Settings is where you shape Xota to fit how your business actually works. It's usually the first thing the admin or owner does after creating an account — name the organisation, upload a logo, pick what to call things, and switch on the modules you need.
This guide walks through each section so you know what's there and why you'd touch it.
🎥 Watch the walkthrough:
Getting to Settings
Click Settings at the bottom of the sidebar. You'll land on People by default. Across the top you'll see six tabs — People, Organisation Setup, Work Configuration, Finance, HR, Integrations. The first three are covered here; the others each have their own dedicated guide.
People
People is every user on your Xota account, broken down by role:
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Admins & Owners run the place — they can see and do everything.
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Team Members are your operatives — they see their own bookings on a mobile-friendly view and capture sign-off.
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Clients get a read-only portal showing just their own projects and bookings.
The Invite User button in the top-right is how you add someone. Anyone you've invited but who hasn't accepted yet appears in the Pending Invitations section at the bottom.
See the dedicated guide: Adding and inviting your first team member.
Organisation Setup
This tab has three sub-sections:
Branding
Set your organisation name and upload two logos — one for the app header, one for documents (invoices, quotes, reports) that go out to clients. A square or horizontal transparent PNG works best.
Modules
A single switch for the Finance module — invoicing, quotes, payroll and purchasing. Flip it off if you don't use any of those and Xota hides the whole Finance tab plus the related menu items. You can turn it back on any time.
Terminology
The one you'll thank yourself for.
Xota uses the words Project and Booking by default, but lots of businesses call them something else — Jobs, Sites, Shifts, Tasks. Change both the singular and plural labels here, hit Save Labels, and the new words appear everywhere in the app: menus, page titles, buttons, form fields. The data underneath stays exactly the same — you're just changing what it's called on screen.
You can also pick how booking durations are displayed (minutes vs hours) and turn photo labels on or off for sign-off images.
Work Configuration
Two features live here:
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Custom Fields let you add extra information that shows up on every project — a PO number, a site code, a colour scheme, whatever you need to track alongside the defaults. You choose the field type (text, number, date, dropdown) and whether it's required.
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Email Templates are pre-written emails for common scenarios — a booking confirmation, a sign-off notification — so you're not rewriting the same message over and over. Each template has a name, subject, and body.
HR, Integrations and Finance
These tabs each have their own dedicated guide in the help site:
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HR — holiday entitlements, working week, bank holidays.
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Integrations — connecting Xota to Outlook, Google Calendar, and your email provider.
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Finance — settings that appear only when the Finance module is switched on.
Next up
Head to Adding and inviting your first team member to get your operatives into the account.