Settings

Settings (/admin/settings)

All configuration lives here, in tabs. Most are set-and-forget — change them only when you know why.

Tab	What it configures
General	Dashboard basics: staff accounts (add/remove admin users, reset passwords), appearance.
Client Settings	Company-level settings for the tenant (branding, contact details, behavior toggles). The company name, logo, contact details (email, phone, LINE, WhatsApp), office address and legal company name set here are what your residents and applicants see — on the booking page, in the resident portal, in every email, and on the move-in invoice, booking confirmation and estimate PDFs. A field left empty is left out; nothing falls back to another company's details. A logo shows on PDFs only if it is a PNG. Its Fees & Pricing section starts with Utility overuse, the company's default for apartments whose utility providers you pay: No overuse charge (where every company starts), usage above a fixed monthly amount, or usage above the utility fee. Each unit can set its own on its form; a platform admin must select a client before changing it. Below that, the section lists your fees: click a fee's code, its rule count or Edit to open it in a side drawer, where you change the fee and add, edit or delete its rules; Save fee and Cancel sit at the foot of the drawer. Its Payments section holds the bank-transfer details residents pay into, including the 4-digit bank code and 3-digit branch code that Japanese banking apps ask for before the names. Both appear beside the bank and branch names on the booking page, the transfer email and contracts. Its Accounting section sets which month of the P&L expenses count in: The same month as their date, or The next month (an expense dated in May counts in June). Switching moves every expense the company has recorded, not just new ones, so past P&L months and owner statements change too. A platform admin has to pick the company first. If a section holds edits you have not saved, leaving asks before discarding them: switching sub-tab, the back arrow, a link in the sidebar or elsewhere on the page, the browser's Back (or a phone's swipe-back), and closing the browser tab.
Auto-Replies (a separate page, `/admin/auto-replies`, linked from the Settings hub)	Canned first replies for resident maintenance reports about appliances. See below — this is not the inbox's auto-reply.
Automation	The master on/off switches for the automated behaviours: automatic room checks, housekeeping nudges, manual time entry, WhatsApp auto-reply, the LINE staff assistant (answering linked staff on LINE from the Staff Knowledge Base), and Staff assistant database access (whether the assistant may look up live availability, pricing and residents). Each one states exactly what stops when it's off.
Staff members	The staff roster used for assignment, booking links and attribution — names, contact details, whether a staff member's LINE account is linked to the AI assistant (with Unlink to undo it), and their AI data access (Grant / Revoke). Distinct from the admin login accounts under General.
Email Templates	The editable email templates the system sends (reminders, notices). Edit text here rather than asking for code changes.
SignNow	E-signature contract templates (apartment/sharehouse × English/Japanese) and connection test.
Contract templates	Write, preview and version contract templates (not yet used for signing).
Cleaning Staff	Housekeeping staff records: wage rates, employment type (employee vs invoice contractor — affects paid holiday), and their dashboard login. Add staff (top bar) and a row's Edit both open a side drawer; Set password, Log in as and Remove are in the row's ⋯ menu. Set a staffer's password there, or they set their own via the lock icon once signed in with an emailed one-time code; there is no shared starting password. Deactivating a staff member switches their dashboard login off immediately.
House Rules	The house-rule texts shown to residents and used in contracts.
Reference Data	Shared lookup lists every other page picks from — amenities, train stations, bus stops, charge types, supply presets, expense categories and housekeeping task titles (each title also carries a photo category, Photos required or No photos, which decides whether the cleaner must add an after photo). One tab each. On every tab + Add … is in the top action bar and opens a dialog; a row's Edit opens the same dialog, and Delete is in the row's ⋯ menu. On the task-titles tab the category and the active switch are changed in that dialog, or from the ⋯ menu, rather than with one-tap buttons. A bus stop that a recorded ride uses cannot be deleted — rename it instead. It used to have its own entry in the left sidebar; it is a Settings section now, because it is configuration rather than day-to-day work.
Sync Mapping	Which Google Sheet each building is linked to. Used by the rent-roll push and by the availability feeds.
iCal Feeds / Channel iCals / Channel IDs	Calendar feeds for units and OTA channel connections (per-channel calendars and listing IDs). Sync now is in the top bar, and the page's longer notice is folded behind More.
Sync History	What each calendar sync run did, and what it changed. There is no manual "run the sync" button: availability for the Google-Sheet buildings arrives as ordinary iCal feeds now, refreshed automatically each morning, so there is nothing to preview or apply by hand.
Gap Report (not here — it is Channel Gaps* under Reservations in the left sidebar)*	Which rooms a channel calendar is still blocking, or has stopped reporting on, while we advertise them as free. Sync now is in its top bar too, and the longer notice sits behind More. It sits with the reservations it protects rather than in Settings, because it is something to act on rather than something to configure.
Errors	The error dashboard: runtime errors from the sites and admin, searchable, with resolve/bulk-resolve. If a resident reports "the page broke", look here.
Staff Availability	Per-staff working hours and availability windows that drive the Schedule page and public booking links.
Freee	Freee accounting connection settings.
Google Workspace	Whether calendar events and Drive documents are created by the shared service account or by your own Google account, and which of your websites the Analytics ▸ Website tab reads from Google Analytics and Search Console. See below.

