Configuring your business, invoicing and services

Organization setup

The legal name, VAT number, full address and a valid email are required to complete the organization step. The logo and all other details are optional.

When the organization variable onboarding.organization.enabled is true, Bookelio displays fullscreen setup: Your organization, Your plan and Your team. Legacy organizations never see the Plan step. You can move freely between steps and forms stay mounted during this navigation. Save changes before closing the page. Saved information and progress are shared by the organization; your browser remembers the last step you viewed.

Setup cannot be dismissed and the dashboard remains unavailable until all steps are complete. Sending an invitation is enough to complete the team step; Finish setup also completes a team without invitations. Members need the corresponding permissions to change settings. Documentation, sign-out and organization switching remain available in the header, including when setup is unfinished or cannot be loaded. If you belong to several organizations, open the selector showing the current organization name to switch to another. Save changes before switching; saved progress belongs to each organization. The selected organization applies its own setup and subscription requirements.

Non-legacy organizations require a plan with active access even when the variable is disabled. A plan awaiting payment does not unlock the dashboard. These setup and plan restrictions apply to the interface; existing API permissions and module checks still apply.

The Complete billing details link remains available before plan activation. Save the information on that page, then use the button back to setup or subscription to resume choosing a plan. Normal permissions to view and update settings remain required.

Understanding the different configuration levels

Organisation settings affect your whole team's operations: business identity, taxes, emails or automatic invoicing. My Account preferences relate to your user or your personal membership of that organisation. Finally, some capabilities are enabled by the platform administrator and are not settings you can freely change in your dashboard.

Check the active organisation before changing a setting. If you manage several businesses, a value that is correct for one may be incorrect for another. Permission to view settings is separate from permission to change them; contact a manager if you do not have the necessary actions.

Organisation custom fields

In Settings → Custom fields, choose Customers, Trainings or Training dates. Definitions and values belong only to the active organisation. Fictional examples include a customer's language level, an internal training code or access instructions for one training date.

1. Add a label, stable technical key, type and optional help text.
2. Choose short text, long text, number, date, checkbox, single choice or multiple choices. Enter one option per line for choice lists.
3. Explicitly save the field. Display order, label and help text remain editable.
4. Open the relevant record's edit form. Custom fields appear directly after the main Save button, without a separate frame. Enter the values and click Save custom fields. This is separate from saving the main record; create a new record first before entering its custom fields.

Configuration requires settings read/update permissions. Reading and editing values follows the customer or training module's read/update permissions. Access to the edit form retains its existing update permissions; there is no separate viewing button or dialog. Access to the corresponding module is required.

The key and type cannot change after creation. Choice lists can receive new options, but existing options cannot be removed or renamed. Archive a field to replace it: existing values remain visible read-only and return when it is restored. There is a limit of 100 fields per category and organisation, including archived fields, and 100 options per list.

Fields are optional and internal to Bookelio: they do not appear on Réservéo, websites or registration forms, or automatically in emails, exports or filters. Clearing a value differs from keeping zero or an unchecked box. A save conflict requires reloading and reviewing changes. Customer merges preserve values but reject conflicting answers to the same field; reconcile them before retrying the merge.

Fields refresh automatically when you return to the tab, reconnect, and every 30 seconds while the page is active, provided no edits are in progress. Editing freezes the displayed data to protect your draft. Reload appears only after an error or conflict: discarding edits requires confirmation, and a failed reload preserves them.

Legal documents for your websites

In Organisation → Legal documents, create a text with a stable identifier (mentions-legales, confidentialite, etc.), language (fr, en, nl-BE), title and content written in the visual editor. Use its toolbar for headings, bold/italic, lists, links and tables; the result is still saved as Markdown for your websites. Check the preview and save. New texts remain drafts until Publish this document is checked. Published content cannot be empty. Each translation is separate, with no automatic language fallback.

Saving a published document updates its public content immediately. Uncheck publication to withdraw it; deletion is permanent after confirmation. There is no history or separate draft of a published version: keep a copy if needed. Reading, editing and deleting require the corresponding settings permissions.

