Settings¶
Settings & preferences is where the owner sets up the shop: "Manage shop identity, daily behavior, and operational notifications from one organized control center." It has eight sections: General, POS, Inventory, Workshop, Email, Print, Customers and Subscription. General has five tabs: Shop profile, Tax & VAT, Regional settings, Access and Activity. Every saved change is recorded in the shop's activity log.
Who can use this¶
| Task | Who |
|---|---|
| Open and change Settings | Owner |
| Transfer ownership (General → Access) | Owner only |
Managers and other staff cannot open Settings.
Before you start¶
- Have the shop's legal and contact details ready.
- Have your VAT rate(s) confirmed by your accountant.
- For the logo: a square image (PNG, JPEG or WebP, at most 2 MB).
Key concepts¶
| Concept | Meaning |
|---|---|
| Save per card | Each card has its own save button. On most cards, Save settings is only available after you change something, and Reset changes undoes your unsaved changes. You see "Settings saved." or "Settings could not be saved." |
| Changes by someone else | If someone else saved the same settings while you were editing, you see "These settings changed in another session. Refresh and review the latest values." |
| Safe values | If a value is out of range, Kadenio keeps the default instead. |
General¶
Shop profile¶
The Shop profile card holds the shop's identity, address, bank details and currency.
| Field | Rules |
|---|---|
| Logo | PNG, JPEG or WebP, at most 2 MB ("Recommended 512x512 PNG, JPEG, or WebP. Max 2MB."). Uploading or removing takes effect immediately. |
| Shop name (required) | 2 to 255 characters |
| Owner name (required) | Display text only. It does not change who the owner account is. |
| Contact email (required) | A valid email address |
| Contact phone | International format |
| Website | A web address, or empty |
| Country | Two-letter country code, for example DK |
| Street, Building number, Address line 2, Postcode, City | The shop address |
| Tagline | Short text shown under the shop name on the shop profile page |
| Bank details, Bank number, Account number | "Shown on supported invoices." |
| Operating currency | Choosing a currency also fills in Currency symbol (DKK gives kr) |
| Currency symbol | 1 to 10 characters |
| Time format | 24-hour clock or 12-hour clock (AM/PM) |
Select Save shop profile. You see "Shop profile updated."
Do not change the currency once you are trading
Prices, gift cards and history stay in the currency they were created in. After a change, gift cards in the old currency can no longer be used. Contact Kadenio support before changing the currency.
Tax & VAT¶
The Tax and VAT profiles card sets the VAT rate used for new products that do not have their own rate.
- Select Add profile (or the edit icon on an existing profile).
- Enter the Profile name, the Rate (%) (0 to 100, up to two decimals), the Calculation mode (Tax added at checkout or Price includes tax), an optional Internal note, and switch Use as shop default on if this is the main rate.
- Select Save profile. You see "Tax profile saved."
- Use Activate or Deactivate to switch a profile on or off.
Rules:
- The first profile automatically becomes the shop default. A new shop starts with a Standard VAT profile.
- Only one profile can be the default. Choosing a new default replaces the old one.
- The default must stay active: "The default tax profile must remain active. Choose another default first."
- "This setting does not rewrite finalized sales. Each finalized line keeps its own tax snapshot."
Regional settings¶
- Shop timezone: search for and choose your time zone, then select Save timezone. You see "Shop timezone updated."
- Language: choose English or Danish and select Save. You see "Language preference updated." See Languages and formats.
Access¶
The Shop ownership card lets the owner hand the shop to someone else. Choose the New owner (an active member of your team), select Transfer ownership, then Confirm transfer in Transfer shop ownership?. You see "Ownership transferred. Your shop role is now manager." Your role becomes Manager straight away and you are taken back to the dashboard.
Ownership transfer takes effect immediately
After the transfer you no longer have owner access. Only the new owner can transfer it back.
Activity¶
The Shop activity card is "A read-only record of organization profile, access, and ownership changes." It shows eight entries per page; use Previous and Next to browse. It includes changes to the profile, logo, VAT profiles, settings, ownership and staff access.
