Company Settings

Overview

Your company settings are the central configuration hub for your field service business in Check-in ARTISAN. Everything from your business name and contact details to your invoice layout and public-facing page is managed here. Taking the time to fill in these settings thoroughly ensures that your invoices look professional, your customers can find you easily, and the application works exactly the way you need it to.

Accessing Company Settings

Navigate to Settings in the sidebar (typically at the bottom of the navigation, under the Configuration group). This opens the company settings form where you can view and edit all configuration options.

General Information

The general section covers the essential identity of your field service business.

Business Identity

• Company name -- The display name of your field service business. This appears throughout the application, on invoices, and on your public page.
• Slug -- A URL-friendly version of your company name, used in your company's web address (e.g., checkinartisan.app/shop/swift-plumbing). The slug is generated automatically from your company name but can be customized. Use only lowercase letters, numbers, and hyphens.
• Registered company name -- The official registered name of your business entity, if different from your trading name. This is used on invoices and legal documents.

Contact Details

• Email -- Your company's primary email address. Used for receiving test newsletters and as the reply-to address on customer communications.
• Phone -- Your main business phone number. Displayed on your public page and invoices.
• Website -- Your company's website URL, if you have one outside of Check-in ARTISAN.

Address

Enter your company's full address. This information appears on invoices and your public page, helping customers reach you.

• Address line 1 -- Street number and name.
• Address line 2 -- Additional address details (suite, building, floor).
• Postal code -- Your ZIP or postal code.
• City -- City or town.
• Country -- Country.

Make sure this address is accurate -- it is the address printed on every invoice your company generates.

Registration Details

These fields capture your business's legal and tax registration information. They appear on invoices and other official documents as required by law in most jurisdictions.

• VAT number -- Your value-added tax identification number (e.g., FR12345678901 for France).
• Registration number -- Your business registration number (SIRET, SIREN, company house number, etc.).
• Tax registration number -- Any additional tax identification number required in your jurisdiction.
• Activity code -- Your official business activity classification code (APE/NAF code in France).
• Capital -- Your company's registered share capital, if applicable.
• Company type -- The legal structure of your business: SARL, SAS, SASU, SA, or Other.
• Main contact -- The name of the primary contact person or legal representative for the business.

Why Registration Details Matter

Many countries require specific business information to appear on invoices. By filling in these fields, Check-in ARTISAN automatically includes them where legally required, keeping your invoices compliant without you having to think about it each time.

Locale, Timezone, and Currency

These settings control how dates, times, and monetary values are displayed throughout the application for your company.

• Locale -- The language used for your company's interface. This affects translations throughout the application, including navigation labels, form fields, and system messages. Choose from available languages (English, French, and others as supported).
• Timezone -- Your local timezone. This ensures that site visit times, invoice dates, and all timestamps reflect your actual local time.
• Currency -- The currency used for all monetary values in your company: prices, invoices, totals, and reports.

Getting these right from the start prevents confusion with scheduling and ensures your invoices display the correct currency symbol.

Invoice Settings

Configure how your invoices are numbered and what legal text they contain.

Invoice Numbering

• Prefix -- A short prefix added to all invoice numbers. The default format is the prefix followed by the year-month and a sequential number (e.g., FA2602-0001). Choose a prefix that makes sense for your accounting system.

Legal and Invoice Mentions

• Legal mentions -- Text that appears at the bottom of every invoice. Use this for legally required statements such as VAT exemption clauses, payment terms, or late payment penalties. For example: "Late payment penalty: 3x the legal interest rate. Fixed recovery charge: EUR 40."
• Invoice mentions -- Additional text displayed on invoices. Use this for custom messages like bank account details, payment instructions, or thank-you notes.

Tips for Invoice Configuration

• Check your local regulations for required invoice mentions. Tax authorities in many countries have specific requirements about what must appear on commercial invoices.
• Include your bank details in the invoice mentions if you accept bank transfers.
• Keep legal mentions up to date. If regulations change, update this text promptly.

Logo and Photos

Logo Upload

Upload your company's logo to personalize the application and your invoices. The logo appears:

• On your invoices as the header image.
• On your public page.
• In the application sidebar for easy brand recognition.

For best results, use a high-quality image with a transparent background (PNG format) or a clean white background.

Photos Gallery

Upload photos of your team and completed work to showcase your capabilities. These images appear on your public page and help potential customers get a feel for the quality and professionalism of your company.

