Workspace Settings

Configure Account and Workspace Settings

Settings has two kinds of pages: User Settings, which belong to you personally, and workspace settings, which affect your whole business and everyone who uses it. User Settings (Every Signed-In User) Open Settings → User Settings. The tabs are: - Profile: avatar, first name, last name, and email. - Address: your personal home base address, used as your default starting point for routing and mileage. - Daypart: your personal Sunrise, Sunset, and Twilight availability. This tab appears only for members who manage settings or work assigned appointments. - Password: change your password. See Manage Your User Profile and Password. Company Settings (Requires Manage Settings) Open Settings → Company Settings. Tabs appear based on your access: Tab What It Controls Guide Profile Company name, contact details, address, domain, timezone, country, currency, locale, measurement, and workspace branding. Set Your Company Profile and Regional Settings Business Hours Working days and hours. Set Business Hours Order Index The next order number. Set the Starting Order Number Legal Checkout agreement rules, legal documents, and agreement files. Configure Legal Terms and Agreements Deposits Default deposit for team-booked appointment orders and deposit reminders. Needs financial access. Configure Deposits Downloads Payment-before-download policy, file naming, overdue reminders, and download order. Control Customer Downloads White Label Custom portal, download, and email sender domains with DNS records. Set Up White Label Domains Account Close your company workspace. Visible to the workspace Owner only. Close Your Workspace Account Other Settings Pages - Portal Settings: logo, brand identity, address and domains, and portal colors, fonts, and front page image. See Customize Portal Settings and Branding. - Customer Portal: portal sign-in address, ordering in the portal, portal branding, and customer logins. See Configure Customer Portal Access. - Property Websites: default theme and publish status for new property websites. See Set Property Website Defaults. - Integrations: connected services. See Manage Connected Services in the App Store. - Notifications: email and SMS templates. See Review Email and SMS Notifications. - Referrals: your photographer referral codes. See Manage Referral Codes and Outcomes. Saving and Read-Only Access Each tab has its own save button, such as Save Company Settings, Save Legal Settings, or Save Download Settings. Changes are not saved until you select that button. If your role can view a tab but not change it, the page shows a read-only message and disables the save button. Related Guides - Understand Team Roles and Access - Branding Sources Explained

Set Your Company Profile and Regional Settings

Open Settings → Company Settings → Profile. You need the Manage Settings permission to change this tab. Other roles see a read-only message. Visual Walkthrough Brand Settings: 1 Brand Name; 2 Timezone. Brand Settings: 1 Brand Name; 2 Timezone. The Avery Stone Demo workspace is shown; your saved values and available controls may differ. Open the Full-Size Image. Branding The Branding panel sets the workspace brand used by portals, order forms, property websites, and shared fallback branding. - Workspace Logo: the fallback logo used whenever a customer team has not uploaded its own logo. Use Change to upload and Clear to remove it. - Brand Name, Body Font Family, Heading Font Family, and Base Font Size (px): typography and naming for branded surfaces. Body fonts include Space Grotesk, Plus Jakarta Sans, Poppins, Montserrat, Lato, Avenir Next, Merriweather, and Georgia. Heading fonts include Sora, Space Grotesk, Montserrat, Poppins, Playfair Display, and Merriweather. - Reset Defaults restores the default palette and fonts in the form. Select Save Branding to keep any change. A live preview shows how the workspace brand appears. Portal Branding and Company Details Field What It Controls Company Logo Appears in the client portal header and in customer-facing emails when branding is enabled. Company Name Your business name on invoices, emails, portals, and order forms. Company Phone The contact number shown to customers. Company Address Your business address. Website Domain Your public website address. Support Email Where customer replies and support questions should go. Timezone The default timezone for scheduling and timestamps. Country United States, Canada, United Kingdom, Australia, New Zealand, or Mexico. Some features depend on country. For example, FAA TFR Notifications is available only for United States workspaces. Currency USD, CAD, GBP, AUD, NZD, or MXN. Used for prices and payments. Locale Date and number formatting, such as English (United States), French (Canada), or Spanish (Mexico). Measurement Imperial or Metric. Select Save Company Settings. Good to Know - Change Currency and Country before you start taking orders. Existing records are not converted. - A clear Support Email reduces missed customer replies, because notification emails point customers there. Related Guides - Customize Portal Settings and Branding - Branding Sources Explained - Set Business Hours