POS¶
The POS settings card: "Configure checkout stock rules and payment methods for this shop."
| Setting | Default | What it does |
|---|---|---|
| Block out-of-stock sales | On | "Prevent checkout from selling stock below zero." |
| Payment methods | Cash, Card, Gift card, all active | "Only active methods appear at checkout." You can rename a method and switch it Active on or off. |
To add a payment method, choose it in Add a payment method (for example Bank transfer), or choose Custom payment method and type a Custom method name (for example MobilePay). Then select Add method and save.
Rules: at least one payment method must stay active ("Keep at least one payment method active."), and each method needs a unique name. Renaming a method only changes how it is shown from now on; earlier payments are unchanged.
How long gift cards are valid is set under Rewards → Gift cards. See Loyalty and rewards.
Inventory¶
The Inventory settings card: "Control bicycle frame validation and stock adjustment accountability."
| Setting | Default | What it does |
|---|---|---|
| Validate frame numbers | Off | Checks for duplicate frame numbers when a bike is added or changed |
| Require stock adjustment reason | On | Staff must give a reason for every stock correction |
Workshop¶
The Workshop settings card: "Configure the queue tabs staff use to filter workshop tickets."
Under Ticket tabs, each tab has a Ticket tab name and a Status filter (for example Received, Ready for pickup or Waiting for approval). To add a tab, type a name and select Add tab. Remove is not possible when only one tab is left. Saved changes appear in the workshop queue immediately.
A new shop starts with three tabs: new tickets, tickets ready for the customer, and tickets waiting for approval.
Email¶
The Email settings card controls which service emails Kadenio sends to your customers.
| Switch | Default | When it is off |
|---|---|---|
| Repair approved | On | No email when a repair ticket is approved |
| Ready-for-pickup email | On | No email when a repair is ready for pickup |
| Service reminders | On | Reminders that fall due are cancelled |
| POS receipt email | On | No payment receipt by email after a sale |
| Gift card and voucher confirmations | On | Reward confirmations are not sent |
Promotional offers are not switched on here: they are sent from CRM, only to customers with marketing consent.
Also on this section: Notification preferences (see Notifications) and Available operational templates, which lists Repair approved, Ready for pickup, Payment receipt and Service reminder. See Communications and reminders.
Print¶
The Print settings card: "Set the format and footer for printed repair and payment receipts."
| Setting | Choices |
|---|---|
| Receipt format | Browser / A4 or 80 mm thermal |
| Receipt footer | Your own short text |
These are used when you print a repair receipt from an approved ticket (see Workshop) or a payment receipt after a sale (see POS checkout). Printing goes through the browser.
Customers¶
The Customer settings card sets the order of the customer list when staff open it. Customer sorting: No default sort (sorted by name), Newest first, Name, Telephone or Address.
Subscription¶
A read-only Subscription card with Package, Status and Trial ("{n} days remaining"). To activate a paid subscription after the trial, contact Kadenio. See Organization and subscription.
Rules to know¶
- Only the owner can save settings.
- Changes apply to the whole shop as soon as they are saved.
What happens next¶
- Every saved change is listed in General → Activity.
- Payment methods, stock rules, workshop tabs, email switches, print format and customer sorting take effect for all staff straight away.
- A new default VAT profile is used for products created from now on. Existing products and finished sales keep their VAT.
Not available in this version¶
- Text messages (SMS), and switching promotional offers on or off here (offers are sent from CRM).
- Cloud or network printers.
- Exchange rates and more than one currency.
- Writing your own email templates.
Common questions / problems¶
| Symptom | Cause | What to do |
|---|---|---|
| "These settings changed in another session…" | Someone else saved first | Reload the page and make your change again |
| "Organization logos must be 2MB or smaller." or the image is refused | File too large or wrong type | Use a smaller PNG, JPEG or WebP |
| "The default tax profile must remain active…" | You tried to switch off the default | Make another profile the default first |
| You cannot open Settings | Only the owner can | Ask the owner |
| "Keep at least one payment method active." | You switched off every method | Leave at least one active |
| Reports still use the old time zone or currency | Reports keep the values your shop was set up with | Contact Kadenio support |
