Configuring your business, invoicing and services

Understanding the different configuration levels

Organisation settings affect your whole team's operations: business identity, taxes, emails or automatic invoicing. My Account preferences relate to your user or your personal membership of that organisation. Finally, some capabilities are enabled by the platform administrator and are not settings you can freely change in your dashboard.

Check the active organisation before changing a setting. If you manage several businesses, a value that is correct for one may be incorrect for another. Permission to view settings is separate from permission to change them; contact a manager if you do not have the necessary actions.

Organisation custom fields

In Settings → Custom fields, choose Customers, Trainings or Training dates. Definitions and values belong only to the active organisation. Fictional examples include a customer's language level, an internal training code or access instructions for one training date.

1. Add a label, stable technical key, type and optional help text.
2. Choose short text, long text, number, date, checkbox, single choice or multiple choices. Enter one option per line for choice lists.
3. Explicitly save the field. Display order, label and help text remain editable.
4. Open the relevant record's edit form. Custom fields appear directly after the main Save button, without a separate frame. Enter the values and click Save custom fields. This is separate from saving the main record; create a new record first before entering its custom fields.

Configuration requires settings read/update permissions. Reading and editing values follows the customer or training module's read/update permissions. Access to the edit form retains its existing update permissions; there is no separate viewing button or dialog. Access to the corresponding module is required.

The key and type cannot change after creation. Choice lists can receive new options, but existing options cannot be removed or renamed. Archive a field to replace it: existing values remain visible read-only and return when it is restored. There is a limit of 100 fields per category and organisation, including archived fields, and 100 options per list.

Fields are optional and internal to Bookelio: they do not appear on Réservéo, websites or registration forms, or automatically in emails, exports or filters. Clearing a value differs from keeping zero or an unchecked box. A save conflict requires reloading and reviewing changes. Customer merges preserve values but reject conflicting answers to the same field; reconcile them before retrying the merge.

Fields refresh automatically when you return to the tab, reconnect, and every 30 seconds while the page is active, provided no edits are in progress. Editing freezes the displayed data to protect your draft. Reload appears only after an error or conflict: discarding edits requires confirmation, and a failed reload preserves them.

Legal documents for your websites

In Organisation → Legal documents, create a text with a stable identifier (mentions-legales, confidentialite, etc.), language (fr, en, nl-BE), title and content written in the visual editor. Use its toolbar for headings, bold/italic, lists, links and tables; the result is still saved as Markdown for your websites. Check the preview and save. New texts remain drafts until Publish this document is checked. Published content cannot be empty. Each translation is separate, with no automatic language fallback.

Saving a published document updates its public content immediately. Uncheck publication to withdraw it; deletion is permanent after confirmation. There is no history or separate draft of a published version: keep a copy if needed. Reading, editing and deleting require the corresponding settings permissions.

The website can use organization.legalDocuments.list/get (API V1-r34), or GET /api/v1/organization/{organizationId}/legal-documents/{slug}/{locale}. Lists are paginated and drafts are invisible. Its developer must connect these reads and refresh the cache; existing websites are not changed automatically. Rendering must disable raw HTML and use safe links. Publication does not certify legal compliance or collect consent.

Choose the organisation's Bookelio subscription

With a Bookelio billing connection, Settings → My Bookelio subscription lets the owner (owner) apply an active plan as soon as they confirm. If an amount is due, the page offers Pay now; paid access depends on verified settlement or any configured grace period. Other authorised roles retain read-only access. Viewing plans creates no subscription. If the billing profile is incomplete and no customer is already linked, complete the business details before confirming. The subscriptions guide explains the first subscription, immediate changes, proration and resumption.

Plans come only from the external provider, even when its URL connection points to the same instance. No old local plan, default or per-feature setting replaces that provider. Without a provider, a non-legacy organisation receives no feature access. A legacy organisation, explicitly marked by a superadministrator, instead shows its exemption without a selector: it can access all globally active features, subject to each member's permissions. The owner cannot activate this status themselves. It does not cancel any seller subscription or outstanding debt.

