Settings

Settings open from the gear icon in the top bar. They are arranged in five groups, so that you always know where to go. Everyone only sees what they can change: a field account only sees its personal settings; a section you are not allowed to use, opened through a link, shows “Reserved for management”, never a greyed-out form.

The settings home page presents each section with a line saying what it controls. The search in the top bar also finds settings (“holidays”, “VAT”, “iCal”). From the Schedule, the Inbox, the Team or the Catalogue, the “…” menu offers Settings for this page.

Within a section, settings are shown as rows (label on the left, control on the right), with longer explanations behind the “?”, and a single Save button fixed at the bottom of the page, active when something has changed.

13.1 Profile#

You: Name (across your whole account), WhatsApp number (to recognise you when you write to the concierge service's number and to send you your alerts), Job title (“Villa manager”), Your role (set by management, on the Team page).

Appearance and language: Theme (Light, Dark, System), applied straight away on all your devices; Language of the application and of your alerts by WhatsApp and email (French, English, Spanish). The assistant, for its part, always replies in the client's language.

Why the number matters. Without a number, you receive nothing on WhatsApp and the console does not recognise you: you would be treated as a client. Everyone sets their own; management can also enter it from the Team page.

13.2 Security#

Password, two-factor authentication, open sessions, signing out everywhere, deactivating the account. Details in chapter 15.

13.3 Notifications#

This device#

At the top of the page, the This device section controls push notifications: the phone or computer you are using alerts you, even when the application is closed.

1. Open Settings › Notifications on the device you want to be alerted on (each device is turned on separately).
2. On the Notify me on this device row, click Enable, then accept the browser's or phone's permission request.
3. The row shows “On: this device notifies you even when the app is closed.” Send a test checks that everything works; Disable stops notifications on this device.

What you receive here: what you have chosen to see In the app (table below), with no further setting. During your quiet hours, the device stays silent, except for emergencies if you have allowed them; the bell, for its part, keeps everything. For a request to approve, the notification stays generic (a request is waiting): the detail is in the application. A note shows how many devices are alerted for your account in this concierge service.

On iPhone and iPad, two conditions set by Apple: iOS or iPadOS 16.4 or later, and the application added to the Home Screen. In Safari, tap Share, then Add to Home Screen, open Vetexis from its icon, and turn on notifications from that application. Until this is done, the row explains it.

The other possible messages:

• “Notifications are blocked for Vetexis in this browser”: allow them in your browser or phone settings, then come back;
• “This browser does not support push notifications”: use an up-to-date Chrome, Edge, Firefox or Safari, or the installed app;
• “Phone notifications are not available yet”: the feature is not active on the server; WhatsApp and email still keep you informed.

What notifies you#

For each kind of event your role receives, three switches: WhatsApp, Email, In the app (the bell, and your devices turned on above).

The default settings reflect what is useful to each role (for example, requests to approve on WhatsApp and in the app, and an email summary for managers). You are never alerted about something you have just done yourself.

Quiet hours: Turn on quiet hours, Hours (from 10 pm to 7 am by default), Time zone (by default the concierge service's), Let emergencies through (an assignment cancelled within three hours, a client in difficulty). During these hours, nothing goes out on WhatsApp, by email or as a push notification; everything stays in the bell.

The bell in the top bar is your notification centre: notices stay after a reload, a click opens the right page and marks the notice as read, and Mark all as read clears the dot. For those who decide on requests, the first line reminds you what is waiting (“3 requests to approve”). For those who decide on requests and have not yet answered the browser's permission request, the Notify me on this device link, at the bottom of the bell, turns on notifications for this device: the push notifications described above when the server offers them, otherwise a simple browser notification for requests to approve, as long as the application stays open in a tab.

13.4 My calendar#

The personal link that puts your assignments in your phone's calendar. Details in chapter 6, section 6.4.

13.5 General (the concierge service)#

Identity:

• Concierge service name;
• Assistant's first name: the first name it uses when writing to your clients (this is what they call you; if empty, the concierge service's name);
• Logo: on your invoices, your quotes and your payment pages (Add, Change, Remove; saved straight away).

Region and language:

• Country;
• Time zone: every time in the application refers to it;
• Team language: the language of invoices, reports, client records and the assistant's questions to the team. Everyone also chooses the language of their own application in Profile.

Your clients' languages: an ordered list. The assistant always replies in each client's language; the first language in the list (“Default”) is used for a new client until they have written. Each language's “…” menu offers Move up, Move down, Remove; Add a language offers the others (French, English, Spanish, Dutch, Russian, German, Italian, Portuguese, Arabic, Chinese).

