Getting Started Part 3: Account Settings

Modified on Thu, 2 Oct at 5:05 PM

Introduction

To access and manage your account settings for special preferences, branding, support, and language and currency options, click the profile icon which displays your initial (s) in the top-right corner of your PMS dashboard.

Below your name and email, you’ll find quick-access icons for:

Password Administration: Update your password.
Make a misc. Payment: Process payments (e.g., for custom website services).
Contact Database: View all guests and inquiry senders.
Language: Choose from English, French, Spanish, Italian, Portuguese, or Polish to set as your PMS language.

From this menu, you can also access:

Customer Support: Clicking this tab opens your email inbox, allowing you to directly contact our support team at support@guestwisely.io.
Manage Account: Allows you to update your profile and subscription.
Special Preferences: Customize default settings and interface behavior.
Recent Enhancements: Provides an up-to-date log of new features to help you stay current and maximize the platform’s potential.
Logout: Selecting this option will sign you out of your PMS account.

Next, we’ll take a closer look at some of the features mentioned above, while the others are linked to their own dedicated tutorials.

Special Preferences

Customize the following preferences to suit your needs:

1. Auto-Expiry of Quotes & Tentative Bookings: This feature applies to both Direct Bookings and Website Bookings:

Automatically cancels and archive quotes after a set number of inactive days.
Cancels bookings if the first payment isn’t received within a defined period after becoming overdue.

2. Login Page: You can set a default landing page for your account - either by choosing a pre-defined option (e.g., Quotes & Reservations) or entering a custom link - so you start each session where you work most.

3. Calendar week format: Choose which day your calendar week starts on: Sunday or Monday.

4. Enquire versus inquire: Select "inquire" If your audience is primarily in the U.S. For international or British audiences, "enquire" may be more familiar.

5. Payment Method: This option determines whether guests can manually adjust the payment amount when using a payment link. Allowing edits enables flexibility (e.g., in dynamic pricing), while disabling it ensures fixed amounts for accurate and consistent payments.

6. Booking Engine: Determines whether guests can submit an inquiry on your website when their selected dates don’t meet your calendar rules (e.g., minimum stay), allowing you to control how flexible your booking process is with non-compliant date selections.

7. Portfolio Calendar: This setting controls whether channel and lead source logos (e.g., Airbnb, Booking.com) are shown on the calendar to improve visibility, or hidden to keep the calendar minimal.

8. Two-factor Authentication (2FA): An optional security layer that, when enabled, requires a second authentication method (typically a code sent via email) at login to enhance protection against unauthorized access and is recommended for accounts with sensitive or financial data.

Recent Enhancements

This tab tracks recent feature updates and improvements. Checking it regularly helps you stay up to date and get the most out of your account.

Brand Integration

Maintain a consistent brand identity by customizing your logo, brand colors, and watermark across all system-generated documents, such as invoices, receipts, and guest communications.

Upload Logo: Add your company logo in .PNG, .GIF, or .JPG format. It will appear on documents and templates to reinforce your brand presence.
Global Brand Colors: Set your primary and secondary brand colors, which will automatically apply to invoices, receipts, and the booking engine for a cohesive look.
Watermark: Enable full white-labeling by removing the default “GuestWisely” watermark. When selected, only your custom logo and colors will appear on documents.

Multi-lingual Functionality

Multi-lingual Functionality allows you to manage content and communication in multiple languages. To enable it, make sure you select the “Activate multi-lingual features” (paid bolt-on option).

The following languages are available: English, French, German, Italian, Portuguese, Spanish, Dutch, Polish, Other (option for manually adding a translation yourself).

This features can be used for:

Guest Communication

Templates & Automated Messages: Navigate to any of the tabs related to system/custom email or automated messages, select a template and your desired language, then edit the text as needed - keep in mind that while default translations exist for most languages, any changes to the English version must be manually updated in each language.

Shortcodes: Go to Shortcodes to review or edit centrally managed translations, noting that some shortcodes (like static content or booking data) don’t require translation, as indicated at the top of the page.
Customized Codes: Access Customized Codes to add translations, allowing all custom codes to be translated into multiple languages as needed.

System Documents

All system documents support multiple languages for flexible, accessible use. To update a template, select the language from the dropdown, edit as needed, and save.

Applicable documents include:

Note: Translations aren’t automatic, any changes must be manually applied to each active language.

Website Widgets

Website widgets are translated into supported languages automatically. Choose the appropriate language from the dropdown to update the widget script displayed on-screen.

Includes:

Property Content

Certain property-specific content can be translated for use in system documents, the Channel Manager, and your website:

Property Name, Description, Services, Guest Instructions & Tax Names
Amenities: These are translated centrally and do not need maintenance.
Property Grouping and Tags: Use groupings in the Website Search Engine. To translate group names or tags, select the language and update the content.

Selecting a Guest Language

Bookings received from connected websites or via the Channel Manager are automatically detected for language.

For manual reservations or updates, adjust the language in the Booking Editor under the Manage tab > Others.

Multiple Currencies

Access the Currencies tab to manage Currencies settings for Calendars, Online Booking, and Websites.

Displaying pricing on your website

You can configure how pricing appears based on your primary currency. For example, if your primary currency is USD, you have these options:

Show pricing in your primary currency.
Display pricing in an alternative currency, e.g., EUR.

Let guests view pricing in different currencies

To let guests view estimated pricing in different currencies on your website, enable the currency conversion drop-down here. Kindly tick all and select currencies.

The Online Booking will display the currency conversion drop-down as shown below:

Exchange rate mark-up

Apply a mark-up percentage to currency conversions to offset additional costs.

Zero-out decimal places when converting currencies

To prevent unusual pricing (e.g., $100 converting to £67.36), you can round converted amounts (e.g., £67.00) using the setting provided.