Skip to main content

Settings

Central configuration area

Written by Sophie Notdurfter

Introduction

In Settings you can manage central configuration areas of your Guestnet system – from design to payment functions. This way, you customize your platform individually, securely, and professionally.

Overview of functions

These functions are available to you in the Settings module:

  • Master data: Name of the Guestnet page, contact details, email recipients, coordinates, WhatsApp/Reguest integration

  • User management: Create, edit, and deactivate admin accounts with individual rights

  • Email settings: Authentication of own sender addresses for personalized communication

  • Design: Editing of main menu, boxes, images, imprint, and privacy policy

  • Security options: Password change, 2-factor authentication, Google Authenticator

  • Mail log: Overview of all automated Guestnet emails

  • Payment processing: Connection to Mollie for online payments, e.g., for activities

  • Integration: Integration of External Systems: Connect PMS, payment systems, digital key management, loyalty programs, and hotel management tools

Note: GDPR compliance, mobile optimization, rights management for employees

How to set up the Settings module

  1. Open the Settings area in the backend via the gear icon at the top right.
    ​

  2. Select the desired sub-area: e.g., master data, users, email settings, etc.
    ​

  3. Fill in or edit the respective fields:
    ​

Login details

The user is always your contact e-mail.
Change your current password here:
​

blurrr.png

  1. Activate 2-factor authentication via email
    → After entering the usual login data, you will receive a security code by email to complete the login

  2. Alternatively or additionally, you can use the Google Authenticator app
    → This generates time-based codes that you enter during login
    ​

User

  1. To create a new user, click the New User button
    ​

  2. Enter the data of the new user
    → The email address must not already be registered in Guestnet

  3. Select the desired access rights for the user:

    • Read

    • Edit

    • Read applications

    • Edit registrations

    • Export registrations

    If no rights are selected, the user receives full access
    ​

  4. Save the new user – they are now active and can log in with their access data

  5. Existing users can be adjusted anytime under Edit in the overview (data & rights)
    ​

Design

  1. Select colors
    Enter the desired color code in the "Main color" field. This color will be used for buttons and for displaying links across all modules.
    ​
    ​Important: Colors that are too light are automatically blocked.

    Guestnet internally converts the entered HEX code into the HSL format (for example: 15%, 12%, 57%). The lightness value (the third number in the HSL value) must not exceed the RGB value of 210 to ensure good readability.
    ​
    Choose under Theme whether the design should be displayed in “Dark” or “Light” mode.
    ​

  2. Upload logo (for each language variant separately!)

    • Logo: Upload your main logo, which is displayed in the system.

    • Logo with contrast to white background: This logo is used in emails and should be clearly readable on a light background.

    • App Icon: Upload the app icon here in PNG format, which is displayed as a symbol in the header of the desktop or on mobile devices.
      ​

      The app icon must be provided in a square format to ensure complete display.

  3. Activate screensaver
    Check the box at Touchicon to activate the screensaver.

  4. Upload images
    Drag your images (max. 8 MB, formats JPG, PNG or GIF) into the “Drop image here” area or click Select image to upload files from your computer.

  5. Save
    Don’t forget to save your changes so the design becomes active.
    ​

Data base

  1. In this module, the following information can be stored and selected:

    • Guestnet page name

    • Contact details

    • Chats

    • Email recipients

    • Designation (e.g., room number)

  2. After you have exchanged the data and clicked Save, you will receive an authentication code at your contact email. This code must be entered in the designated field. Only then are the data finally saved.

  3. Name, contact details, chat

    • The Guestnet page name should ideally match the company name and is displayed at the top of the tab.

    • The contact details serve our support to reach you at a general contact of the company.

    • If WhatsApp and Reguest data are stored, these can be enabled in the quick menu.

    • The coordinates (Lat and Lng) are used for weather data and regularly updated with the weather module.

    • Editable fields are either white or have an editing symbol in the gray field. Gray fields without a symbol are not editable.
      ​

  4. Emails

    • The stored email addresses determine which contacts receive internal notifications. This can be defined per module (Feedback, Wellness & Beauty, Shop, Voucher, Weekly program, Breakfast order, Menu, Guestnet order, Menu, Green option, Kids pass).

      Example: If a guest books a massage, the email of the employee can be entered who will then be notified immediately.

    • Separate multiple recipients’ email addresses with a semicolon (;)

    • The contact email can only be changed by our support for security reasons. For changes, please write to: [email protected]
      ​

  5. Room number designation

    • To change the designation “Room number” in forms, simply enter a desired designation (e.g., chalet number, holiday apartment name).

    • Remember to store the designation in the other languages as well.
      ​

Main menu

The detailed article can be found here.

Email settings

Automated emails, such as registration or booking confirmations (e.g., for weekly programs or menu orders), are sent by default from the address [email protected].

To make these emails appear more personal, you should enter your email address as the sender. This requires authentication of the DNS entries.

  1. Enter the desired email address to be used as the sender.
    ​

  2. Download the information as a PDF file and forward it to your email technician so that the DNS entries can be set up correctly.

  3. As soon as all statuses in the PDF file are green, please send a short confirmation to [email protected] that the email settings have been successfully implemented.
    ​
    ​

Mail-Log

The mail log allows you to check and track all emails sent through Guestnet.

