> For the complete documentation index, see [llms.txt](https://help.rinsebase.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.rinsebase.com/settings.md). # Settings Settings is where you set how your company runs in Rinsebase: company details, pricing, calendar sync, branding, automation, integrations and alerts. Only the account owner can open it. Click **Settings** at the bottom of the sidebar. The tabs appear in the order below. ## Company Most company-wide defaults live here. Click **Save changes** at the bottom of the **Company details** card to save them. ### Crew app and client contact * **Let crew contact clients directly**: off is recommended. With it off, crew can't see or call your client's number and reach your office instead. This toggle saves right away. * **Dispatch phone**: the number crew see as "Call dispatch" when direct contact is off. Leave it blank to use an owner's number. Save it with **Save dispatch phone**. ### Company details and address * **Company name** and **DBA / trade name (optional)**. * **Business address**: **Street address**, **City**, **State**, **ZIP**. * **Timezone**: every date and time in the app shows in this zone. It's suggested from your ZIP and state, so check it's right. ### Clean timing, checklists and inspections * **Crew arrival buffer after checkout**: minutes after the guest checks out before the crew is scheduled to start. 0 means the crew arrives right at checkout. * **Crew finish buffer before check-in**: minutes before the next guest checks in that a same-day clean must be finished. It only shortens a clean when the window is tighter than the property's clean time. * **Default guest checkout** / **Default guest check-in**: used when a property has no times of its own and the booking doesn't include any. A time set on the property always takes priority, and so does a real check-in or checkout time from OwnerRez, Hospitable or Hostaway. Leave both blank to use 11:00 AM / 3:00 PM. The buffers and default times apply to new and re-synced cleans. * **How crews work the turnover checklist**: **Detailed** (crew tick every task) or **Experienced crew — complete by room** (crew sign off each room once, and required photos are still taken room by room). A property or a single room can override this. * **Checklist for new properties**: **Room-by-room (generated)**, **My company template** or **No checklist**. * **Inspect cleans automatically**: book an inspection after **After a recent defect**, **New property**, **Same-day turnover** or **Every clean**. The inspection is never staffed with the crew that did the clean, and properties can override this. * **Default inspection pay**: leave it blank to pay inspections hourly from clocked time, or enter a flat rate per visit. ### Invoicing, tax and getting paid This is a summary. [Billing and payments](/billing-and-payments.md) covers how each setting works in detail. * **Contact**: **Business phone**, **Website**. * **Legal & tax**: **EIN / Tax ID**, **Business license # (optional)**, **Tax name on invoices** and **Tax registration # (printed on invoices)**. Canadian accounts see **GST/HST registration #** and a reminder to add it. * **Invoice prefix** and **Next invoice number**: the preview shows your next number (for example INV-0001). You can move the number forward, but never back onto a number already used. * **Payment terms (days)**: **Due on receipt** or Net 7 to Net 60. * **Automatic payment reminders** (off by default), **Remind on these days after the due date** and **Courtesy nudge before it's due**. * **Late fee on overdue invoices** (Growth plan and up): a percentage of the open balance or a flat amount, applied a set number of days after the due date. Percentage fees can have a cap per invoice. * **Autopay on consolidated invoices**: when on, the saved card is charged after the **Decline window (hours after the invoice is sent)**. * **Markup on supplies you bill through (%)**: 0 bills supplies at cost. * **Default tax rate (%)**. Use **Split into GST + PST…** to print a separate row for each tax, and **+ Add a tax** to add more. Remove every row to go back to a single rate. ### Pay, mileage and goals * **Mileage rate ($/mile)**: the rate used for crew mileage and payroll. * **Laundry bonus paid per** (Pro plan and up): **Bag** or **Property**, plus a rate for each destination: taken home, washed on-site, dropped at office, dropped at laundromat. * **Monthly revenue goal ($)** and **Tip split — lead multiplier**: from **Even split** up to **2×** for leads. * Crew pay rates and time off are set per person on the Team page. See [Crew