Site Settings

Configure your property's settings including business information, timezone, messaging preferences, and notification defaults.

Overview

Accessing Settings

1. Go to Admin > Settings

2. Navigate using tabs:

   • General

   • Staff

   • Cleaning

   • Guest

   • Checkin

Note: Integrations (PMS, Twilio, Stripe, etc.) are configured at Admin > Integrations, not under Settings.

General Settings

Property Information

Timezone

Important: Set this correctly for automations and scheduling.

1. Go to Admin > Settings > General

2. Find Timezone dropdown

3. Select your property's timezone

4. Click Save

Affects:

• Automation send times

• Check-in/check-out times

• Report timestamps

• Scheduled job execution

Staff Settings

Configure staff permissions and workflow automation. Access at Admin > Settings > Staff.

General Sub-Tab

Role-Based Permissions

When disabled (default), all staff have full access. When enabled, Staff/Manager/Admin roles determine what each user can see and do.

See User Roles & Permissions for details.

Auto-Archive Notes and Tasks

Reduce clutter by automatically archiving completed tasks and notes:

Note: Incomplete tasks are never auto-archived.

Checklist Generation Pause

Stop generating new checklists if recent instances had no tasks completed:

This prevents clutter from unused recurring checklists.

Custom Fields Sub-Tab

Define custom field values used throughout HelloShift:

To add a custom field value:

1. Go to Admin > Settings > Staff > Custom Fields

2. Find the relevant section

3. Type the new value and click Add

4. Use pencil icon to edit, trash icon to delete

Guest Settings

Configure guest communication, surveys, and reviews. Access at Admin > Settings > Guest.

Automation Sub-Tab

Hotel Front Desk Hours

Tip: If you have a 24-hour front desk, leave Away Message unchecked and use the AI Assistant Configuration instead.

Hotel Checkin/Checkout Hours

Used to automatically issue and revoke digital keys.

Automation Message Hours

Leave blank for unrestricted. Restricts when Jobs and Triggers send messages to avoid disturbing guests.

Messaging Sub-Tab

Guest Notification

Desktop Sound

Reply Signature

Order of Channels

Choose channel priority for automated and triggered messages:

Note: WhatsApp appears as option only when integration is active.

Surveys Sub-Tab

Guest Score

Configure in-stay satisfaction survey scoring:

How it works:

• Scores ≤ cutoff → Alert to staff for recovery

• Scores > cutoff → Can trigger review collection

Reviews Sub-Tab

Review Dashboard Links

Add your property's review URLs. Guests see these options in post-stay messages:

HelloShift generates a Review Dashboard link that shows all configured review options.

Custom Fields Sub-Tab

Guest Types

Define guest categories for personalized service:

To add guest types:

1. Type the guest type name

2. Click Add

Checkin Settings

Configure contactless check-in. Access at Admin > Settings > Checkin.

See Contactless Check-in Setup for complete setup guide.

Brand Sub-Tab

Customize the guest-facing check-in experience:

Theme Colors

Brand Images

Guidebook Sub-Tab

Control what guests see on the guidebook:

Checkin Steps Sub-Tab

Enable or disable each step in the check-in flow:

Each step can be:

• Enabled/Disabled - Include or exclude from check-in flow

• Skippable - Allow guests to skip without completing

Kiosk Sub-Tab

Set up self-service kiosk devices:

Custom Fields Sub-Tab

Checkin Document Types

Define which document types guests can select:

To add document types:

1. Type the document type name

2. Click Add

Cleaning Settings

Configure housekeeping and room cleaning options. Access at Admin > Settings > Cleaning.

General Sub-Tab

Room Status Sync

When connected to a PMS that supports room status push:

When enabled, room status changes in HelloShift automatically sync to your PMS.

Credits Sub-Tab

Room Credits by Cleaners

Set daily credit capacity for each housekeeper:

Used for workload balancing during auto-assignment.

Room Credits by Cleaning Task

Set credit values per cleaning task and room type:

Example: "Deep Clean" on "Suite" = 2.0 credits, "Clean" on "Standard" = 1.0 credit.

Zones Sub-Tab

Zone Distances

Configure distances between zones for route optimization:

• Matrix shows all zone pairs

• Enter relative distance values (1-10)

• Used by auto-assignment to minimize travel

Max Zones Per Cleaner

Leave blank for unlimited. Set a value to limit zone spread during assignments.

Custom Fields Sub-Tab

Cleaner Actions

Define cleaning task types available for assignment:

To add custom actions:

1. Type the action name

2. Click Add

3. To attach a checklist, create a checklist with the same name as the action

Saving Settings

Auto-Save vs Manual Save

Some settings auto-save; others require clicking Save or Update:

Validating Changes

After saving:

1. Refresh the page to confirm

2. Test affected features

3. Monitor for issues

Best Practices

Initial Setup

1. Set timezone first: Critical for scheduling

2. Configure business hours: Sets expectations

3. Connect integrations: PMS, then messaging

4. Enable check-in steps: Based on your needs

Ongoing Maintenance

1. Review quarterly: Settings may need updates

2. Update hours: For seasonal changes

3. Check integrations: Ensure connections are active

4. Audit permissions: Remove unnecessary access

Troubleshooting

Changes not taking effect

Possible Causes:

• Didn't click Save

• Browser cache

• Permission issue

Solutions:

• Verify Save button clicked

• Refresh browser/clear cache

• Check admin access

Timezone wrong

Symptoms:

• Automations sending at wrong times

• Reports show incorrect times

Solutions:

• Update timezone setting

• Save and verify

• Allow time for cache to clear

Related Articles

• Site Configuration - Room and zone setup

• User Roles & Permissions - Access control

• PMS Integrations Overview - PMS connections

• Contactless Check-in Setup - Check-in configuration