Consider uploading:

• Photos of your team on site, completed work.
• Before-and-after job photos (with customer permission).
• Your field crews in action.
• Your premises, vehicles, or branded equipment.

Social Media Links

Connect your online presence by adding links to your social media profiles:

• Facebook -- Your company's Facebook page URL.
• Twitter/X -- Your Twitter or X profile URL.
• Instagram -- Your Instagram profile URL.
• YouTube -- Your YouTube channel URL, if you share project walkthroughs or educational videos.

These links are displayed on your public page, making it easy for visitors to follow you on their preferred platforms.

Public Page Content

Check-in ARTISAN provides each company with a public page that serves as a simple but effective web presence. Configure its content directly from your settings.

Header

• Header text -- The main introductory text that appears at the top of your public page. Use this to make a strong first impression. Briefly describe what makes your company stand out.

Content Sections

Your public page supports three customizable content sections, each with:

• Title -- A heading for the section.
• Text -- The body content for the section. Use these to describe your services, your approach, your team, or anything else you want visitors to know.

Example section ideas:

1. Our Services -- Describe the trades services you offer, from routine maintenance to specialist installations.
2. About Us -- Share your story, your qualifications, trade certifications, and experience in the industry.
3. What to Expect -- Walk first-time customers through the process from quote to completed job.

News Section

A dedicated area for sharing updates, announcements, or seasonal information. Use it for:

• Holiday schedule changes.
• New service launches.
• Special promotions or events.
• Important advisories (e.g., new regulations affecting your trade, product safety notices).

Description

A general description field for your company. This text may be used for search engine optimization (SEO) purposes and provides a summary of your business for various contexts within the application.

Write a clear, keyword-rich paragraph describing your company, the services you offer, the service types you specialize in, and your location. This helps potential customers find you when searching online.

Opening Hours

Configure your company's operating hours so customers know when you are available.

Set your opening and closing times for each day of the week. You can:

• Define different hours for different days (e.g., available for callouts on Saturdays).
• Mark days as closed (e.g., closed on Sundays and bank holidays).
• Adjust hours seasonally by updating them as needed.

Opening hours are displayed on your public page and help customers plan when to reach you.

Tips for Opening Hours

• Be accurate. If customers try to reach you outside your listed hours, it reflects poorly on your business.
• Update hours for holidays and special occasions in advance.
• Consider adding a note in your description or news section if you have seasonal availability.

Team Members

The Team section under Settings lets you define the staff members who work in your company. Team members are used when assigning a person in charge and assistants to site visits.

Adding a Team Member

Navigate to Settings > Team and click New. Each team member requires:

• First name -- The team member's first name.
• Last name -- The team member's last name.

That is all that is needed. Team members are simple records -- they do not need user accounts or login credentials.

Using Team Members in Site Visits

Once you have created your team members, they will appear as options in the site visit form:

• Person in charge -- Select the lead technician for the site visit.
• Assistant 1 -- Select an optional first assistant technician.
• Assistant 2 -- Select an optional second assistant technician.

This makes it easy to track who worked on which job and balance workloads across your team.

Managing Your Team

You can edit or delete team members at any time from the Team page. If you delete a team member who is assigned to existing site visits, those assignments will be cleared automatically.

Best Practices

Complete Your Profile

Fill in every field you can. A complete profile means:

• Professional invoices that comply with local regulations.
• A public page that builds trust with potential customers.
• Smooth operation of all application features that depend on company configuration.

Keep Information Current

Review your company settings quarterly. Business details change -- phone numbers get updated, addresses change, VAT rates shift. Outdated information on invoices can cause legal and accounting issues.

Brand Consistency

Use the same company name, logo, and description across Check-in ARTISAN and your other online presences (Google Business, social media, website). Consistency builds recognition and trust.

Test Your Invoices

After configuring invoice settings, generate a test invoice and review it carefully. Check that:

• Your logo appears correctly and is not stretched or pixelated.
• Registration details are complete and accurate.
• Legal mentions are present and properly formatted.
• The invoice number format matches your accounting system.

Review Your Public Page

After updating public page content, visit the page as a customer would. Check that:

• The header text is compelling and error-free.
• Content sections read well and provide useful information.
• Social media links work and point to the correct profiles.
• Photos display properly and represent your company well.
• Opening hours are accurate.

Summary

Your company settings are the backbone of your Check-in ARTISAN setup. By thoroughly configuring your business details, invoice settings, and public page content, you create a professional, compliant, and welcoming digital presence for your field service business. Take the time to set everything up correctly from the start, and revisit these settings periodically to keep them current.