management](/crew-management.md). ### Account info and your public site The **Account info** card shows your **Plan**, **Subdomain**, **Trial status** and **Billing cycle**. Below it, **Your public site & embed widget** gives you your site link (**Copy link**, **Preview ↗**) and an iframe code you can **Copy** to embed the booking form on a website you already have. ## Billing * A trial banner shows how many trial days you have left. * Cards show **Current plan**, **Active crew**, **Included seats** and **Extra seats**. * **Projected monthly bill** shows your plan price plus extra seats. An extra seat costs $20 a month ($15 for founding members), based on your highest crew count that month. * **All plans** lets you **Switch →** plans, or **Choose →** a plan during your trial. When you switch after your trial, the change applies right away and the prorated difference shows on your next invoice. * **What each plan includes** lists what each plan adds: | Plan | Crew included | Adds | | ------- | ------------- | ------------------------------------------------------------------------------------------------------------- | | Starter | 3 | Scheduling & dispatch, client portal, invoicing & payments, GPS-verified timesheets, crew SOS alerts | | Growth | 5 | Auto-send invoices, review automation, Airbnb/VRBO sync, GPS auto clock-in on arrival, promotions & referrals | | Pro | 10 | Custom branding, smart scheduling, per-property crew pay | | Scale | 20 | White-label dashboard | **Payment method & Stripe Connect** * **Your Rinsebase subscription**: **Manage billing →** (or **Add payment method →**) opens Stripe to manage what you pay Rinsebase. * **Accept payments from clients**: choose your **Business country** (**United States — USD** or **Canada — CAD**) before you connect, then click **Connect Stripe →**. Once it shows **✓ Stripe connected**, online payments switch on after your first completed clean. If Stripe needs more information, click **⚠ Repair setup →**. * Clients can pay by bank transfer (ACH) on the **Bank** tab at checkout. ACH costs about 0.8%, capped at $5. Cards cost 2.9% + 30¢. ## Services Turn on the service categories you offer. Only enabled services appear on your public booking form. Inside each category: * **+ Add service to \[category]**: enter a **Service name**, **Base price ($)** and an optional short description. On your booking form the service shows as "from $" its base price, and the estimate never goes below it. * Each service has a toggle, up/down arrows to reorder it, **Edit** and **✕**. * **☐ Checklist**: add a checklist to every job booked as that service. Rinsebase applies it to each property's rooms. * You can't delete a service that's already used on jobs, invoices or quotes. Turn it off instead. It stops appearing when you book or quote, and your records stay intact. ## Add-ons Add-ons are optional extras a client can add to a clean, such as inside oven or windows. Each one is a free-form **Label** and a **Price ($)**. Click **+ Add new add-on** to create one, then use the toggle, the arrows, **Edit** or **✕** to manage it. Add-ons appear on your booking form, in the quote builder and on the quote portal. ## Pricing * **Auto-quote on booking form** (on unless you turn it off): clients see an estimate while they book, and the booking arrives at that price. Turn it off and the form shows no price. It tells clients you'll send one, and the booking arrives without a price for you to quote. * **Base pricing formula**: **Base price**, **Per bedroom**, **Per bathroom**, **Per sqft**, **Per sleeper** and **Per extra floor**. * **Service multipliers**: **Deep clean**, **Move-out**, **First clean** and **Recurring discount**. The recurring discount comes off weekly, every-2-weeks and monthly bookings on your booking form. Set it to 0 for none. * **Turnover surcharges** (percentages): **Turnover surcharge**, **Emergency / same-day**, **Weekend surcharge** (Friday, Saturday and Sunday), **Under 3hr window** and **Under 2hr window**. They apply to turnovers only. None of them can be below 0. On invoices Rinsebase creates automatically, the turnover, weekend and short-window surcharges each appear as their own line. * **Custom note on booking form (optional)**: shown to clients beside the estimate, or in its place when auto-quote is off. Then click **Save pricing settings**. * **Live quote preview** shows the price for sample beds, baths, sqft and service type. Until you save this page for the first time, your booking form prices every clean at $100 + $20 per bedroom + $15 per bathroom, with no surcharges and 15% / 10% / 5% off weekly / every-2-weeks / monthly. The numbers this page shows before that first save are suggestions. Not every setting reaches both the booking form and invoices. The table in [Billing and payments](/billing-and-payments.md#pricing-formula) shows which does what. Add-ons are managed on the **Add-ons** tab, not here. For how an invoice chooses between a manual price, a quote and this formula, see [Billing and payments](/billing-and-payments.md). ## Linen types These are your company's linen specifications. They let linen counts add up across properties. Rinsebase merged names that differ only in capitalization or spacing. Anything else is left for you to decide. For each type you can set: * **Textile**: the class, such as Bath towel, Fitted sheet or Duvet cover. * **Life (washes)**: the expected service life. A typical range appears as a guide but is never filled in for you. * **Merge…**: fold a near-duplicate into another type. **Properties** shows how many properties use each type. ## Calendar Sync Calendar Sync is on the Growth plan and up. On Starter, this tab shows a lock screen. Setup is covered in full in [STR and Airbnb sync](/str-and-airbnb-sync.md). * **Client calendar connections**: a read-only list of clients who connected Hospitable, OwnerRez, Guesty or Hostaway from their own **Connect calendar** link. You never handle their login. Each connection names the properties it syncs, shows the date and time of its last sync, and what that sync fetched. Use **Choose properties** to limit which of their listings you clean. * **+ Connect calendar** adds an iCal feed. Pick the **Property**, the **Platform** (Airbnb, VRBO, Booking.com, Hospitable, Hostaway, Guesty, OwnerRez, Streamline, Evolve or Other), paste the **iCal URL**, then click **Connect & sync**. Rinsebase checks the link before saving. It asks first if the property's bookings already arrive from Hospitable, OwnerRez, Guesty or Hostaway, because a feed would be a second source for the same bookings, or if the same link is already on another property. * **Connected calendars** lists every iCal feed and every property synced from Hospitable, OwnerRez, Guesty or Hostaway, sorted by property. A synced property shows its upcoming stays and cleans and when its own bookings were last read. Guesty and Hostaway read a few listings at a time, so that can be earlier than the connection's last sync. If nothing is syncing a property, or its connection is running but hasn't read it in over a day, the row says why. **Manage** jumps to that client's connection. * Each feed shows a status: **Connected**, **Connecting — first sync pending**, **Sync error**, **No successful sync in over 48 hours** or **Paused**. Each feed also has **⟳ Sync now**, **Copy** and **Remove** buttons. * **Remove** shows exactly what will change: reservations deleted and scheduled cleans cancelled. Cleans that are already in progress or completed are kept as history. Confirm with **Yes, remove it** or back out with **Keep calendar**. * **Upcoming turnovers**: calendar sync creates these cleans automatically, usually within 30 minutes. Filter them by **Rush · under 2h**, **Tight · under 4h** or **Standard · 4h+** and by property. To add cleans early, use **+ Create clean** or **Create all N shown**. Rush and tight cleans go to your approval queue. If a feed or PMS connection is failing, a banner explains why cleans aren't appearing. ## Job rules Job rules add standing work on top of the checkout clean your calendar already creates. They never change the checkout clean itself. Click **+ New rule** and set: * **When it fires**: **During a stay** (repeat every N nights, or leave it blank for once mid-stay), **Before a check-in** (N days before) or **After a gap between stays** (N days after checkout). A minimum stay or gap in nights applies to each. * **What it creates**: a **Job type** (Clean, Inspection or Task), an optional **Service**, **Length (minutes)**, a **Start time** (leave it blank to use the property's normal start) and **Schedule this far ahead (days)**. * **Crew**: leave it empty to use each property's default crew. You can also add **Instructions for the crew (optional)** and **Season starts** / **Season ends** dates. * **Properties**: pick at least one, or use **Select all**. Click **Preview** on a rule to see how many jobs it would create, without creating any. Active rules run every hour and add jobs as **Scheduled**. If a booking changes, Rinsebase cancels jobs the rule no longer needs, but only future jobs nobody has moved or started. Deleting a rule leaves the jobs it already created on the schedule. Pause a rule with the **Active** toggle. ## Branding * **Company logo**: every plan. Logos can be PNG, JPG or SVG, and large images are resized automatically. * **Brand colors** (**Primary color**, **Accent color**), **Brand font** and **Invoice layout** (**Logo position**, **Invoice style**): Pro plan and up. If your plan drops below Pro, your colors are saved and the default colors are used until you're back on Pro. * **Invoice footer** and **Email signature**: Growth plan and up. * **White-label** (Scale): "Powered by Rinsebase" is removed from your sidebar, client portals, invoices, quotes, emails and texts, with or without a logo. * Click **Save branding**. ## Business Site Your public page lives at `app.rinsebase.com/s/your-subdomain`. * **Your business site**: copy or preview the link, and use the toggle to publish or take the site offline. Changes go live after you save. * **Hero & about**: **Tagline**, **About us**, **Phone to display** and **Service area ZIP codes**. * **Hero photo**: Pro plan and up. Other plans use a brand gradient. * **Photo gallery**: **Pick photos** from your completed jobs. You can show up to 3 photos on Starter, 10 on Growth, 20 on Pro and 100 on Enterprise. * **Rinsebase badge**: hiding the "Powered by Rinsebase" footer is Enterprise only. * Your logo and brand color come from the **Branding** tab. ## Features **Automation** switches. Each one saves as soon as you flip it: * **Auto-create invoices** (on by default, all plans): creates an invoice when a job is completed. Turn it off if you bill through another system. * **Require property photos to complete** (off by default): crew can't finish a clean until every photo required for that property has been taken. * **Require an after photo to complete** (on by default). * **Crew packs their own linens** (off by default): adds "Linens to bring" to the crew app's prep card. * **Show clean photos in client portals** (on by default): applies to new clients only. **Apply to all existing clients** overwrites every current client's setting. * **Require checklist items to complete** (off by default): only items you've marked **Required** block completion. * **Review before notifying clients** (off by default): holds the "cleaning completed" email until you mark the clean **Guest ready**. While it's on, it overrides **Auto guest-ready**. * **Create cleans from calendar blocks** (off by default): when it's on, a clean is added for you to approve whenever an owner stay or other block ends. You can override this per property. * **Auto-send invoices**, **Auto clock-in on arrival**, **Auto guest-ready** and **Review automation**: Growth plan and up. * **Smart scheduling**: Pro plan and up. **How new cleans get crew** decides who goes on a clean when it's created: * **Default crew, then I assign** (the default): the property's default crew. If that fails, the clean waits for you. * **Default crew, then open to all crew**: the default crew first. If nobody lands on the clean, it goes on the Open jobs board for any crew member to claim. * **Open every clean to all crew**: no default crew. Every new clean goes straight to the board, and the first to claim it gets it. Underneath, **Crew can give a claimed clean back until** sets how close to the start a crew member can still hand a claimed clean back (24 hours before it starts unless you change it). After that, only you can take them off it. See [Open jobs board](/scheduling.md#open-jobs-board). **Payments**: **Gift card sales** lets anyone buy a gift card from your public page. Account credit works whether this is on or off. Card autopay is set per client. See [Billing and payments](/billing-and-payments.md). **STR service expansion**: tick the licensing acknowledgment, then click **Enable STR Expansion**. This adds seven vendor services (restock, inspection, handyman dispatch, guest reset, co-host consultation, concierge, laundry) to **Services**, and adds a `/services` page with its own inquiry form to your site. Click **Disable expansion** to remove it. ## Import Import clients, properties, job history or crew from a CSV. Sources include Taskbird, Jobber, HouseCallPro, ZenMaid, Launch27, BookingKoala, ServiceFusion, CleanGuru, Google Contacts, Excel / CSV and QuickBooks. Rinsebase matches existing clients by email, phone or name, so they aren't duplicated. Importing crew doesn't invite them. Send invites from the Team page. For step-by-step instructions, see [Switching from competitors](/switching-from-competitors.md). ## Integrations * **QuickBooks Online** and **Xero** (Growth plan and up): connect once, and invoices and the payments you record sync automatically. See [Billing and payments](/billing-and-payments.md). On Starter, you'll see a partner link for starting QuickBooks Online. * **Gusto** (Growth plan and up): sends each approved pay period's hours and flat-rate earnings into your open Gusto payroll. You still review and run payroll in Gusto. Mileage stays on the CSV export. * **Zapier** (Growth plan and up): the Rinsebase Zapier app is invite-only, so first use **Request your Zapier invite link ✉**. Then click **Generate Zapier API key** and paste the key into Zapier when it asks. Triggers are **Job Completed** and **Invoice Paid**. Actions are **Create Client** and **Find Client by Email**. Keep the key private, like a password. **Regenerate key** replaces it immediately, and **Revoke key** stops any Zaps that use it. Under **Advanced: direct API access**, you'll find how to call the API with the same key. ## Archived This tab lists every archived property across all your clients. Archived properties are hidden from schedules, portals and reports, and their calendar sync is stopped. Nothing is deleted. Search the list and click **Restore** to bring a property back. Its calendars start syncing again, and cleans for bookings still on the calendar reappear on the next sync. Cleans cancelled when you archived it are not reinstated. ## Notifications * **Client notifications** → **Pause all client notifications (test mode)**: while it's on, your clients get no automatic emails or texts. Your crew still get everything, and anything you send by hand still goes out. A banner stays visible across the app until you turn it off. * **What your clients receive**: an **Email** switch and a **Text** switch for **A reminder the day before a clean**, **A clean is finished** and **A property is guest-ready**, plus an email switch for **A clean is moved**. All are on by default. A client only gets texts if they've opted in to texts on their own record. * **Quiet hours** → **Hold my team's alerts overnight**: alerts to you and your crew wait if they arrive outside 7am–9pm your time. Messages to clients always wait for daytime, whatever this switch says. * **Alerts you receive by email** (on by default): these cover problems only, such as a calendar feed that stops syncing, nobody starting a job, a bounced email, a clean scheduled after the guest arrives or days after checkout, a crew incident report, a new booking that needs a crew, a guest cancelling or moving their stay, and a client paying an invoice. The **Morning digest** arrives at 7am your time. Owners, managers and dispatchers receive these alerts. Payment alerts go only to owners and managers. * **Alerts you receive by text message** (off until you turn them on): **A clean is completed**, **An inspection result is filed**, **A clean is started** and **A crew member is on the way**. Add **Your mobile number** first. ## Account * **Your account**: **Full name** and **Phone**, with your email and role shown. Click **Save profile**. * **Change password**: at least 8 characters. Click **Update password**. * **Danger zone**: **Cancel subscription** or **Delete account** sends a request. The Rinsebase team will contact you within 24 hours to confirm. ## Roles and permissions Role is set per person on the Team page. Here's what each role sees in the web app sidebar: | Role | Web sidebar | Notes | | ------------------------------ | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------- | | Owner | Everything, including Invoices, Payroll, Promotions, Account credit, Reports, Reviews, Team, Messages and Settings | The only role that can open Settings | | Manager | Dashboard, Schedule, Dispatch board, Jobs, Forecast, Safety alerts, Clients, Bookings, Quotes, Mileage, Hiring, Incidents & Supplies, Supply closet, Linen, Fleet & equipment | No Invoices, Payroll, Promotions, Account credit, Reports, Reviews, Team, Messages or Settings | | Dispatcher | Dashboard, Schedule, Dispatch board, Jobs, Safety alerts, Supplies | No client records, money pages or Settings | | Lead cleaner, Cleaner, Trainee | Crew view: Dashboard, Active job, My jobs, My mileage, Profile & pay | Mainly work in the crew app | | Laundry runner | Same crew view | Sees their assigned laundry runs | | Inspector | Same crew view | Sees the inspections assigned to them. Never assigned to inspect their own cleans | If a manager or dispatcher opens a link to an owner-only page, they see "Access restricted". ## Related * [Billing and payments](/billing-and-payments.md) * [STR and Airbnb sync](/str-and-airbnb-sync.md) * [Crew management](/crew-management.md) * [Switching from competitors](/switching-from-competitors.md)