Settings

Settings has six tabs: Account, Hotel, Branding & locale, Ops config, Notifications and Numbering. Account and Notifications are personal and open for every role. The other four describe the hotel and need Settings access: View to read, Edit to change most fields, Full for the handful that can break things, currency, timezone, the front-desk PIN and the numbering counters.

By default only the Super Admin has Settings = Full. The Hotel Manager has Edit, the HR Manager has View, and everybody else sees just Account and Notifications. Every hotel-level change is written to the audit log as a settings.* event.

Deep link a tab with /settings?tab=notifications (ids: account, hotel, branding, ops, notifications, numbering) , the Preferences button on the Notifications page does exactly that.

1. 1
   Click Change password

   Three fields unfold: Current password, New password (min 8) and Confirm new password.
2. 2
   Click Update password

   The page checks “New password must be at least 8 characters” and “Passwords don't match” before sending. The server verifies the current password.
3. 3
   Other devices are signed out

   Toast: “Password changed. Other devices were signed out”. Every other session’s refresh token is revoked; this browser gets a fresh one and stays in. The change is audited as user.password.changed.

Appearance: Light or Dark. “Theme is saved per device”: it lives in this browser, not on your account, and the moon/sun icon in the top bar toggles the same setting.

Edit any field and click Save changes (top right; Settings Edit). Toast: “Settings saved”.

Rate plans lists every plan (code, name and kind, BAR, weekend, promo…) with its percentage adjustment; change the number and click Save on that row (toast “WKND saved”). New plans are created from the rate-plan API, not here.

Logo

• “PNG, JPEG or WebP. Downscaled to 512px; max 200KB after that.” Click Upload logo, pick a file; the browser scales it to 512 px on the long edge and saves it at once (toast “Logo updated”). Remove clears it (“Logo removed”). Settings Edit.
• Too complex an image after scaling gives “Logo too large even after downscaling. Try a simpler image”; an unreadable file gives “Could not read that image”.
• The logo is stored with the hotel profile (no file server) and appears in the sidebar and on exports. The audit log records “(image updated)”, never the image.

Locale

• Timezone (IANA): a list of every zone the browser knows (Africa/Kampala, Africa/Nairobi…). It defines the hotel’s business date for check-ins, night audit, reports and the audit log.
• Currency code: three capital letters (UGX, KES…). Client check: “Currency must be a 3-letter code like UGX or KES”.
• Both need Settings Full: the fields are disabled otherwise and the note adds “Changing currency or timezone needs full Settings access.” Click Save locale (toast “Locale saved”); the sidebar and money labels refresh immediately.

Everything on this tab needs Settings Edit. Rename fields save on blur or Enter; the + button beside each “New …” box adds a row.

• POS discounts: “Deactivate rather than delete. Tickets copy label & %”. Each row: label (2–60 chars), whole-number % (0–100), an Auth chip (amber when the discount “Requires supervisor authorization” at the till) and Active / Off. Add with “New discount label” + “%”.
• POS void reasons: “Offered when a ticket line is voided”. Label (2–80 chars) with Active / Off. Add with “New void reason”.
• Housekeeping checklist: “Template applied to every new cleaning task”. Steps with Active / Off; add with “New checklist step”. “Changes apply to tasks created from now on; open tasks keep their checklist.”
• Outlet service charge: “Overrides the hotel service % on POS folios”: one “% svc” box per POS outlet (0–50). Shows “No POS outlets configured.” when there are none.
• Departments, suppliers & categories: “Create and rename only. Rows stay referenced by history”. Staff departments, Suppliers and Inventory categories, each with a rename box per row and a “New department” / “New supplier” / “New category” box. Names must be unique (2–60 characters; suppliers up to 80).

Two cards: Device alerts (the On/Off chip and Send test) and Categories (Bookings, Payments, Operations, System with On / Muted chips). Both are personal, no Settings access needed. Full detail in Notifications → Turning on Device alerts.

“Prefixes are fixed; the next counter can only move upward (lowering it would duplicate codes)”. The table lists Documents, Prefix, Next code and Next value for: Bookings (BK-), Invoices (INV-), Payments (PAY-), Guests (G-), Housekeeping tasks (HK-), Maintenance orders (M-), POS tickets (TKT-), Purchase orders (PO-), POS shifts (SHF-), Staff records (S-) and Leave requests (LV-).

1. 1
   Type the new Next value

   Settings Full only; others see the number and “Editing counters needs full Settings access.”
2. 2
   Press Enter or click away

   The counter saves on blur. Toast: “BK counter moved to 5000”.
3. 3
   Lower values are refused

   “Next value must be above the current 1042. Lowering it would duplicate codes”. The change is audited as settings.sequence.updated with from/to.

• None: Account and Notifications tabs only.
• View: read Hotel, Branding & locale, Ops config and Numbering.
• Edit: Save changes on Hotel, logo upload/remove, rate-plan adjustments, every Ops config list.
• Full: additionally currency, timezone, the front-desk PIN and numbering counters. Full also makes the role admin tier: it can manage roles and users and read the audit log, and the shared PIN can no longer sign in as it.

Business date / hotel day

The calendar day in the hotel’s timezone; check-in dates, night audit and reports all use it.

Sequence

The per-hotel counter behind a document prefix such as BK- or INV-.

Soft delete

Switching a list row to Off so it stops being offered but stays referenced by past tickets and tasks.