Account settings: where every setting lives (Settings tabs, billing and plan, integrations)

Most "I can't find that setting" questions have the same answer: the setting exists, but it lives on the other level. Rentalbuddy has account settings (one set of values for your whole company, under Settings) and location settings (values for a single location, under Locations). Several settings exist on both levels, with a switch that decides which one is used.

This guide maps the Settings area tab by tab, explains your plan and billing, and then explains the account-versus-location switch.

The two places settings live

	Where you open it	What it covers
Account settings	Settings in the left menu	Your whole account, every location
Location settings	Locations in the left menu, then click a location	That one location only

The quickest way to tell where you are: Settings opens a page with tabs such as Account, Users, Language and Billing. A location opens a page with the location's name and the tabs Location settings, Locks, Book button, Customer flow, Booking experience, Open dates and Website. If you see Open dates, you are inside one location.

The tabs under Settings

For an account owner or account member the tabs appear in this order: Account, Users, My profile, Language, Customer flow, Emails, Payments, Taxes, Integrations, Billing.

An account viewer sees only My profile, Users and Customer flow, and the last two are read-only. Booking staff see the same tabs as a viewer. If you are missing tabs, your role is the reason. The roles are explained in the guide on users and roles.

Changes on most tabs are saved with the Save button in the bar at the top of the page. If you switch tab with unsaved changes, you are asked whether to save them first. Users, Emails and Taxes save through their own buttons and dialogs instead.

A small red or amber mark on Customer flow, Payments, Taxes or Integrations means something on that tab needs attention; hover it for the reason. The same problems put a mark next to Settings in the left menu. Red is something that has failed (Stripe pausing payments, a customer who could not pay, Igloohome refusing your login), amber something not set up or worth a look. While your setup Guide is still running, things not set up yet are marked in blue.

The smaller tabs are described right here; Account, Language, Integrations and Billing have their own sections further down.

Users

Everyone who can sign in to your account, with Name, Email, Role, Status and Created. Account owners invite colleagues here with Add User. Account members and viewers can see the list but not change it. Inviting users needs an active paid subscription. Everything about users, invitations and roles is in the guide on users and roles.

My profile

Your own login, not the company's. The card Profile ("Change your profile details or password.") has Email (shown, but you can't change it here), Name, Phone Number, and a Change password switch that shows Password and Repeat Password. The password must be at least 6 characters.

Changing this changes only your user. Colleagues have their own profile.

Customer flow

The booking steps your customers go through: Key settings (terms, extend and move buttons), checkout fields, the before-unlock, unlock and return pages. This tab is your account's default flow. How to set each step up is in the guide on the customer flow and booking experience.

At the bottom, the card Locations that use location-specific settings for Customer flow lists every location that ignores this tab. That card is the fastest answer to "why doesn't my change show up at that location?".

Rentalbuddy checks the terms on this tab: missing, very short, still containing template text, or the same text in several languages. Then the tab is marked, the terms say what looks wrong, and Home lists it under Worth reviewing ("The account's terms and conditions need a look. They apply to {n} of your locations.").

Emails

All automated emails to customers, split into Default emails and Your emails. Email templates exist only at account level. You still get per-location emails by choosing locations on each email. See the guide on confirmation and reminder emails.

Payments

Online payments shows whether Stripe is connected. Checkout settings has Disable Stripe Payments, Payment option (In the booking window (cards, Apple Pay, Google Pay) or On Stripe's payment page (cards, plus Swish, Klarna, MB WAY and other local methods)) and Currency.

What Stripe needs from you. Rentalbuddy counts Stripe as connected as soon as Stripe says your account can take card payments. If Stripe wants something, the Online payments card says what, in words:

• "Customers cannot pay right now: Stripe is waiting for information from you." (red)
• "Customers can pay, but Stripe is holding your payouts until you complete the missing information."
• "Stripe needs more information from you by {date}, or payments will be paused."
• "Stripe is reviewing your account. There is nothing for you to do right now."
• "Stripe will ask for more information later. Nothing is paused, and you can complete it already now."
• "Stripe has closed this account for payments. Contact Stripe support to find out why."

