Profiles
A Profile is a customer-facing business identity — a brand. If your company operates several travel brands (for example, a premium brand and a budget brand, or brands for different markets), each one can be a separate profile inside the same Vaylo account.
Each profile carries its own logo, favicon, images, company details, contact information, language, date format, portal content, and booking rules. When a tour or booking is attached to a profile, everything the traveler sees — confirmation emails, invoices, itinerary PDFs, and the passenger portal — is branded with that profile's identity.
What this means in practice
- One login, one back office, one set of tours and bookings — but every customer touchpoint looks and feels like the brand they booked with.
- Your team no longer needs separate systems (or manual workarounds) to serve several brands.
- Reporting and administration stay unified at company level.
In this release, every user in your company can see and work with all profiles. Restricting specific users to specific profiles is planned for a later release.
Key concepts
| Term | Meaning |
|---|---|
| Profile | A brand identity with its own branding, contact details, portal content, and booking rules. A company can have any number of profiles. |
| Default profile | Every company has exactly one default profile, created automatically. It is marked with a gray Default badge, is always active, and cannot be deactivated. Anything created without choosing a profile falls back to the default. |
| Active / Inactive | Profiles are switched on or off with a status toggle. An inactive profile can't be selected for new tours or bookings, but all its existing data stays untouched and fully accessible. |
| Active profile selector | A dropdown in the Vaylo Admin header that sets which profile your new work (tours, bookings) is attached to. |
There is deliberately no delete function. If a brand is retired, deactivate its profile instead — historic bookings, emails, and documents remain intact and continue to use the branding that was stored on the profile.
The Profiles page
In Vaylo Admin, go to System administration → Profiles. The page shows a table with a header count — Profiles (n) — and three columns:
- Profile name — click it to open the profile's settings. The default profile shows the Default badge next to its name.
- Created at — when the profile was created.
- Status — an On/Off toggle. The default profile's toggle is locked to On.
Creating a profile
New profiles aren't self-service — there's no + Create profile button in Vaylo Admin. If you want to add another brand, contact Vaylo support with the details for the new profile: Profile name, Telephone, Company name, Contact email, and Default Language.
Once the profile has been created for you, it appears in the list with today's date and status On. Open it from the list to complete the rest of its settings — branding images, portal content, regional formats, and booking rules (see below).
Give each profile clearly distinct branding (different logo, colors, welcome text) from day one. It makes it immediately obvious which brand a booking, email, or document belongs to.
Good to know
- All five fields above are required before a profile can be created.
- Contact email must be a valid email address format.
- Two profiles in the same company cannot share the same name.
Profile settings explained
Open any profile from the list to reach the Profile details page. At the top you'll find a ← Back button, the page title, and a Deactivate button. The form is organized into six sections. After changing anything, click the purple Update button at the bottom of the page — a success message confirms the save.
Branding
Four image slots control the brand's visual identity. Each slot shows an 80×80 preview with Upload and Remove buttons.
| Image | Where it is used |
|---|---|
| Logo | Confirmation emails, invoices and itinerary PDFs, and the passenger portal header. |
| Favicon | The small icon in the browser tab when travelers use the passenger portal. |
| Default tour image | Shown for tours under this profile that have no image of their own. |
| Login background | The full-screen background of the passenger portal login page. |
- Upload a standard image file (e.g. PNG or JPG). Non-image files and files over the size limit are rejected with an error message.
- Changes take effect after you click Update.
- Remove clears the slot; the system falls back to showing no image rather than a broken one.
Profile details
| Field | Description |
|---|---|
| Profile name * | The internal name of the brand as it appears in profile lists and selectors. Changing it renames the profile everywhere in the admin. |
| Telephone * | The brand's customer-facing phone number, used on documents and portal contact points. |
Company details
The legal/company identity presented for this brand on invoices, PDFs, and emails:
| Field | Description |
|---|---|
| Company name * | The name shown to travelers in emails, PDFs, and the portal for this brand. |
| Address, Post code, City, Country | The brand's postal address, used on documents. |
| Website | The brand's public website URL. |
| Contact email * | The customer-facing email address for this brand — shown in emails and documents as the way to reach you. |
| Admin email | Internal notification address for this brand. |
Invoice details
Banking and invoicing details used on generated invoices for this brand:
| Field | Description |
|---|---|
| VAT number | This brand's registered VAT number. |
| Bank giro number | Swedish bank payment number (Bankgiro) for this brand. |
| Plus giro number | Swedish postal payment number (Plusgiro) for this brand. |
| Invoice description | Default text/description shown on this brand's generated invoices. |
| IBAN | International bank account number for this brand. |
| SWIFT/BIC | Bank identifier code for international transfers for this brand. |
| Invoice payment days | Number of days the customer has to pay an invoice from this brand. |
| Late payment interest | Interest rate (%) charged on this brand's overdue invoices. |
| Send invoice to accounting service | If Yes, this brand's invoices are automatically sent to the connected accounting service (e.g., Fortnox). |
| Invoice number series | Starting number for this brand's invoice numbering sequence. |
Customer portal content
| Field | Description |
|---|---|
| Customer portal welcome message | Free-text message (multi-line supported) greeting travelers when they sign in to the passenger portal under this brand. |
| Travel condition link | URL to this brand's travel terms & conditions. Travelers can open it from the passenger portal. |
| Sales person emails for Julia AI-bot | Email addresses that the Julia AI assistant uses for this brand. Type an address and press Enter — each becomes a removable tag. Add as many as needed; invalid addresses are rejected. |
Regional and formatting
| Field | Description |
|---|---|
| Default Language * | The language used for this brand's customer communication (e.g. emails, portal texts) — for example English or Swedish. |
| Default date format | How dates are printed in this brand's documents and communication, e.g. YYYY-MM-DD or DD Mmm YYYY. Each profile can use its own format. |
| Time zone | The time zone used for this brand's scheduling and timestamps. |
Booking rules and behavior
These settings let each brand run with its own booking policies:
| Setting | Description |
|---|---|
| Draft booking expiry time (minutes) | How long a draft booking is held before it expires automatically. Must be a positive number. |
| Quote expiry days | How many days a quote remains valid. Must be a positive number. |
| Allow payment before booking | When on, travelers of this brand can pay before the booking is finalized. |
| Allow waitlist booking | When on, travelers can join a waitlist for fully booked departures of this brand. |
| Send emails for draft bookings | When on, draft bookings under this brand trigger emails; when off, they don't. |
Nothing is saved until you press Update at the bottom of the page. If you navigate away with unsaved edits, you'll be asked to confirm.
