in a row Code checks lock for 15 minutes.

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