If Stripe refused something you sent, its reason follows "Stripe could not accept what was sent:". Complete at Stripe opens Stripe's guided page where you finish it; only account owners (who may manage billing) see this button. An account linked to an existing Stripe login gets Open Stripe instead, which opens your Stripe dashboard. When payments are paused, payouts are held, a deadline is running or Stripe has closed the account, Home shows the same under Stripe needs your attention, also during setup.

The card also shows "A customer could not pay on {date}: no payment method is enabled in Stripe…" with Open Stripe when a customer was turned away because every payment method is switched off in Stripe, and Stripe's minimum online payment for your currency ("Stripe's minimum for an online payment is {amount}. Free bookings are not affected.").

Currency can only be changed while the account has no active or future bookings on any location. If the selection is locked, bookings already exist. Connecting Stripe and the payment settings are covered in the guide on connecting Stripe.

Taxes

Your tax rates. Before Stripe is connected they are placeholders kept in Rentalbuddy (Generate default taxes or Add tax). Once Stripe is connected, Add tax (the dialog is then called Add tax in Stripe) creates the rate in Stripe, and the tab reads your Stripe rates every time you open it (Sync from Stripe does the same on demand). Tax rates belong to the account; each product then picks its rate. With Stripe connected, the tab is marked when "No tax rates are set up, so bookings are charged without tax." or when tax rates your products use are not in Stripe, "so those products are charged without tax". See the guide on taxes and VAT.

Account tab: company information, time display (12h/24h) and contact emails

The Account tab has two cards and an analytics section.

Company Information: Legal company name, Organization Number, the address with Zip Code and City, Country, Time display and Domain name (your company's website address, for example https://www.yourwebsite.com).

• Country is a searchable list with flags. Start typing a country name; if nothing fits you see "No matching country".
• Country also decides which day the week starts on in calendars and weekday lists: Sunday in for example the US, Canada, Mexico, Brazil and Japan, Saturday in most Gulf and North African Arab countries, and Monday everywhere else, including the UK and Australia. Before a country is set, the country of the contact phone number decides, and otherwise Monday. It applies to date pickers, the weekday rows on Open dates, weekday choices on products and event sessions, and the calendars in the booking widget. It only changes the order days are shown in: saved opening hours, prices and availability stay the same. The week view in Booking Management always runs Monday to Sunday.
• Time display has two options, 12hr and 24hr. Its help text says it controls "How dates and times are shown in the booking plugin, admin, and customer emails." What it decides is the clock: 12-hour times always have two digits for the hour ("02:30 PM"), 24-hour times read "14:30". One setting, three places: the booking widget your customers use (calendar, time slots, checkout, extend, move and unlock pages), the admin, and the emails. Dates don't follow it: numeric dates in the admin are always written like 2026-04-06, in every language.
• A new account starts with the clock that fits the country of the contact phone number given at sign-up: 12hr for example for the US, Canada, Australia and India, 24hr for Europe including the UK, and 24hr when the country is unknown. You can change it here at any time.

Account Information: the people side.

• Contact Person Name and Phone Number.
• Account Contact E-mail. You can add several addresses with Add contact email. The help text reads: "Add one or more addresses. Booking confirmation copies are sent to each address when enabled."
• The switch Send booking confirmation email copies to Account Contact E-mail. decides whether you and your colleagues get a copy of every booking confirmation. If your inbox is filling up with booking copies, turn it off. If nobody at your company gets them, turn it on and check the address list next to it.
• Logo (Image URL): despite the name, you upload an image here. It is the logo used in your emails.

