Settings

1. 1Go to Settings → Company.
2. 2Update the Company Name, email, phone, website and address.
3. 3Enter your CCB License Number. It is printed on every quote, sales order, work order and invoice.
4. 4Optionally enter department reply addresses (Sales, Service / Install, Billing, Purchasing) so customer replies reach the right team.
5. 5Pick a Brand Color and save.

Under Settings → Company, upload your logo (shown in the sidebar and on printed documents) and a favicon (the browser tab icon). PNG, JPG, SVG and more, up to 4 MB. Uploads are scanned for malware, which can take up to a minute.

Under Settings → Scheduling, set the days and hours your service department works. Scheduling uses these for any technician who hasn’t set their own weekly availability. If your store is open on weekends but service isn’t, mark Saturday and Sunday closed here.

Under Settings → Scheduling, turn on service windows to book customers into arrival windows (like 8am–12pm) instead of exact times. Click Add window to define each one. Without windows, the Slot increment sets how finely exact times are offered.

Under Settings → Scheduling → Dispatch Settings, enter the Dispatch Address your technicians start from (used for route optimization and trip charges) and your Time Zone.

Under Settings → Scheduling → Trip Charge, turn on Charge a trip fee on online bookings. Set a flat fee that covers the included miles, plus a per-mile rate beyond them. It needs a dispatch address to measure distance.

Under Settings → Scheduling → Booking Rules, set the minimum lead time, how far ahead customers can book, the minimum appointment length, a contingency buffer added to every appointment, the maximum travel time between jobs, and whether same-day booking is allowed.

1. 1Under Settings → Scheduling → Service Zones, click Add zone.
2. 2Name the zone, pick a color and a short code (shown on Google Calendar event titles).
3. 3Paste the zone’s ZIP codes in any format, and optionally fallback city names for addresses with no ZIP.
4. 4Save. Calendar appointments are colored by zone; addresses in no zone show gray.

Under Settings → System, switch on or off: email notifications, SMS notifications to technicians, auto-assigning work orders, inventory low-stock alerts, quote expiration reminders (sent about 3 days before a sent quote expires) and the POS customer tab.

Under Settings → System → Invoice Defaults, set the default payment terms (in days) and the default tax rate.

1. 1Go to Settings → System and click Finish setup (or Review setup) under Customer self-scheduling.
2. 2Set the arrival windows customers can pick, the minimum notice and how far ahead they can book.
3. 3Pick the services customers can book on their own, with their estimated time.
4. 4Check that your technicians and service hours look right, then turn self-scheduling on.

Under Settings → System → Scheduling Links, choose who customers can book with by default, and turn on Send automatically when return-trip parts arrive to text and email customers a link to pick their return visit once every part is in stock.

Under Settings → Documents, enter a Footer message (like “Thank you for your business!”) for printed and emailed invoices, work orders and quotes.

Under Settings → Documents, enter your license number, the state it is from and its expiration date, and turn on Display contractor license number. Your Oregon CCB number is set under Settings → Company.

Under Settings → Notifications, choose for each notification whether it also reaches you by email or push. In-app notifications are always on.

Under Settings → Notification Routing, choose who hears about each team event. Only the people you assign get it, whatever their role. People on the record itself (like the appointment’s technician or the order’s salesperson) are told too. An event with nobody assigned goes to the company’s owners.

Under Settings → Devices, see your barcode scanners and gateways, Clover terminals, and POS and mobile devices. Name each one, assign it to a location and staff member, and lock it to prevent changes.

1. 1Plug the gateway into power and your network.
2. 2From a computer on the same network, open the gateway’s setup page (for example http://scangateway.local).
3. 3In Settings → Devices, click Link a gateway and enter the code the gateway shows. Check that it matches and approve it.

Under Settings → Devices → Sessions, revoke a session to sign that device out. It can take up to an hour to take full effect.

Under Settings → Duplicate Customers, review the pairs the system thinks are the same customer or service site. Approve merge merges the duplicate into the one you keep and moves every linked record across. Not a duplicate hides the pair for good. Check several rows and click Merge Selected, or use Approve all to merge every high-confidence pair at once.

1. 1Go to Settings → Billing and click Change Plan.
2. 2Pick the plan (monthly or annual, which saves about 17%) and confirm.

Under Settings → Billing → Payment Method, click Add Payment Method to add or replace the card your subscription is billed to.

Under Settings → Billing → User Seats, buy more seats when you need to add employees. Seats are prorated and billed immediately.

Under Settings → Billing → Add-ons, add Twilio Messaging to get a text number and two-way texting. It is included on the Full Platform plan (one number and 500 messages a month). Set a monthly SMS cap under Settings → Integrations to limit overage.

Click Print Upcoming Bill under Settings → Billing for a printable bill. Past invoices are listed under Invoice History with Download PDF.