The website can use organization.legalDocuments.list/get (API V1-r34), or GET /api/v1/organization/{organizationId}/legal-documents/{slug}/{locale}. Lists are paginated and drafts are invisible. Its developer must connect these reads and refresh the cache; existing websites are not changed automatically. Rendering must disable raw HTML and use safe links. Publication does not certify legal compliance or collect consent.

Choose the organisation's Bookelio subscription

With a Bookelio billing connection, Settings → My Bookelio subscription lets the owner (owner) apply an active plan as soon as they confirm. If an amount is due, the page offers Pay now; paid access depends on verified settlement or any configured grace period. Other authorised roles retain read-only access. Viewing plans creates no subscription. If the billing profile is incomplete and no customer is already linked, complete the business details before confirming. The subscriptions guide explains the first subscription, immediate changes, proration and resumption.

Plans come only from the external provider, even when its URL connection points to the same instance. No old local plan, default or per-feature setting replaces that provider. Without a provider, a non-legacy organisation receives no feature access. A legacy organisation, explicitly marked by a superadministrator, instead shows its exemption without a selector: it can access all globally active features, subject to each member's permissions. The owner cannot activate this status themselves. It does not cancel any seller subscription or outstanding debt.

Entering the business identity

1. Open the Business Details settings.
2. Complete the legal name and tax identifier with the appropriate type.
3. Check the country, street, number, optional unit or box number, postcode and town or city. The country selector uses the same complete, translated list as customer records, grouped into nearby countries, the European Union and the rest of the world.
4. Add the website, contact email address and phone number you want to use.
5. Enter the relevant bank accounts, followed by the responsible person's name and signature where your use requires them.
6. Save, then check a preview of a relevant document or email.

The display name used to select the organisation is not a substitute for its legal name. Emails carrying the business identity use the business information you have entered; it is therefore useful to complete it before the first emails are sent, not only before the first invoice.

Check bank details particularly carefully. The form allows several accounts and offers a QR code generation option for the relevant accounts. Having an account in your settings does not mean that Bookelio has verified its ownership or that it makes bank transfers.

Adding a logo and signature

The logo field offers an upload and actions to replace or remove the image. It can also accept an image address through the dialogue provided. Prefer an image that is clear on a light background and check its size in previews of the documents and emails that use it.

File storage must be working for uploads. If the image appears in the form but cannot be saved or displayed again, check the error message before adding more versions. A URL copied from a private external workspace may be inaccessible to a recipient: use the provided upload where possible.

The responsible person's name and signature are used by documents that include them, particularly training certificates. Maintain the signature with the same care as the other elements of the business identity.

Configuring VAT policies

VAT policies let you reuse a rate and category, with exceptions by country. A policy has a name, a default rate, a tax category and, where applicable, exemption reasons. The form also lets you configure reverse charge and rules by country.

Create clear names that match your use, then associate the policies with the relevant offerings. Check the prefilled values: an automatically suggested rate is not a tax recommendation for your business.

Offering prices entered excluding VAT and public prices including VAT are not the same value. To check a case, start with the price excluding VAT, the customer and their country, then compare the result in the relevant process. Changing a policy does not correct invoices that have already been created. If you are unsure which category to choose, have the configuration checked by the person responsible for your accounts.

Choosing invoicing automations

Invoicing settings presents three independent choices:

• Time-slot bookings: generate an invoice after payment.
• Training registrations: generate an invoice after payment.
• Invoice when the balance is requested: generate invoices for unpaid requests when the date for requesting full payment is reached.

Each change is saved through the action on the setting. Wait for the save confirmation. These automations require a valid email service and storage. Invoices generated after payment are sent by email and, where possible, through Peppol; the balance reminder uses the link to the payment page.

Enabling these settings should not be treated as an instruction to regenerate your entire history. Check the next operations and documents already linked before creating anything extra manually. The invoicing guide explains payment and duplicate checks.

Personalising emails

In Email themes, choose a theme and save. Available themes include Classic, Elegant, Corporate, Ocean, Sunset, Lavender and Rose. The preview helps you compare colour palettes; the operational content remains that of the messages being sent.

Organisation email footers include the logo and available business information. A campaign can choose a different theme from the organisation's without changing this global setting. Raw HTML campaigns retain their own presentation: they are not automatically recoloured. To prepare a complete campaign, see Communication.