Set Business Hours

Open Settings → Company Settings → Business Hours. Visual Walkthrough Business Hours: 1 Monday Open; 2 Monday Start Time. Business Hours: 1 Monday Open; 2 Monday Start Time. The Avery Stone Demo workspace is shown; your saved values and available controls may differ. Open the Full-Size Image. Configure Your Week For each day: 1. Check Open if you work that day. 2. Set Start and End times. Select Sync Mon-Fri to copy Monday's hours to the other weekdays, then adjust any exceptions. Save your changes with the section's save button. How Business Hours Are Used The panel notes: "Group defaults will apply, though each user in your group can override these as needed." Company hours are the default working window. Individual team members can have their own Working Times in the team member editor in Team, which take priority for that person. Business hours work together with your other scheduling rules: - Availability → Booking Settings controls notice, booking window, and slot spacing. - Calendar → Block Time Off removes specific dates. - Availability → Daypart Availability controls sunrise, sunset, and twilight offerings. Troubleshooting - Customers see no times on a day you work. Check that the day is Open, that the assigned team member has working times on that day, and that the date falls inside your booking window. - Read-only message. Business hours need the Manage Settings permission. Related Guides - Configure Booking Settings - Review Appointments in Calendar - Manage Your Internal Team

Set the Starting Order Number

Open Settings → Company Settings → Order Index. This tab controls the next order number used when the workspace creates an order. When You Can Change It You can set the starting number only before your first order is created, and only once. After you confirm it, or after any order exists, the panel shows the confirmed value and can no longer be edited. Set the Starting Number 1. Review Current Next Order Number and Orders Created. 2. Enter a whole number in Starting Order Index. For example, enter 1001 if you want your first order to be #1001, or continue the numbering from your previous system. 3. Check I understand this starting order index cannot be edited after I confirm it. 4. Select Confirm Order Index. Troubleshooting - The field is disabled. Orders already exist or the index was already confirmed. The number cannot be changed afterward. - You moved from another platform. Set the index before you import or create orders so your numbering continues without overlap. Related Guides - Manage an Order from Intake to Delivery - Migrate from Aryeo or HD Photo Hub

Configure Legal Terms and Agreements

Open Settings → Company Settings → Legal. This tab sets agreement rules, customer-facing legal text, and agreement files customers can review before checkout. Agreement Rules - Require customer agreement at checkout: customers must accept your legal terms before submitting an order. - Require customer agreement before deposit payment: customers must accept your terms before paying a required deposit. - Acknowledgement Label: the sentence customers check to agree, for example "I agree to the Terms of Service and Privacy Policy." Keep it short so it stays readable on mobile checkout. Legal Documents Customers can review these documents before placing an order: - Terms of Service - Privacy Policy - Copyright Agreement Each document has a formatting toolbar for basic text formatting. Agreement Files Upload signed terms, disclosures, or policy files customers can open before checkout. 1. Under Select Agreement File, select Choose File. Accepted types are PDF, DOC, DOCX, TXT, RTF, CSV, MD, and ZIP, up to the size shown on the page. 2. Select Upload Agreement File. 3. Remove a file with Remove. Select Save Legal Settings to apply your rules and documents. Good Practices - Have your terms reviewed by your own legal advisor. RE Media Hub displays the text you provide; it does not review it for you. - If you require agreement before deposits, also confirm your deposit settings. See Configure Deposits. Troubleshooting - "You have read-only access for legal settings." You need the Manage Settings permission. - The Legal tab is missing. It is hidden in team member portal sessions and for roles without settings access. Related Guides - Publish and Share an Order Form - Book a Service Using an Order Form

Configure Deposits

Open Settings → Company Settings → Deposits. This tab sets the global default deposit used when your team creates appointment orders on behalf of customers. Viewing it needs financial access; changing it needs Manage Financial. Visual Walkthrough Company Deposit Defaults and Recurring Reminder Settings. Company Deposit Defaults and Recurring Reminder Settings. The Avery Stone Demo workspace is shown; your saved values and available controls may differ. Open the Full-Size Image. Settings Setting What It Does Require a deposit for appointment orders When on, team-booked appointments send a deposit request to customers before full payment. Default Deposit (%) The percentage requested. Used for appointment orders unless an order form overrides it. Send recurring deposit due reminders Follows up automatically after the first deposit request while the appointment is still upcoming. First Follow-Up After (Hours) Wait time before the first reminder. Repeat Every (Hours) Time between later reminders. Max Reminders per Order The most reminders one order can receive. Current Saved Rule summarizes what is active. Select Save Deposit Settings. Which Deposit Rule Wins Whether a deposit is required is decided from most specific to least specific: 1. The order itself. Your team can change or remove the deposit on an individual order. This wins over everything else. 2. The customer. In the customer's Settings tab, Deposit Rule can be Use workspace default, Require deposit, or No deposit. 3. This Deposits tab. Require a deposit for appointment orders is the workspace default. The deposit percentage comes from Default Deposit (%) on this tab, unless the order form used for the booking has Deposit Override → Use custom deposit percentage turned on. In that case the form's Deposit Percentage is used for orders submitted through that form. How Customers Are Notified Deposit requests use the Order Deposit Request notification template. Make sure it is enabled in Notifications. SMS is available for deposit requests when SMS Text Notifications is turned on. Example Set Default Deposit (%) to 25 and enable reminders with First Follow-Up After (Hours) of 24, Repeat Every (Hours) of 48, and Max Reminders per Order of 3. A customer who has not paid receives a reminder one day after the first request, then up to two more two days apart, while the appointment is still upcoming. Related Guides - Take or Record a Payment - Review Email and SMS Notifications - Customer Profile Settings

