Set up your organisation

This guide walks you through preparing a brand-new go flow organisation for day-to-day work. You will complete your organisation's profile, choose the languages it supports, set its time zone, currency and VAT rates, define the custom fields your team records, switch on the modules you need, and connect online payments and the other outside services. Work through the steps in order — by the end the organisation settings will be prepared for configuring your offers. The whole journey to the first booking is in Get ready to take bookings.

Before you start

• You need a user with the right to change the configuration; without it the Organisation page is read-only.
• For online payments: the details of your Saferpay account — customer ID, terminal ID, JSON API user name and password.
• For SMS reminders or video appointments: your Twilio account details.
• For the weather forecast: your site's latitude and longitude.

Open the Organisation page

From the Configurations menu, open Organisation. The page has three tabs — Profile, Modules and Fields — and opens on the Profile tab, where most of your initial setup happens.

Complete the Profile tab

On the Profile tab, fill in your organisation's core details: its Name and Telephone, and upload your Logo. Under Addresses, add one or more addresses — each entry can be edited or deleted from the list. These details may appear on client-facing communications and booking pages, so enter them as you want clients to see them. Use Texts for any organisation-specific wording shown to clients, and Tags to label the organisation for your own filtering. See the Organisation reference for a field-by-field breakdown.

Set the supported Languages

Still on the Profile tab, use the Languages field to pick every language you expect to serve clients in — it is a multi-select list, and your selections appear as chips. The languages you choose decide which languages you maintain texts and messages in and which languages the booking site offers to clients; each member of your team picks their own dashboard language under Settings. Next to it, Default language picks the one used when no other language applies; it only offers the languages you selected in Languages. Pick your languages before setting the default, so the right options are available.

Set time zone, currency and VAT rates

Below the languages, the Attributes table holds the organisation-wide settings. Any numeric field in this table keeps your entry within its allowed range as you type.

1. Time zone — set it first, before you generate any sessions. Sessions and bookings keep their moment in time, so changing the time zone later shifts the clock times of everything already scheduled.
2. Country — sets the format of dates, times and amounts in your emails and the default dial code for telephone numbers.
3. Currency — the currency of every price, order and refund.
4. VAT rates — a comma-separated list of rates as decimal fractions (0.081 = 8.1%). A new organisation starts with 0.081,0.025,0.037,0; check the list against the rates that apply to you and correct it. These become the choices for the VAT rate of your resources and products, so get them in place before you start pricing your catalogue.
5. Work days and First day of week — how the scheduler shows your week.

Define custom Fields

Custom fields are defined once on the Fields tab of Configurations > Templates — see Template fields. If you plan to capture anything beyond the standard contact details, such as consent flags or intake questions, define those fields there before you start adding clients. The Fields tab of this page then chooses which of them the dashboard shows for this organisation, and in which order: a selector switches between Client, Journal and Appointment, and you tick Use field for each field to show (with none ticked, all are shown). Which fields customers are asked at checkout is chosen separately — see Configure checkout fields.

Switch on the modules you need

Open the Modules tab to switch on the features your organisation will use. Each feature has its own switch, in this order: Payments, Wallets, Vouchers, Products, Promotions, Feedback forms, SMS, Video, Weather, Treatments, Sessions, Aggregate resources, Emails and Waitlist. Every switch except SMS starts on. What each switch shows or hides, in the dashboard and on the booking site, is listed on Organisation.

Some modules depend on Payments: while Payments is off, Wallets, Vouchers, Products and Promotions are locked and show a Requires payments hint. Turn on Payments first if you plan to use those features. With Payments off, the booking site takes every booking without payment.

There is no module for client records: the Clients and Journal menus appear for every user who has the right to read clients — see Invite your team and assign roles.

Set up online payments

Under Payments, choose Saferpay in Payment provider — the only provider connected to checkout — and select the pencil icon next to it. Enter Customer ID, Terminal ID, API username, API password and URL (https://www.saferpay.com/api/ for live payments), select the green tick and save the organisation. The payment methods customers see, such as TWINT or cards, are those activated on your Saferpay terminal.

Then decide the payment rules in the table under the switch: Allowed refund destinations (leave it empty, or keep Wallet in it, while customers may cancel online) and Allow paying at the desk.

Switching Payments on does not prove that Saferpay accepts your details. Check it without a real charge as described in Payments: provider and checks: a test booking must reach the Saferpay payment page.

Connect SMS, video and weather

• SMS — switch it on and enter Account SID, Auth token, Sender and From number. When all four are stored, each resource shows its SMS reminder switches.
• Video — enter Account SID, API key and API secret. When all three are stored, the video option appears on treatments and availability; see Run video appointments.
• Weather — enter Latitude, Longitude and Altitude (m). The booking calendar then shows a forecast.

Passwords and tokens are write-only: once saved they show only as Stored. If your group runs several organisations on one set of accounts, see Sharing connections across a group. go flow does not synchronise with Outlook or Google calendars. The full list of connections and their readiness checks is in Connections.

Settings that live on the booking template

Some booking rules are not set on the organisation but on each booking template: Client accounts (whether customers need an account or may book as guests), Reservation timeout (how long a place is held during checkout), Waitlist promotion timeout (min) (how long a waitlisted client has to claim a freed place) and OTP code length (the sign-in code emailed to customers). Set them in Edit a booking template. Which level decides what is summarised in What is set where.

Save your changes

When you have finished, use the Save button in the top bar to store everything. If you try to leave the page with unsaved edits, an unsaved-changes guard prompts you so you do not lose your work — save before you navigate away. The button stays disabled while no work day is selected or the name is empty.

Check that the settings arrived

1. Watch the cloud icon in the top bar: it turns while go flow synchronises and then shows a tick. An exclamation mark means the change is stored on this device only — when you are online again, select the icon. If Sync failed, please check your connectivity! appears with a setting name and a reason, correct that value and save again.
2. Reload the Organisation page and confirm your values.
3. Open your booking site in a private browser window and check the offered languages, prices in your currency and, with payments, that a test booking reaches the Saferpay page.

A saved dashboard form is not proof that the public page has received the configuration.

Next steps

These settings establish the organisation. Next choose the resource model for your business, configure your treatments or dated sessions, select checkout fields, prepare message templates, and configure the booking page. Add your team with the access they need. Get ready to take bookings takes you through these steps in order and through the final checks on the customer site.