Settings Overview

NexusRMS provides a comprehensive settings system that lets you tailor every aspect of your rental business to your exact requirements. From company branding and currency formats to equipment automation and crew scheduling rules, all configuration lives in one centralised location.

Accessing settings

To open the settings area, click Configuration in the left-hand sidebar. The Configuration section is only visible to users with the CoreAdmin role. CoreManagers, Project Managers, Warehouse Staff, Technicians, Freelancers, and Viewers cannot see or access any settings pages.

If you do not see the Configuration menu item, ask your company's CoreAdmin to check your role assignment under Configuration > Users & Roles.

Settings categories

The settings index page displays all available configuration categories as cards in a grid. Each card shows the category name, a brief description, and the number of configurable options within. The following categories are available:

• General — Company information, currency and pricing formats, regional and localisation preferences, business settings (fiscal year, tax, bank details), and industry terminology
• Equipment — Serial number generation, default tracking methods, AI suggestion preferences, stock alerts and thresholds, and depreciation rules
• Projects — Project templates, numbering formats, required fields, sub-project configuration, AI features, recurring project rules, field-level permissions, and factor groups for multi-day pricing
• Financial — Invoice and quote numbering and terms, payment terms and deposit rules, online payment integration (Stripe Connect), and accounting sync (Xero, QuickBooks, Sage)
• Clients — Client number generation, required fields, credit limit management and enforcement, and Client Portal configuration
• Warehouse — Check-in/check-out workflows, packing list preferences, multi-location settings, and barcode/QR scanning behaviour
• Crew — Time clock settings, GPS verification rules, scheduling preferences, overtime calculation, and freelancer integration
• Communication — Email templates, notification preferences, SMS settings, and automated communication triggers
• Repairs — Repair workflow stages, priority levels, notification rules, and technician assignment preferences
• Analytics — Report defaults, dashboard refresh intervals, data retention, and export preferences
• Dashboard — Default widget layout, widget library settings, refresh intervals, and role-based dashboard assignments
• Fleet — Vehicle management, driver assignment rules, mileage tracking, and transport cost calculation
• Documents — Document templates, PDF generation settings, branding options, and digital signature configuration
• Integrations — Third-party service connections (Xero, QuickBooks, Sage, Stripe, Google Calendar, Outlook), API keys, and webhook configuration
• PAT Testing — Testing schedules, compliance rules, certificate templates, and reminder intervals (requires PAT Testing addon)

Sidebar navigation

Once you enter any settings category, a secondary sidebar appears on the left showing all categories for quick navigation. You can jump between categories without returning to the index page. The currently active category is highlighted in the sidebar.

Saving changes

Every settings page follows the same save pattern:

1. Make your changes on the page
2. Click the Save button at the bottom of the page
3. A success notification confirms your changes have been applied

If you navigate away from a settings page with unsaved changes, a confirmation dialog warns you before discarding them.

Reset to Defaults

Each settings page includes a Reset to Defaults option. Clicking this reverts all settings on the current page to the factory defaults that were applied when your tenant was first provisioned. A confirmation dialog appears before the reset is applied. This action cannot be undone — your previous custom values are not recoverable after a reset.

Tips for getting started

• Start with General Settings — Configure your company name, logo, currency, timezone, and tax settings first. These values are referenced by almost every other module.
• Work through categories in order — The categories are listed in a logical sequence. General feeds into Equipment, which feeds into Projects, which feeds into Financial, and so on.
• Do not rush — Take time to read the description below each setting. Incorrect configuration (especially in Financial and Equipment settings) can cause issues with quotes, invoices, and stock tracking.
• Use the 14-day trial — During your trial, experiment freely with settings. You can always reset to defaults if something goes wrong.
• Delegate carefully — Only CoreAdmins can access settings. If you need another team member to help configure the system, temporarily promote them to CoreAdmin, then change their role back when finished.

Next steps

Continue to the next article to learn about General Settings, where you will configure your company information, currency preferences, regional settings, business details, and industry terminology.