How partner calendars are kept. Each sync keeps one record of booked periods per room and partner calendar. From today onward the record matches the calendar exactly. Nights already past are never changed, so a stay that drops out of a calendar after checkout still counts in occupancy. Two listings of the same nights count once. Deleting a calendar frees the room from today, but its past nights stay in occupancy history. Availability on your sites only looks at stays that have not ended.

Golden rule: settings changes take effect immediately for everyone. If you're not sure what a toggle does, ask before changing it — especially anything under Sync, SignNow, or Channel settings.

Google Workspace (/admin/settings/google)

What it decides. Whose Google account the system acts as when it creates a calendar event or files a document in Drive — and, once connected, which of your websites it reads traffic and search numbers for.

The default: the shared service account. Out of the box, the platform has its own Google account — a robot, with an address ending in gserviceaccount.com — and you share individual calendars and Drive folders with it exactly as you would with a colleague. It can only reach what you have shared, and you can take that access away at any time from your own Google settings. Most clients never change this, and nothing is wrong with leaving it alone.

The alternative: connect your own Workspace. Press Connect Google Workspace and sign in with your own Google account. Calendar events and spreadsheet access then belong to that account instead of the robot — useful if you would rather not share your calendars with an outside account, or if your organisation's policy does not allow it.

Document filing does not move on its own. Contracts, invoices and check-in documents keep filing exactly where they file today — into the folders set under Client settings, by the service account — whether or not you connect. A folder you have configured always wins, and connecting never changes it.

If you would rather we owned the folder, press Create documents folder after connecting. We make a <your name> Documents folder in the Drive of the account that connected, share it with your whole domain so your staff can open what is in it, and use it only for document kinds that currently have no folder set. Nothing already configured is touched.

Timesheets are not included. Housekeeping timesheets file through the service account into the folder set under Client settings, and stay that way.

What to know before connecting

The connection belongs to one client. If you manage more than one, switch to the right one in the header first; the page will tell you when it has no client to attach a connection to.
You are asked for Calendar, Sheets, Drive, Analytics and Search Console together. Google lets you untick any of them on its consent screen. If you untick Calendar, Sheets or Drive, that feature simply keeps using the shared service account rather than breaking. Analytics and Search Console have no such fallback — see below. The page lists each one as Granted or Not granted so you can see what went through.
Analytics and Search Console are read-only. We can read the reports; we cannot change a property, a site, a user or a setting in either.
The Drive permission is deliberately narrow. It reads "only the specific Google Drive files you use with this app" — we can write the documents we create for you, and we cannot read, search or open anything else in your Drive. If you are asked to approve access to all of your Drive files, that is not this integration.
Nothing is migrated. Events and documents created earlier stay where they are, owned by whoever created them. The change applies from the moment you connect.
Keep the service account's access for now. One nightly calendar job still runs platform-wide rather than per client, so it continues to use the shared account. If you remove that account's access to your calendars entirely, that job will stop working for you.
The documents folder belongs to the person who connected. Under the narrow permission we ask for, we can only create it in their own My Drive — so if they leave the company and their account is deleted, the folder goes with it. If that matters, make the folder yourself in a Shared Drive, share it with our service account, and paste its id under Client settings instead; that id then wins over anything we would create.
Renaming or moving the folder is safe. Deleting it is not. We find it by id, not by name or location.
Disconnecting is safe and reversible. Press Disconnect and the client goes back to the shared service account immediately. The folder and its contents stay in your Drive; we simply stop filing into it. We also ask Google to withdraw the permission; if that does not go through, the page says so and you can remove it yourself from your Google account's permissions page. You can reconnect whenever you like.