Control Customer Downloads

Open Settings → Company Settings → Downloads. This tab controls customer download access, file naming rules, overdue reminders, and the default delivery order. Visual Walkthrough Download Access Policy, File Naming, Reminders, and File Order. Download Access Policy, File Naming, Reminders, and File Order. The Avery Stone Demo workspace is shown; your saved values and available controls may differ. Open the Full-Size Image. Access Policy Choose whether delivered files stay locked until the outstanding balance is paid: - Allow Downloads Before Payment: customers can download delivered files immediately, even with an open balance. - Require Payment Before Download: downloads stay locked until payment is completed. File Naming Default File Name Pattern sets how downloaded files are renamed for customers: - Original File Name - Section → Original File Name - Listing Address → Original File Name - Customer Name → Original File Name - Listing Address → Customer Name - Customer Name → Listing Address Example Download Name previews the result. Overdue Payment Reminders - Enable automatic overdue payment reminders: automatically emails customers when fulfilled orders remain unpaid. - First Reminder After Fulfillment (Days) and Repeat Every (Days) control timing. These emails use the Order Payment Overdue notification template. Default Download Order Order sets the sequence of files in downloads: Match Listing Page Order (Default), Newest First, Oldest First, or File Name (A-Z). The page recommends matching the media sequence on the listing page. New downloads follow this order unless a listing-specific flow overrides it. Select Save Download Settings. The Selected Settings Preview summarizes your choices. Which Download Rule Wins A manual lock on a listing is separate from payment rules. It keeps that listing locked even when its balance is paid or its payment policy normally allows downloading. Your team must deliberately remove that manual lock when appropriate. For the payment-based rule, the order is: 1. The customer team. A team rule that always allows downloads or always requires payment takes precedence over an individual customer's preference. 2. The customer. When the team follows customer settings, Lock Downloads Before Payment in the customer's Settings tab can always allow downloads, always require payment, or follow the workspace default. 3. This tab. The workspace policy applies when neither the team nor customer supplies a specific payment rule. When the effective rule requires payment, downloads remain payment-locked while an outstanding balance exists. Paying that balance clears the payment requirement; it does not remove a separate manual listing lock. Related Guides - Download Your Listing Files - Deliver a Listing - Customer Profile Settings

Set Up White Label Domains

White label lets customers reach your portal, downloads, and emails on your own domain. Open Settings → Company Settings → White Label. You need the Manage Settings permission. Before You Begin - Access to your domain's DNS settings at your registrar or DNS host. - A subdomain for the portal, such as portal.yourdomain.com. - A subdomain for downloads, such as downloads.yourdomain.com, if the Download Domain field is shown. - A sender address on your own domain, such as hello@yourdomain.com. Public email domains cannot be used. Use a custom domain for sender email. Step 1: Save Your Domains and Sender 1. Enter Portal Domain. 2. Enter Download Domain if available. 3. Enter Email Sender Name and Email Sender Address. 4. If a Selector field is shown for the DKIM selector, keep the suggested value unless your provider requires another. 5. Select Save Settings. Step 2: Add the DNS Records Records to Add lists only the records still missing. Verified records are hidden. Records are grouped as Portal, Downloads, and Email. Each shows a Type, Name / Host, and Value. Use the copy buttons to avoid typing mistakes. If your DNS provider adds the zone automatically, as Squarespace does, paste the Name / Host exactly as shown. If your provider requires a full hostname, use the full name shown in the hint. Step 3: Turn On White Label Turn on Enable White Label and save. Your choice activates automatically once portal, email, and download verification is complete. While waiting, the page shows Activation request saved. Verification is rechecked every few minutes, even if you close the page. To cancel, turn the setting off and save. Troubleshooting - A record still shows as needed. DNS changes can take time to spread. Check for typos and extra domain endings added by your DNS host. - "Email sender records need setup." Add every Email record shown, including SPF changes, at your sender domain. - Need to check now? Use the check button in the section to refresh verification immediately. Reading Domain Records Domain Records lists the DNS entries needed for the domain you entered. Add the shown type, name, and value at the provider that hosts your DNS. Copy the current values from your own workspace; example domains in guides are not your records. Keep unrelated mail, verification, and website records in place. After DNS has propagated, use the domain verification control and review the displayed connection status. Related Guides - Configure Customer Portal Access - Customize Portal Settings and Branding