Analytics holds GA4 Measurement ID, which is optional: "Enter your GA4 Measurement ID to see booking activity in your Google Analytics reports. Leave blank if you do not use Google Analytics." Booking activity is only sent for visitors who accepted analytics cookies in your website's cookie banner. The details (which cookie banners work) are in the guide on installing the booking button.

Language tab: languages for customers (incl. Finnish and Portuguese)

Which languages customers can use in the booking flow. The heading is Languages for customers, and the text explains that it controls the language options across products, locations and all customer-facing content. English is the main language and is always shown.

Customers can book in twelve languages: English, Swedish, Norwegian, Danish, Finnish, German, French, Dutch, Spanish, Portuguese, Italian and Croatian. Portuguese is European Portuguese (Portugal flag); a customer whose browser is set to any Portuguese, Brazilian included, gets it automatically when the location offers it.

• Default booking languages (account) with Languages to show in booking view: tick the languages you offer. Finnish is one of them (shown as Suomi to your customers), and so are Portuguese (Português), Italian and Croatian.
• Use account languages for locations: tick locations that should follow the account's list instead of their own, then Save. The hint explains what happens to a location's own list: "Their previous list is kept if you switch them back to location-specific languages."

The screen itself points out the difference between this and the admin language: "This is separate from the language you choose in the navigation bar, which controls the language of this admin interface."

The admin's own language (flag at the bottom of the menu)

The flag at the bottom of the left menu, just above the log-out button, changes the language of the admin for you. The first time you sign in, the admin follows your browser's language if it is one of the admin languages, otherwise English. Your choice is then remembered in this browser, so a colleague can run the admin in another language. The admin is available in English, Swedish, Norwegian, Danish, Finnish, German, French, Dutch and Spanish. Portuguese, Italian and Croatian exist for customers only, not for the admin, so the admin's previews show English for them.

English is shown with the US flag if your account's country is the United States (before a country is set, your phone number or your computer's time zone decides). It is the same English either way; only the flag differs.

Integrations tab: Igloohome smart locks and Harvia sauna heaters

Two cards. Stripe is not here; it is under Payments.

Smart locks: "Connect Igloohome to control smart lock access for your bookings and guests."

• Guide to setting up Igloohome opens the step-by-step setup guide.
• The Igloohome button shows Connected or Not connected. Press Connect with Igloohome app to connect (or to connect again after the connection has expired).
• igloohome connection needs attention appears above the button when Rentalbuddy's nightly check finds that Igloohome refuses your saved login ("Rentalbuddy can no longer reach your igloohome account (since {date}). Until you connect again, new bookings will not get PIN codes.") or that your Igloo Connect account has no payment method. Connect again with the button below it, or add the payment method in Igloo Connect. The Integrations tab is marked red until it works again.
• Sync Igloohome locks fetches the locks paired in your Igloohome app so you can place them at a location. The same button is on each location's Locks tab.
• The old Igloo Developer API key (legacy) field is no longer shown here: only Rentalbuddy staff can see or change it. If your account still gets codes through an Igloo Developer key, the Igloohome setup guide explains how to move to Igloo Connect, and Rentalbuddy support removes the old key for you.

The Igloohome account, Igloo Connect and syncing are explained in the Igloohome setup guide, and placing locks at a location in the guide on managing locks.

Sauna heaters: "Control Harvia sauna heaters from Rentalbuddy when a customer has a booking — linked to the same lock as the rental." Here you Connect Harvia with your MyHarvia login, see your Heaters, Planned starts and stops and Heater emails. Harvia heater control is in beta; the whole Harvia setup is in the guide on Harvia sauna heaters.

Billing tab: your Rentalbuddy subscription, plan and Active locks

This is your own subscription to Rentalbuddy, not your customers' payments. What you see depends on how your account is billed.

