Organisation Settings

Configure your company profile, module behaviour, document defaults, and email settings.

Accessing Organisation Settings

Go to Settings → Organisation Settings.

The page has five tabs: General, Permissions, Invoice & Quotation, Work, and Email.

General tab

Company Information

Field Description
Company Email Primary contact email for your organisation
Company Name Displayed on all customer-facing documents
Company Mobile No Mobile number
Company Office No Office/landline number
Address Main address (multi-line)
Address 2 Secondary address line
Country Country selection
State State/province (populated based on Country)
City City
Postcode Postcode / ZIP
Time Zone All scheduled dates and times display in this timezone
Registration No Company registration number printed on documents

Logo

Upload your company logo to display on all PDFs and emails:

  1. Drag and drop an image file onto the upload zone, or click to browse
  2. Click Upload to save

To remove the current logo, click Remove Logo.

Tip

Use a PNG file with a transparent background for the best appearance on documents.

Permissions tab

Controls default behaviour for each module across your team.

Contact

Setting Description
Auto-generate contact numbers Automatically assign a sequential number to each new contact
Duplicate contact check Choose which field to use when checking for duplicates: None, Email, or Company Name

Quotation

Setting Description
Allow custom invoice date Let users set a custom invoice date when converting a quotation to an invoice
Auto-generate quotation numbers Automatically assign a sequential number to each new quotation

Invoice

Setting Description
Auto-generate invoice numbers Automatically assign a sequential number to each new invoice

Work

Setting Description
Default work report type Set the default report type for new works: Service Report or Inspection Report
Auto-generate work numbers Automatically assign a sequential number to each new work order
Auto-reschedule past-due works to next day Automatically move incomplete works whose scheduled date has passed to the following day
Allow restarting completed works Let users reopen and restart a work that has been marked completed
Allow update completed works Let users edit works that have already been completed

Mobile App

Setting Description
Display future works on mobile Show upcoming scheduled works on the mobile app
Number of days to display How many days ahead to show (1, 3, 5, or 7 days). Only shown when future works is enabled
Show driver signature on reports Include the driver's saved signature on PDF reports
Require customer signature Driver must capture a customer signature before submitting
Require witness signature Require a witness signature (used for inspection/engineering reports)
Require driver signature Driver must add their own signature before submitting
Require proof photos Driver must attach at least one photo before submitting
Require remarks for photos Driver must add a remark/caption for each photo uploaded
Allow multiple submissions Allow a work to be submitted more than once
Allow overnight submissions Allow drivers to submit works after midnight
Show contract work history Show drivers the full submission history for all works in the same contract schedule
Allow gallery upload for signatures Driver can upload a signature image from their device gallery
Block gallery upload for photos Prevent drivers from uploading photos from the gallery (camera only)

Warning

Show contract work history exposes customer names, addresses, and signatures to all drivers on the same schedule. Only enable this if you have confirmed it meets your data protection obligations.

Invoice & Quotation tab

Set default notes that pre-fill on all new quotations and invoices.

  • Use the rich text editor to write the content, including formatting and inline images
  • Click Invoice or Quotation on the right side to generate a live PDF preview of how the notes will look

Click Save to apply changes.

Work tab

Set default work notes that pre-fill on all new work orders.

  • Use the rich text editor to write the content
  • Click Work Service Report on the right side to generate a live PDF preview

Click Save to apply changes.

Email tab

Configure a custom SMTP server so outgoing emails come from your own domain.

Field Description
SMTP Host Your mail server address (e.g. smtp.gmail.com)
SMTP Port Port number (e.g. 587)
Encryption TLS or SSL
SMTP Username Your SMTP login username
SMTP Password Your SMTP login password (stored securely; shown as •••••••• once set)
From Address The email address that appears in the From field (e.g. noreply@yourcompany.com)
From Name The name that appears alongside the From address

Actions

  • Test Connection — sends a test email using the configured settings to verify they work
  • Clear — removes all SMTP settings and reverts to the system default mail server

If SMTP is not configured, all outgoing emails are sent via the BeanRails system default mail server.