Settings (overview)
Settings (gear icon in the app) is where you manage master data, system options, modules, and protocol behaviour for your workspace. The layout matches the Settings page in the Protocol App.
Detailed help for master-data entries is linked below under Settings. Personal options (language, dark mode, password, signature) are covered in the user menu.
Master data
Master data applies workspace-wide and controls what is available when creating objects and protocols.
| Item | Purpose |
|---|---|
| Object types | Enable or disable object types and set defaults for new objects (sectors, stock, links, meters). |
| Sectors | Create and group rooms/sectors, add info text, and filter by object type. |
| Equipment and inventory | Equipment lists with name, group, notes, and manual links — assignable to objects and sectors. |
| Checklists | Rating catalogues for sector condition during protocol capture. |
| Links and documents | Static links (terms, privacy, house rules, PDFs) for objects and object-type defaults. |
| Text modules | Reusable protocol text with filters and optional automatic insertion into Additions. |
| Protocols | Protocol occasions with custom labels, explanatory text (Markdown), and filters — shown when starting a protocol. |
| Cases | Case management module (only visible in certain development/test configurations in Settings). |
| Deposit settlement note | Free-text note shown on deposit settlement — e.g. deadlines, settlement rules, or legal hints. |
Danger zone (reset & setup import)
In the expandable Danger zone you can reset master data (irreversible) or run a standard setup import:
- Reset text modules, checklists, stock, sectors — deletes the respective master data; object assignments may need to be redone.
- Import standard setup — loads prefilled master data (sectors, stock, checklists, text modules). Useful for getting started; you can adjust afterwards.
System configuration
| Item | Purpose |
|---|---|
| Photo size and image quality | Quality for protocol photos: Original, High, Medium, or Low. Higher quality = more storage and longer upload when finishing. |
| Company logo | Upload or remove your logo — shown on protocols and your documents. |
| Team | Invite members, assign roles, and share the workspace — see Team users. |
| Account, subscription and invoices | (Web) Billing account, plans, and invoices — see Account, subscription and billing. |
| License plans | (when shown) Choose, trial, or activate a plan — including included protocols, storage, and team usage per month. |
Default settings
Defaults for new objects, addresses, and integrations.
| Item | Purpose |
|---|---|
| Integrations & interfaces | Connect external systems (e.g. Propstack) — API keys, sync of objects and contacts. |
| Default (object category) | Preferred object category (e.g. real estate, vehicle) — used as the default when creating protocols. |
| Retention periods | Retention per protocol occasion in days. After expiry, protocols in the archive are shown as inactive; 0 days = no inactivation. |
| Block archive imports | List email addresses from which no protocol imports into the archive should be accepted (comma-separated). |
| Country | Default country for new addresses. |
| Currency | Default currency for deposits and amount fields. |
Modules
Toggles enable or disable optional features in the app and in protocols.
| Module | Purpose |
|---|---|
| Cases | Enable or disable case management (development configuration). |
| Checklists | Globally enable or disable checklists in protocols. |
| Landlord confirmation | (Germany only) Offer the landlord confirmation form in the protocol. |
| Tenant forwarding address | (Germany only) Capture the tenant’s forwarding address during protocol capture. |
| Deposit settlement | Show or hide the deposit settlement / contract module in the app. |
| Protocol QR preview share | Share QR code and link to the live preview of the running protocol with participants. |
| Protocol self-service system | External self-service capture — third parties can contribute via a shared access link. |
| Lost-key service | QR codes for key tags: finders can leave contact details. Optionally set a default email recipient for loss reports (pencil icon). |
Tools
| Item | Purpose |
|---|---|
| Import data (CSV) | Import addresses, contacts, and objects from a CSV file — with AI-assisted column mapping. |
| Master data export & import | Export selected master data (sectors, checklists, stock, causes, text modules) to JSON or import a previously exported JSON file. |
| MD5 (image upload) | Utility: upload an image and view its MD5 checksum — e.g. for file integrity checks. |
Protocol settings
Default behaviour when creating and finishing protocols (toggles).
| Option | Purpose |
|---|---|
| Ask for settings per protocol | Show the page with send and display options when starting a protocol so you can adjust them each time. |
| Send automatically by email | Automatically send finished protocols to contacts/companies with a stored email via deep.rent. |
| Send email to creator | Also send a copy to the protocol creator’s email (only when automatic send is on). |
| Show resolved defects in protocol | List completed defects under Closed items in the protocol. |
| Show skipped checklists in protocol | Show checklist items that were not checked as not checked in the protocol. |