Entering the business identity

1. Open the Business Details settings.
2. Complete the legal name and tax identifier with the appropriate type.
3. Check the country, street, number, optional unit or box number, postcode and town or city. The country selector uses the same complete, translated list as customer records, grouped into nearby countries, the European Union and the rest of the world.
4. Add the website, contact email address and phone number you want to use.
5. Enter the relevant bank accounts, followed by the responsible person's name and signature where your use requires them.
6. Save, then check a preview of a relevant document or email.

The display name used to select the organisation is not a substitute for its legal name. Emails carrying the business identity use the business information you have entered; it is therefore useful to complete it before the first emails are sent, not only before the first invoice.

Check bank details particularly carefully. The form allows several accounts and offers a QR code generation option for the relevant accounts. Having an account in your settings does not mean that Bookelio has verified its ownership or that it makes bank transfers.

Adding a logo and signature

The logo field offers an upload and actions to replace or remove the image. It can also accept an image address through the dialogue provided. Prefer an image that is clear on a light background and check its size in previews of the documents and emails that use it.

File storage must be working for uploads. If the image appears in the form but cannot be saved or displayed again, check the error message before adding more versions. A URL copied from a private external workspace may be inaccessible to a recipient: use the provided upload where possible.

The responsible person's name and signature are used by documents that include them, particularly training certificates. Maintain the signature with the same care as the other elements of the business identity.

Configuring VAT policies

VAT policies let you reuse a rate and category, with exceptions by country. A policy has a name, a default rate, a tax category and, where applicable, exemption reasons. The form also lets you configure reverse charge and rules by country.

Create clear names that match your use, then associate the policies with the relevant offerings. Check the prefilled values: an automatically suggested rate is not a tax recommendation for your business.

Offering prices entered excluding VAT and public prices including VAT are not the same value. To check a case, start with the price excluding VAT, the customer and their country, then compare the result in the relevant process. Changing a policy does not correct invoices that have already been created. If you are unsure which category to choose, have the configuration checked by the person responsible for your accounts.

Choosing invoicing automations

Invoicing settings presents three independent choices:

• Time-slot bookings: generate an invoice after payment.
• Training registrations: generate an invoice after payment.
• Invoice when the balance is requested: generate invoices for unpaid requests when the date for requesting full payment is reached.

Each change is saved through the action on the setting. Wait for the save confirmation. These automations require a valid email service and storage. Invoices generated after payment are sent by email and, where possible, through Peppol; the balance reminder uses the link to the payment page.

Enabling these settings should not be treated as an instruction to regenerate your entire history. Check the next operations and documents already linked before creating anything extra manually. The invoicing guide explains payment and duplicate checks.

Personalising emails

In Email themes, choose a theme and save. Available themes include Classic, Elegant, Corporate, Ocean, Sunset, Lavender and Rose. The preview helps you compare colour palettes; the operational content remains that of the messages being sent.

Organisation email footers include the logo and available business information. A campaign can choose a different theme from the organisation's without changing this global setting. Raw HTML campaigns retain their own presentation: they are not automatically recoloured. To prepare a complete campaign, see Communication.

Connecting external services

The Credentials section lets you add, edit and delete configurations. The dashboard currently offers forms to add SMTP and Resend for email delivery, Mollie for payments, S3 for storage and Peppol for electronic invoicing.

Bookelio also supports Stripe payments when configured, but this screen does not offer a form for adding Stripe. Involve the technical administrator for this case instead of looking for a type that is absent from the list.

The platform may provide certain default services when the organisation does not have its own configuration. An empty local list therefore does not always mean that no service is working. Conversely, adding an incorrect configuration may prevent normal use of the one intended for your organisation. Coordinate any change of provider with your administrator.

Never share passwords or access keys in a screenshot or support ticket. Do not delete a connection to “test” it: that action can interrupt emails, payments or file access. For Peppol, enabling certain access and receiving documents additionally require action from the superadministration.

Personal preferences and advanced variables

In My Account, the daily booking summary is optional. Enable it, choose the time and save your profile. The test button requests a summary for the day with a subject marked as a test, even if daily delivery is not enabled. The time is interpreted in the time zone configured by the platform, not as a change to your browser's time zone.

Organisation variables are an advanced setting. Their editor displays a warning because an incorrect value can change how a module or connected website works. Use dedicated screens where they exist, and do not create a guessed key to try to enable a feature. Some internal variables are protected and cannot be changed from this page.