Paid by card through Rentalbuddy (Stripe):

• Subscription Plan: the plan name with its status, the price per period (excl. VAT), Last Payment, Next Payment and the next payment date. Change plan opens Stripe's page for switching plans. If you have cancelled, you see Access until with the warning "After {date} you will no longer be able to manage bookings for this account."
• If the subscription is paid by invoice, a note says so, and View or pay invoice opens an open invoice.
• Need more locks? with Add locks appears on plans where you can add locks yourself.
• Billing information with the Billing Portal button: "Check your billing history and invoices. Update your billing details and subscription." This is where you download invoices, change the card, and cancel ("You can cancel your subscription in the Billing Portal.").
• Without a subscription you see "You currently have no active subscription, click the button below to choose a subscription plan." and a Subscribe button.

Licenses shows three boxes: Active locks, Locations and System, each as used / included on your plan.

• Active locks counts only locks that are switched on. Inactive locks don't count toward your plan's lock limit. When you have inactive locks, the box adds "Total: {total}, inactive: {inactive}".
• When you are at the limit the box says "Deactivate another lock or add an active lock to your subscription.", and the number turns orange if you are over it. Activating locks is covered in the guide on managing locks.

VAT registration number: EU accounts with a subscription see the VAT number here with Add or Update. If you have none, tick We don't have a VAT number (e.g. non-profit or community). The field then shows Not VAT-registered, and "VAT may be added on invoices. You can add a VAT number here anytime."

Email address for receipts & invoices: "Email for Rentalbuddy subscription invoices and receipts. Not used for guest booking confirmations." It is a different address from your contact emails on the Account tab, and a common mix-up.

Billed another way: instead of the subscription card you see a short explanation. For example "Your account is billed manually. Please use your latest invoice for billing details, payment terms, and payment instructions.", a note that you are billed through Fortnox, or, for accounts a partner bills, "You are subscribed via {partner}." with a link to the partner's support page. If the partner has not set a support link, it says "You are subscribed via {partner}. For more information about your subscription, contact your partner." When a partner manages your account but Rentalbuddy bills you, the card ends with "This account is managed by {partner}."

Account members can open Billing, but only an account owner can subscribe, change the plan, open the Billing Portal or change the VAT number. When someone else meets the subscribe dialog, for example after the trial has ended, it says "Only your account owner can choose a plan and add billing. Ask them to do it, and you can carry on as soon as the account is active." If that dialog can't be closed, it has a Log out button.

For partners: when a partner bills a customer itself, the partner's users see an extra card Partner settings ("The plan and limits you set for this customer.") on that customer's Billing tab, with Type, Payment status, Locations Limit and Locks Limit.

Subscribe, and subscribe without a VAT number

1. Press Subscribe (on Billing, or on the trial banner at the top of the screen). Only account owners see this button.
2. Legal information: Legal company name, address, Zip Code, City and Country (searchable, with flags). EU companies are asked for the VAT registration number.
3. No VAT number? Tick We don't have a VAT number (e.g. non-profit or community). "You can still subscribe. VAT may be added on invoices. You can add a VAT number later under Billing."
4. Save & Continue, then Choose your plan: pick the billing period and the plan. The payment itself is made on Stripe's checkout page.

Trial banner, "Need more time?" and your launch date

During the free trial a banner at the top shows Free trial: {n} days left, with Subscribe for account owners. Need more time? opens Set your launch date: "When do you plan to go live with your self-service rental? We will extend your launch period until that date (max 180 days from account creation)."

How the launch date works:

1. Pick a day in the calendar and press Set launch date. You see Launch date updated, and your trial now ends on that day.
2. You can pick any day from today up to 180 days after your account was created. Earlier days and later days can't be picked.
3. You can change it again as often as you like within those 180 days: open Need more time? again and pick another day. Users who may change settings (account owners and members) see the button; viewers and Booking staff don't.

If you picked today by mistake, the trial ends today and the banner turns red with Your trial has expired. Nothing is lost. Press Need more time? on the banner again and pick the day you really plan to go live. As long as your account is less than 180 days old, the button is still there.