1. 1Under Settings → Billing, click Cancel Plan.
2. 2Read what happens next, type the confirmation word and confirm.

Under Settings → Integrations, connect Stripe to accept card payments on invoices, work orders and sales orders. Once connected, open Stripe to see your payments, balance, payouts, tax documents and account details without leaving Pilot Light.

Under Settings → Integrations, connect your Clover merchant account. Payments taken on your Clover terminals are matched to open invoices automatically. Review them under Sales → Clover Reconciliation.

Under Settings → Integrations, connect PayArc with the API Bearer Token from your PayArc dashboard. Online payment links then use PayArc Hosted Checkout. Add the Hosted Fields Client ID to also take cards over the phone and keep cards on file.

Under Settings → Payments, turn on Add a credit card fee to new orders and invoices and set the fee. New sales orders, work orders and invoices include it in their total. Take it off a document when the customer pays by cash, check or ACH. Existing documents aren’t changed.

Under Settings → Call Notifications, check the employees who should see the incoming-call screen-pop when a customer calls your number. Nobody gets it until at least one person is assigned.

1. 1Go to Settings → Integrations → Email Inboxes and create an inbox.
2. 2Name it and check each person who should read it. Only they can see it, whatever their role.
3. 3Copy the inbox’s forwarding address. Keep it private: anyone who has it can send email into the inbox.
4. 4Forward emails to it, or set up automatic forwarding in your mail app (in Gmail: Settings → See all settings → Forwarding and POP/IMAP → Add a forwarding address). Gmail’s confirmation code shows up in the inbox within a minute.

1. 1Go to Settings → Integrations → Website Widget.
2. 2Choose Floating Button (a button in the corner of every page) or Inline Form (the form inside your contact or services page).
3. 3Customize the button text and color.
4. 4Copy the snippet and paste it into your website just before the closing body tag. For the inline form, also add the placeholder div where the form should appear.

1. 1Under Settings → Service Types, check Let customers book this themselves on each service customers may book online.
2. 2Go to Settings → Integrations → Online Booking and turn on Accept online bookings.
3. 3Share your booking page link (on your Google Business Profile, social pages, email signature or invoices), print its QR code, or add the booking button to your website.

1. 1Go to Settings → Plan Templates and click New Template.
2. 2Enter the plan name, description, visits per year and how many appliances it covers.
3. 3List the included services, and check the Covered Service Types. A work order line only gets the plan’s discount and visit credit when its appliance is enrolled and its service type is checked here.
4. 4Set the contract length, terms, and monthly and annual prices, then save.

1. 1Go to Settings → Inspection Templates and click New Template.
2. 2Name it (for example “Gas Fireplace Insert Dimensions”), describe when to use it and click Create Template.
3. 3Add fields with a label, type, placeholder and whether they’re required, then click Save.

1. 1Go to Settings → Service Inspection Templates and pick a service type.
2. 2Click Create Template, then add the fields technicians fill in for that service on the mobile app.
3. 3Click Save.

Under Settings → Prep Instructions, click New Prep Instruction and enter a title and the instruction text (for example “Appliance off and cool”). Customers see the ones you pick on quotes, work orders and appointment notifications.

Under Settings → Job Phases, click New Phase for each pipeline stage (for example Lead, Quoted, Sold, Scheduled, In Progress, Complete). Mark finished phases as Closed so those jobs are hidden from the Jobs list by default, and choose employees to notify when a job enters a phase.

1. 1Go to Settings → Service Types and click New Service Type.
2. 2Enter the name, description, estimated duration in minutes and price.
3. 3Check Let customers book this themselves to offer it for online booking and portal self-scheduling.
4. 4Save.

Under Settings → Multi-location, control what employees see when working at a specific location. You need at least two retail locations first; add them on the Locations page under Warehouse.

Open My Profile from your avatar menu. Update your name, phone, birthday and profile photo, your starting location for scheduling, and extra buffer time between your appointments.

Under My Weekly Availability on My Profile, set the days and hours you work. Add Saturday or Sunday if you’re available for weekend appointments.

Use the Time Card section of My Profile to clock in and out and see your recent punches. Click Request correction to fix a punch, or Report a missing punch for one you forgot. A manager approves corrections before your time card changes.

1. 1On My Profile, click Request Time Off.
2. 2Pick the dates, full day or hours, and the type (Time Off, Sick or Other), and add notes.
3. 3Click Submit Request. You can withdraw it until it’s approved.

Under POS PIN on My Profile, enter and confirm a new 6-digit PIN. It identifies you at the point-of-sale register.

Under Sign-in Methods on My Profile, set a password, add a phone number to sign in with a texted code, or link your Google or Apple account.

Under Google Calendar Access on My Profile, enter your Google account email. Click the verification link sent to it, and your work calendar appears in Google Calendar.