Customize Portal Settings and Branding

Open Settings → Portal Settings. The page title is Brand Settings: "Manage identity, domains, and portal customization from one place." You need the Manage Settings permission. Visual Walkthrough Brand Settings: 1 Brand Name; 2 Timezone. Brand Settings: 1 Brand Name; 2 Timezone. The Avery Stone Demo workspace is shown; your saved values and available controls may differ. Open the Full-Size Image. Company Logo Used in workspace branding, customer portal pages, and notification emails. Use Change to upload and Clear to remove it. Identity & Contact Public-facing company information and communication defaults: Brand Name, Company Phone, Support Email, Timezone, Country, Currency, Locale, and Measurement. These are the same company values shown in Company Settings. Address & Domains Set your business location and white-label domains: Company Address, Website Domain, and Portal Domain. To verify and activate custom domains, see Set Up White Label Domains. Portal Customization Customize colors, typography, and the white-labeled portal front page that sits in front of customer and team sign-in. Color Where It Appears Primary Color Main buttons and accents. Secondary Color Secondary accents. Background Color Page background. Surface Color Cards and panels. Border Color Lines and outlines. Body Font Color Regular text. Muted Font Color Secondary text. Heading Font Color Headings. Enter colors as hex values such as #4d5bff. Also set Body Font Family, Heading Font Family, and Base Font Size (px). Reset Defaults restores the default palette. Portal Front Page Side Image Upload an image for the left side of the white-labeled portal front page. It sits beside the sign-in form rather than becoming a full-page background. Large images are compressed automatically. Use Upload Image and Clear Image. Select Save Company Settings to apply everything on this page. Logo Address When a branding editor offers Logo URL, paste the direct address of a publicly accessible logo image, rather than the address of a page containing the image. Review the preview and save the branding changes. Use the upload option where available if you do not already host a logo. Related Guides - Branding Sources Explained - Configure Customer Portal Access - Set Your Company Profile and Regional Settings

Branding Sources Explained

Customer-facing pages can follow different brands. A Brand Source control appears on order forms, the customer portal, and property websites. Brand Source Options Option Result Template Default Use the design's built-in style. Available for property website templates. Auto Pick the most specific enabled brand automatically, such as the matching brokerage or the current customer team. Order forms label this Auto / matching brokerage or Auto / current customer team . Workspace Always use your workspace brand from Company Settings. Brokerage Use a selected brokerage's brand. Customer Team Use a selected customer team's brand. Custom Use a brand defined only for this page: name, logo, colors, and fonts. Use this only when the page should not follow your other branding. Not every option appears on every page. For example, the customer portal offers workspace or custom branding. Where Each Brand Is Defined - Workspace brand: Company Settings → Profile → Branding. This is the fallback whenever nothing more specific is enabled. - Brokerage brand: in the brokerage editor, turn on Use Brokerage Branding and set colors and fonts. Property websites can show it directly, or use it when auto branding finds no enabled team brand. - Customer team brand: in the team editor, turn on Use team branding and add a Brand Logo, colors, and fonts. Team owners and admins can also manage this from their customer portal. - Custom brand: set directly in the page's Custom brand override section. Reset to Default clears it. Property Website Colors Property websites add extra color controls: Icon Color, Property Details Icon Color, Description Text Color, Contact Info Background, Contact Form Background, Contact Field Background, and Button Text Color. Customer team branding can set Property Details Icon Color and Description Text Color. Example Your workspace brand is navy. A brokerage brand is green, and a team under that brokerage has its own red brand enabled. A property website for that team set to Auto uses the team's red brand. If the team turns its branding off, Auto falls back to the brokerage, and then to your workspace brand. Related Guides - Organize Customers into Teams - Manage Brokerages - Prepare a Property Website