When the trial is over the banner says "Your trial has expired", and the subscribe dialog's title starts with Trial period expired. Within the 180 days you can keep working in the admin and still move the launch date. After 180 days from account creation Need more time? is gone and the subscribe dialog can't be closed until you subscribe. If you need longer than that, contact Rentalbuddy support.

Subscribing ends the trial banner: once you have an active subscription, it disappears. If 30 or fewer trial days were left, Stripe starts charging only after those days.

If you are invoiced or billed through a partner and still see a trial banner, contact Rentalbuddy support. It is a billing setting on our side.

Payment failed banner: "Update payment" or "Details"

When a subscription payment fails, a banner appears at the top of every page:

• "Payment failed – {n} days left to pay before access to Rentalbuddy is blocked" (orange), during the grace period.
• "Payment failed – access to Rentalbuddy is blocked" (red), after it.

The grace period is 7 days, counted from the day the failed renewal was charged (the start of your current subscription period), and the orange banner counts the days down. That goes for yearly plans too, so the date is always in the past, never your next renewal. If you are invoiced, the 7 days count from the invoice's due date.

The button on the banner is Update payment if you pay by card: it opens the Billing Portal, where you update the card and pay the open invoice. Only account owners see Update payment; anyone else asks the owner to pay. If you are invoiced or billed through a partner, the button is Details, which explains what is due and whom to contact.

During the grace period you can close the payment message and keep working. Once it has passed, the message "Access to Rentalbuddy is blocked. Please pay your outstanding invoice to restore it." can't be closed until the payment has gone through. Accounts billed through a partner are shown the warning but are not blocked.

The payment message says "Your subscription payment was due on {date} and has not been paid…". That date is the day the failed renewal was charged, the same day the grace period counts from. The unpaid invoice is in the Billing Portal (Update payment). If everything there is paid and the message stays, contact Rentalbuddy support with a screenshot of the message and of Settings → Billing.

On some older accounts Rentalbuddy has no date for the failed payment. The banner then just says "Subscription payment failed", without a countdown, and the message reads "Your latest subscription payment has not been paid. Please update your payment information to keep your access to Rentalbuddy." You can close it and keep working, and access is not blocked. Still pay the open invoice in the Billing Portal.

The block only covers the admin. Your booking page keeps taking bookings, and customers' confirmations and codes keep working, so pay promptly to get back in and manage them.

"Your account has been deactivated"

If you log in and see Your account has been deactivated with only a Log out button, Rentalbuddy has switched the account off. The screen explains: the admin is unavailable and your locations take no new bookings, but bookings that are already paid can still be picked up and returned. It shows whom to contact to reactivate the account (Rentalbuddy, or your partner if one manages your account). This is not the same as the payment-failed block above.

For your customers, it means your booking button and booking page no longer open, and they can't extend or move an existing booking or pay what is left on one. The unlock and return pages of existing bookings keep working.

Account level vs location level: how the override works

Some settings exist on both levels. The pattern is always the same:

1. You set a default on the account.
2. Each location has a switch: use the account's version, or use its own.
3. The location's switch decides what the customer gets. The location wins whenever its switch is on.

Customer flow override

Open Locations, click the location, open Customer flow. The switch is Location-specific.

• Off: "This location uses the customer flow from your account settings."
• On: "This location uses its own customer flow settings." and all fields can be edited for that location.

From the other direction, Settings → Customer flow lists every location on its own settings in the card Locations that use location-specific settings for Customer flow.

Booking languages override

Open the location, stay on Location settings, find Language & Timezone. The switch is Use location-specific booking languages, with the hint "Turn off to use the account's default booking languages for this location." When it is off, the card says "This location uses the account's default booking languages:" followed by the list.

You can switch many locations back at once under Settings → Language → Use account languages for locations.

Book button override

Open the location, open Book button. The styling and button-text sections each have Customize for this location. Leave it off and the location uses your account's button.