These include, for example:

  • welcome emails;

  • confirmations and reminders for weekly programme registrations;

  • order and payment confirmations sent to guests;

  • internal notifications sent to the hotel regarding orders, requests or registrations.

Guest emails only and all emails

The two filters allow you to choose which messages are displayed:

  • Guest emails only: only guest-related emails are shown, such as welcome emails, registration confirmations, reminders or order confirmations.

  • All emails: internal notifications sent to the hotel are also displayed.

Internal messages can usually be identified by “(INTERNAL)” in the subject line.
​

Information shown in the mail log

The overview contains the following information:

  • Time: the date and time the message was sent;

  • Subject: the type and content of the message;

  • Recipient: the email address to which the message was sent;

  • Sender: also displayed in the “All emails” view;

  • Status: shows whether the email was delivered;

  • Actions: allows you to open the email or its text version.

You can use the search field to look for specific emails, recipients or subject lines.

Viewing the content of an email

Click “View email” next to the relevant message. A preview of the sent email will open.

You can check:

  • how the email was displayed;

  • what content was sent;

  • which links or login details were included;

  • which logo was displayed.

You can also open the plain-text version by clicking “Text version”.

Checking the delivery status

The status shows whether the email was delivered successfully:

  • Delivered: the email was successfully transferred to the recipient’s mail server.

  • Undeliverable: the email could not be delivered.

Move the mouse over the “Undeliverable” status to view the detailed error message and the reason why delivery failed.

This may show, for example, that the email address is invalid, that the recipient’s server rejected the message or that the address is included in the email provider’s suppression list.

Note: the “Delivered” status confirms the technical delivery of the email. It does not show whether the recipient has opened or read the message.

Error log

The Error log allows you to view and track errors in one central location. Each entry is automatically assigned to an area, such as PMS, Payments, Mail, Orders, E-Charging, Hotel Operations or Upload. This allows you to see immediately which module was affected by the problem.

The list can be filtered by category, time period and using the free-text search. Only categories that actually occur in your Error log are available as filters.

The detail view shows the complete error message. Advanced technical information, such as the stack trace and request context, is visible only to Guestnet Support and helps with a more detailed analysis of the error.

Access to the Error log can be managed individually for each user using a dedicated permission. Entries are stored for 21 days and then deleted automatically.

Marketplace

With the new integration feature, you can quickly and securely link your Guestnet system with essential external tools. Whether it's your PMS, payment provider, digital-key system, loyalty program, or hotel management platform — all integrations can now be configured directly in the backend with minimal technical overhead. This saves time and supports complete automation.

  1. Access the Module
    Navigate to Settings in Guestnet and select the relevant section on the left (e.g., PMS, Payment, Digitalkey, etc.).

  2. Request Activation
    If the feature isn’t yet available: click "Yes, please contact us" to have our Customer Success Team activate it for you.
    📌 Note: Activation may incur costs — both from Guestnet and potentially from the external provider.

  3. Select Provider
    Once enabled, the “Add Integration” button appears. Click it, choose your provider from the list, and proceed with Next.

  4. Enter & Save Access Data
    Input the credentials provided directly by your contact at the provider. Save the connection — a “Connected” status confirms successful setup.

FAQ

Are the data saved?

Yes, all entries are saved in the backend. Email communication can be tracked in the mail log.

Content in the guest view is not displayed correctly or appears outdated. What can I do?

Sometimes incorrect or outdated guest view content is caused by stored cookies or the browser cache.
Please try the following steps:

  • Clear your browser cache and cookies

  • Reload the page

  • Try a different browser to rule out a local display issue.

If the issue persists, please send us a brief description including a screenshot, so we can investigate the case.

What does the error message “too many login failures” mean when logging into the admin area?

The error message “too many login failures” appears when the login credentials have been entered incorrectly too many times.
After a waiting period of 15 minutes without any further login attempts, it is possible to try logging in again.

What can I do if I forgot my password?

If you forgot your password for accessing Guestnet, you can easily reset it:

  1. On the login screen, click “Forgot your password?”

  2. Enter the email address linked to your account to request a reset link.

  3. You will receive an email with a link and further instructions to create a new password.

  4. Follow the link and set a new password.

📌 Note: For security reasons, our support team cannot access your admin area password. If you forget it, you have to reset it using the password reset feature.

How do I receive the access credentials for integration?

You obtain them directly from your contact person at the chosen provider. They may vary and include user credentials, API tokens, or IDs based on the provider’s specifics.
​

Can multiple systems be integrated at the same time?

Yes, you can enable one integration per area (PMS, Payment, etc.).
​

Can I remove or modify an existing integration?

Yes — after successful connection, a Disconnect button appears. Use it to remove the integration and configure a new one if desired.

Why was the email not delivered to the guest, even though the mail log shows it?


Even if the mail log shows that the email was sent, the guest may not have received it.
This can happen if the email was not configured in the email settings. In this case, the sender address [email protected] is used automatically, which is often blocked by many domains or recognized as spam.

Support

Our Customer Success Team will be happy to assist you:
📩 [email protected]

Did this answer your question?