Workspace settings

This page is for Owners and Admins configuring how the workspace behaves — as distinct from Getting started, which covers the one-off setup wizard, and Organising your gear, which covers categories, tags, custom fields and asset models. What's here is the ongoing admin knobs: booking rules, general workspace details, email branding, the QR code pool, and your own personal preferences.

Booking rules

Settings → Bookings holds the controls that shape how every booking in the workspace behaves. None of it is required reading before your first booking — the defaults are sane — but each one is worth knowing about before you need it, because a booking behaving "wrong" is often one of these switches rather than a bug.

Working hours. Off by default. Turn it on and set a weekly schedule (open/closed and hours per day) to limit which start and end dates and times can be picked when building a booking — useful if load-in and load-out genuinely can't happen outside your opening hours and you'd rather the booking form simply not offer 2am on a Sunday than catch it after the fact. Date overrides sit alongside the weekly schedule for one-off exceptions — a public holiday, an extended hours day for a big event — that should override the normal pattern for a specific date without changing the recurring schedule.

Booking time restrictions. Two independent limits: a minimum advance notice (in hours) before a booking can start, and a maximum booking length (in hours) it can run for. If working hours are also enabled, "skip closed days" changes how the maximum length is measured — a 72-hour cap with weekends skipped means 72 hours of open time, not 72 calendar hours including a closed Saturday and Sunday.

Automation. Two auto-archive toggles for keeping the bookings list from filling up with old, dealt-with jobs: archive bookings automatically once they're complete, and separately, archive reservations automatically once they've expired without ever being checked out. Both are opt-in — nothing is archived on your behalf until you turn them on, and archiving never deletes anything.

Explicit check-in requirement. Controls whether Base and Self-service users must use the scanner-based check-in flow (confirming each item as they physically hand it back) rather than the one-click "check everything in" shortcut. Turning this on for a role is the move if gear has gone missing on paper because someone one-click-checked-in a booking without the returned items actually being in front of them. Only an Owner can change this.

Counting options. A single toggle: when a booking's check-in/out progress is visualised, should a kit count as one unit, or should its member assets each count individually? Purely a display choice — it doesn't change what's actually checked in or out, only how the progress reads.

Tags requirement. Require at least one tag on every booking. Worth turning on if you want an easy way to filter "what went out for the Riverside job" later without relying on booking names being consistent.

Notification settings. Who gets emailed about bookings, workspace-wide: whether the booking's creator is notified, whether Admins are notified when a new booking is made, and an explicit list of team members who should always be copied in regardless of role.

General settings

Settings → General holds the workspace's own identity and a few administrative actions:

• Workspace name and currency — the currency your valuations and reports are displayed in.
• Code display preference — which identifier (QR id, SAM ID, Shelf code, or a barcode type) shows on lists and labels by default. Covered in full in Barcodes & codes.
• Asset backup — download a CSV export of your assets. Note the one real limitation: QR codes aren't included in the export, because they're unique per-code — importing a backup mints a fresh QR for every asset rather than restoring the old ones. This is a download for your own records or an external ask (an insurer, an accountant), not a self-serve restore path; restoring from a backup means contacting support.
• Transfer ownership — hands the workspace to a different Admin. There's exactly one Owner at a time, and this is the only way that changes hands; see Signing in for what the Owner role can do that Admin can't.

Sign-in is handled centrally for every Artefact Group tool, not per workspace. There are three ways in — Google Workspace for staff, email and password, and a one-time code by SMS for invited guests and crew — and which of those an individual uses is set when they are invited, not here. See Signing in.

Email branding

Settings → Email lets you add a short custom footer (up to 500 characters) that's appended to the bottom of every email Shelf sends on your workspace's behalf — reminder alerts, found reports, invites. Useful for a company phone number, an ABN, or a line pointing people back to your own site rather than Shelf's. Not available on a personal workspace.

The QR code pool

Beyond the one-at-a-time "Get a label" button covered in Printing labels, Settings → QR codes is where you manage the pool in bulk: generate a batch of fresh, unlinked codes (up to 200 at once) ahead of a big intake day, and see two useful lists — codes still waiting to be printed, and codes that have been printed but never scanned to link them to anything yet. That second list is worth a periodic glance: a code sitting there for weeks usually means a printed label that was set aside and never actually stuck on a case and scanned.

Your account

Separate from workspace settings, your own account (top-right menu → Account details) holds your personal profile — name, avatar, timezone and date-format preferences — and, under the Calendars tab, a subscribable iCal feed of your bookings for each workspace you belong to. Point Google Calendar, Outlook or Apple Calendar at that feed URL and your bookings show up alongside everything else on your calendar, updating automatically rather than needing a re-export every time something changes. Your timezone preference here is also what reports use to work out where "today" and "this month" start and end, so it's worth getting right early rather than after a report's numbers look one day off.

Related

• Getting started — the one-off setup wizard, as distinct from ongoing settings
• Organising your gear — categories, tags, custom fields and asset models
• Signing in — roles, and what Owner can do that Admin can't
• Bookings & the calendar — the lifecycle these booking rules shape
• Printing labels — printers, presets, and the one-at-a-time label flow