Settings that exist only on the account

Changing these changes every location:

• Company information, logo and Time display
• Account contact emails and booking confirmation copies
• Payments, currency and the Stripe connection
• Tax rates
• Email templates
• Integrations (Igloohome, Harvia)
• Users and billing

Settings that exist only per location

You won't find these under Settings. Open the location instead:

• Address, Location email and Location phone (under Location & Contact Details). These are the contact details customers see.
• Timezone
• Opening hours and open dates
• Locks
• The website address the booking button lives on (the Website tab)

Common questions

Where is the setting for…? I can't find it in Settings. Check whether it is a location setting: open Locations, click the location and look through its tabs. Addresses, opening hours, locks and the booking page address live there, not under Settings.

I changed the checkout text and one location still shows the old text. That location has Location-specific switched on under its Customer flow tab. Edit it there, or switch it off so it follows the account.

The language I enabled isn't offered at one location. That location has Use location-specific booking languages switched on. Turn it off, or add the language to that location's own list.

Everyone in the office gets an email for every booking. How do I stop it? Settings → Account → turn off Send booking confirmation email copies to Account Contact E-mail., or remove addresses from Account Contact E-mail.

How do I show times as 02:30 PM instead of 14:30? Settings → Account → Time display → 12hr, then Save. It applies to the booking widget, the admin and customer emails.

Why does our calendar start the week on Sunday? The week start follows Country on Settings → Account (before a country is set, the contact phone's country, otherwise Monday). Set the right country and Save; saved opening hours and prices don't change.

Why do dates in the admin look like 2026-04-06? Numeric dates in the admin are written that way in every language, so they can't be misread. Time display only switches the clock between 12hr and 24hr.

Where do I change the email our Rentalbuddy invoices go to, or download old invoices? Settings → Billing: Email address for receipts & invoices for the address, and Billing Portal for invoices, card and cancellation.

Billing says I'm at my lock limit, but half my locks are switched off. Only active locks count. Check Active locks on Billing; switch off a lock you don't use, or add an active lock to your subscription.

I wanted to extend my trial but clicked today's date, and now it says my trial has expired. Press Need more time? on the banner again and pick the day you plan to go live. You can change the launch date as often as you like until 180 days after the account was created.

How long can I extend my trial? With Need more time? up to 180 days after your account was created. For longer, contact Rentalbuddy support.

Stripe says it needs more information. Where do I see what? Settings → Payments → Online payments says what Stripe wants and by when. Press Complete at Stripe to finish it on Stripe's page.

Can customers book in Portuguese? Yes. Tick Portuguese under Settings → Language → Languages to show in booking view (or on the location). The booking window and customer emails are then available in European Portuguese; the admin itself is not.

The red banner says my payment failed. What do I do? Press Update payment on the banner and update the card in the Billing Portal. If you are invoiced, press Details to see what is due and whom to contact.

Our subscription payment failed. Can customers still book? Yes. A failed payment only blocks the admin, and only after the 7-day grace period. Your booking page, confirmations and codes keep working.

Why is English shown with an American flag? Your account's country is the United States (or, before a country is set, your phone number or time zone points there). It is the same English; only the flag differs.

I don't see all these tabs. Your role decides which tabs you see. An account viewer only has My profile, Users and Customer flow. Ask an account owner to change your role.

Which date does the payment-failed message show? The day the failed renewal was charged, also on a yearly plan, and the 7-day grace period counts from it. Pay the open invoice in the Billing Portal with Update payment; if it is already paid and the message stays, contact Rentalbuddy support with a screenshot.

The banner says "Subscription payment failed" but shows no countdown. Rentalbuddy has no date for the failed payment on your account, so there is no countdown and access is not blocked. Pay the open invoice in the Billing Portal anyway.

The subscribe dialog says only my account owner can choose a plan. Only an account owner can subscribe and add billing. Ask them to do it; you can carry on as soon as the account is active.