Websites for Analytics and Search Console

Once connected, a second card, Websites for Analytics and Search Console, lists your public websites. Each row pairs a name with a Google Analytics property, a Search Console site, or both; the Analytics ▸ Website tab reports on whichever you pick there.

Connected before these permissions existed? The card says so and offers Reconnect. Press it once and accept the two new read-only permissions; nothing else about the connection changes.
The drop-downs only list what the connected account can open. They are read from Google with your own account, so if a property or site is missing, give that Google account access in Google Analytics (Admin ▸ Property access management) or Search Console (Settings ▸ Users and permissions), then reload the page.
There is no shared-account fallback. Unlike calendars and documents, these numbers are only ever read with your own connected account. That is what makes it impossible for one client to read another client's traffic.
Add every site you run — up to ten — and mark one as primary. The primary site is the one the Website tab opens on.
A property you lose access to stays selected, marked "no access from this account", so saving the card never clears it silently. Remove the row, or restore the access in Google.
Names can be changed freely. Renaming a row keeps it the same website, so bookmarks to the Website tab keep working.

Appliance auto-replies (/admin/auto-replies)

Reached from the Settings hub under Guest communication. It is its own page, not a tab of Settings.

What it is. One canned troubleshooting message per appliance, in English and Japanese, with an on/off switch. When a resident files a maintenance report about that appliance from their own dashboard, the message is posted automatically as the first reply on their ticket — self-help before a staff member touches it ("check the plug, check the drain filter, send us a photo of the model sticker").

It is not the inbox's auto-reply. The inbox's WhatsApp auto-reply is a different mechanism entirely, switched on under Automation → WhatsApp auto-reply. Nothing on this page affects it.

It is off by default and has never fired. All 14 appliances ship with a full bilingual draft already written, and every one of them ships disabled. Until someone ticks a box, residents see nothing. Each appliance is one line on the page: click its name to open its two messages and Save; ticking its switch opens it too, so the Save is in view. Once the box is ticked and saved, the message starts going out immediately, with no further review.

What it covers, and what it does not

Only the 14 appliances — air conditioner, refrigerator, microwave, washing machine, dryer, water heater panel, stove/IH, rice cooker, kettle, oven/toaster, dishwasher, TV, Wi-Fi router, vacuum. The other 25 maintenance items a resident can pick (toilet, shower, drain, door/lock, bed, leak, mould, pest, lift, other) have no auto-reply.
Only a resident-submitted report. A ticket a staff member opens on the resident's behalf never triggers it, nor does a reply on an existing ticket.
It sends no email. The reply is written straight into the ticket thread; the resident sees it next time they open the ticket. The submission email that does go out goes to staff.
It creates no maintenance work. One comment, nothing else — no status change, no assignment, no project or task. Turning a ticket into real work is still the manual step on the ticket.

Clearing one language does not disable that language. If a message has English and Japanese and you delete the English, English-speaking residents are sent the Japanese text — the page falls back to whichever language still has content. To stop a message going out, untick the box, or clear both boxes.

Before you enable one

An auto-reply does not count as your first response. The ticket's first-response clock keeps running, and the "close without replying?" warning still fires. That is deliberate — a canned message is not an answer — but it means an auto-replied ticket still needs a human.
In the admin ticket view the auto-reply is currently shown with the resident's avatar and a "Resident" badge, even though the author name reads as support. Read the author name, not the badge, before assuming the resident said something.
Edit the drafts before enabling them. They are generic starting points, and one of them can be overwritten by a future data migration, so treat the wording as yours to own rather than as a supported default.