Connecting external services

The Credentials section lets you add, edit and delete configurations. The dashboard currently offers forms to add SMTP and Resend for email delivery, Mollie for payments, S3 for storage, Peppol for electronic invoicing, AssemblyAI for transcription and OpenAI for storing an API key.

The provider depends on the chosen model: claude-… models use the Anthropic key. For OpenAI or Anthropic, add a configuration, select OpenAI, enter the API key and save. The key is encrypted and stays masked in the list. To replace it, open Edit and enter a new key; you can also delete the configuration from the list.

Bookelio also supports Stripe payments when configured, but this screen does not offer a form for adding Stripe. Involve the technical administrator for this case instead of looking for a type that is absent from the list.

The platform may provide certain default services when the organisation does not have its own configuration. An empty local list therefore does not always mean that no service is working. Conversely, adding an incorrect configuration may prevent normal use of the one intended for your organisation. Coordinate any change of provider with your administrator.

Never share passwords or access keys in a screenshot or support ticket. Do not delete a connection to “test” it: that action can interrupt emails, payments or file access. For Peppol, enabling certain access and receiving documents additionally require action from the superadministration.

Personal preferences and advanced variables

In My Account, the daily booking summary is optional. Enable it, choose the time and save your profile. The test button requests a summary for the day with a subject marked as a test, even if daily delivery is not enabled. The time is interpreted in the time zone configured by the platform, not as a change to your browser's time zone.

Organisation variables are an advanced setting. Their editor displays a warning because an incorrect value can change how a module or connected website works. Use dedicated screens where they exist, and do not create a guessed key to try to enable a feature. Some internal variables are protected and cannot be changed from this page.

AI integration for notes

In Settings → AI integration, use the OpenAI or Anthropic key saved in credentials and choose a text model compatible with Responses. Load models retrieves the identifiers accessible with this key; you can also enter an identifier. Save the selection, or leave it blank to disable writing assistance. Viewing settings requires credential read permission; changing them requires update permission.

The AI button in personal notes, CRM notes, appointment reports and workspace pages can improve writing, rephrase, shorten, expand, change tone, translate, continue writing, generate a draft, structure rough notes or change format. Choose a tone, language, format or instruction for the selected action. Formats include text, lists, checklists, tables and meeting reports.

Review the suggestion, then Apply to note or Append to note. It becomes part of the draft and follows the usual save flow; workspace pages retain their autosave. If the note changes during generation, regenerate before applying the suggestion. Rich notes display tables and checklists; plain-text notes keep these formats in Markdown. Member mentions remain a separate explicit selection.

Generation requires CRM update permission and the CRM module and the paid Artificial intelligence package. It sends the content and instruction to the AI provider using the organization’s API account and may incur charges. No content is sent until you click Generate. Your note stays intact if generation fails.

In a workspace note, open the menu to the left of a block and select AI for this block to work on that block only. Apply to block replaces it; Add after this block keeps it and appends the continuation. Other blocks are preserved. If the note changes in the meantime, reopen the assistant to use its current content.

To edit part of a block, select the text and click AI in the formatting toolbar next to bold. Apply to selection replaces only that selection; a continuation is inserted immediately after it.

Transformations keep the source text’s language, even if the interface or tone labels use another language. Only Translate uses the target language. For an empty draft, specify a language in your instruction; otherwise the interface language is used as a fallback.

Chat with the AI assistant

Open Artificial intelligence → AI assistant. You need the paid Artificial intelligence package, AI read permission and AI chat permission. The Integrations module is required for configuration. Configure an OpenAI or Anthropic key in Credentials and a model in AI integration. The chatbot uses the same settings as the note writing assistant.

Write a message and click Send. The first message creates a conversation; select a conversation on the left to continue it. Conversations are private to your membership in the current organization. Load more conversations or earlier messages with the corresponding buttons. Messages scroll within their own pane; the message input and controls stay visible.

Replies appear progressively with their formatting. If the stream is interrupted, partial text is marked as incomplete and your draft is retained; no new message is sent automatically.

Messages are retained as history and sent to the AI provider to generate replies, which may incur API charges. The assistant does not access your tasks, projects, customers or notes. If an error occurs, check the history before sending again; your draft remains available.