Clients: the thresholds for segments and for the VIP suggestion on the Clients page (chapter 7, section 7.2):

Danger zone (owner only): Close the concierge service (chapter 15).

13.6 Assistant#

Status (running or paused), new clients only, holiday mode. Nothing about the way it writes: the assistant adapts to each client by itself. Details in chapter 2, section 2.10.

13.7 Automations#

Pro and Network plans. The three messages the assistant sends to the client on its own, each one can be turned on, with the concierge service's local time (a list of whole hours from 7 am to 10 pm: you do not write to a client in the middle of the night).

These messages are not sent to a client excluded by the “New clients only” setting, nor to a conversation where the assistant is paused (a member has taken over), nor if the assistant is switched off for the whole concierge service. They go out as a template message when the 24-hour window is closed.

13.8 Suppliers#

Jobs sent out:

• Reply time for accepting or declining a job: from 15 minutes to 24 hours (15 min, 30 min, 1 h, 2 h, 3 h, 4 h, 6 h, 12 h, 24 h; 2 hours by default), shortened automatically as the job approaches;
• Automatic cascade: with no reply or on a decline, the request moves on to the next one (main, secondary, then backup);
• Share the client's contact by default: off by default, never for a discreet client, can be changed for each job;
• Evening schedule: the time (from 4 pm to 10 pm; 7 pm by default) at which each supplier and each member receives their jobs for the next day. It is also the team's reminder the day before: a single message.

Required documents, by supplier category: boxes (insurance, skipper licence, private hire licence) and Other document for a named document; Require documents for… adds a category, Remove empties it. Missing or expired document: Warn (the job goes out anyway, with a warning) or Block (no job until it is sorted out).

Reminder: suppliers never take up a seat on your plan.

13.9 Team#

Members, who receives requests to approve, roles. Details in chapter 12, section 12.5.

13.10 Privacy#

Full data export, access log, AI disclosures. Details in chapter 15.

13.11 WhatsApp#

The connected numbers, their status, template messages, disconnecting. Details in chapter 1, section 1.6.

A Former team numbers section may appear: numbers recognised as the team's but which belong to no account (inherited from an old configuration). Invite the person, or Remove the number.

13.12 Calendars#

Property calendars and My calendar. Details in chapter 10, section 10.4.

13.13 Plan and invoices, Usage#

The Vetexis subscription, message packs, automatic top-up, add-ons, the payment method, Vetexis invoices, cancellation. Details in chapter 14.

13.14 Invoices and quotes#

Who: the owner, managers, accounting.

Company (details at the top of each invoice): Legal name, EU VAT number, Address (street, postcode, city, region or province, country).

Payment (details printed for bank transfers): IBAN (checked to catch typing mistakes), BIC (8 or 11 characters), Payment terms (On receipt, 7, 14, 30, 45 or 60 days; printed on the invoice with the due date; 14 days by default).

Numbering and VAT:

• Default VAT (%): 21 in Spain, 20 in France; applied to new lines, editable line by line; one decimal place at most, for example 5.5.
• My prices include VAT: when on, a booking's price is treated as including VAT; the invoice works out the amount excluding VAT and the VAT, and its total stays the price you quoted (chapter 11, section 11.3). Off by default.
• Number prefix: “F-” by default. Write it without the year, which is added by itself with the counter: “VX-” gives VX-2026-0001. The help text shows the number of the year's first invoice with your prefix. A year left at the end of the prefix is ignored: it is never doubled.
• Credit note prefix: “AV-” by default, which gives AV-2026-0001. Credit notes have their own sequence; this prefix must be different from the invoice prefix.
• Invoice footer: legal notices, terms, thanks.

13.15 Online payment#

Stripe account and its statuses, Deposits and quotes: Default deposit (%) (percentage of a booking's price incl. VAT, 30 by default, 0 to offer nothing; a service can have its own, Deposit requested (%), chapter 8), Quote validity (days) (30 by default), Quote prefix (“D-” by default, a series separate from invoices). Details in chapter 11, section 11.5.

13.16 Example#

On the Monday she gets started, Sofia goes through the settings in this order: Profile (her WhatsApp number), General (logo, the assistant's first name “Sofia”, client languages: English, Spanish, French, Dutch), Assistant (she checks that it is running; she has nothing else to set, it adapts to each client), Invoices and quotes (legal name, VAT 21%, IBAN), Online payment (Connect Stripe), Suppliers (reply time of 1 hour in high season, strict document blocking for boats). Marco, a manager, sets his Notifications: quiet hours from 11 pm to 7 am, emergencies allowed.