Deactivating and reactivating a profile
Deactivate
- Open the profile (or find it in the list).
- Click Deactivate (on the details page) or switch its Status toggle to Off.
- Confirm in the dialog.
What happens after deactivation:
- The profile stays in the list with status Off — it is not deleted.
- It can no longer be chosen for new tours or bookings and disappears from the active profile selector.
- All existing bookings, tours, emails, and documents under it remain intact and accessible. Documents and emails for those historic bookings continue to use the branding stored on the profile.
Reactivate
Switch the profile's Status toggle back to On in the list. It immediately becomes selectable again.
The default profile cannot be deactivated — its toggle is locked. This guarantees your company always has at least one working brand identity.
Profiles in Vaylo Admin (daily work)
The Active profile selector
In Vaylo Admin's top header you'll find the Active profile ▾ dropdown. It lists all of your company's active profiles.
- The profile selected here is the brand your new tours and bookings are attached to.
- Switching profiles changes what new work is stamped with — it does not alter anything you created earlier.
Creating a tour under a brand
- Open the tour creation form.
- The first field in the Details section is a Profile dropdown — pick the brand this tour belongs to (it pre-selects your active profile).
- Complete the rest of the tour as usual and save.
The tour is now permanently associated with that brand: its bookings, emails, and documents will carry that profile's identity.
Bookings
Bookings inherit the profile from their tour (or from your active profile for FIT bookings). You create them exactly as before — no extra steps.
Glance at the Active profile selector before starting a batch of work for a specific brand. It saves you from attaching tours to the wrong brand.
Where your branding appears
Once a booking belongs to a profile, that profile's data is used automatically in every customer touchpoint:
| Touchpoint | Profile data used |
|---|---|
| Confirmation & booking emails | Logo, Company name, Contact email, welcome/portal texts, language, date format |
| Invoices & itinerary PDFs | Logo, Company name, Address, Contact email, date format, and this brand's invoice details (VAT number, IBAN, SWIFT/BIC, invoice numbering) |
| Passenger portal | Login background, Logo, Favicon, welcome message, travel condition link |
| Booking widget | Bookings made through your embedded website widget are assigned to the appropriate profile automatically |
Two brands, two experiences: a traveler booked under Brand A logs in to a portal with Brand A's background and logo and receives Brand A's emails — a traveler under Brand B sees only Brand B. The two never mix.
Your existing data — nothing changes
When the Profiles feature is enabled on your account:
- A default profile is created automatically for your company, pre-filled with your current company, branding, and invoicing information (previously configured under Basic Information).
- All your existing tours, bookings, passengers, and travel information are assigned to that default profile.
- Everything looks and behaves exactly as before — same emails, same PDFs, same portal. You don't have to do anything.
You only need to act when you want to add a second brand: create a new profile, brand it, and start assigning new tours to it.
Frequently asked questions
Can I delete a profile? No. There is deliberately no delete function — deactivate the profile instead. Historic bookings, emails, and documents remain untouched and keep using that profile's branding.
Can I deactivate the default profile? No. The default profile's Status toggle is locked to On, guaranteeing your company always has at least one active brand identity.
Who can create and edit profiles? New profiles are created by Vaylo — contact support if you want to add another brand. Once a profile exists, it can be edited by any user in your company; in this release, every user can see and work with all profiles.
What happens to bookings if I deactivate their profile? Nothing changes for existing bookings — they, and their emails and documents, remain intact and continue to use the branding stored on the profile. The profile simply becomes unavailable for new tours or bookings.
Does switching the Active profile change my existing tours? No. The Active profile selector only determines which brand new tours and bookings are attached to going forward — it never alters anything created earlier.
Can two profiles have different languages and date formats? Yes. Default Language and Default date format are configured individually per profile.
Can a traveler see data from another brand? No. Each profile's branding, emails, and portal experience are fully isolated — a traveler booked under one brand only ever sees that brand's identity.
Can I restrict my staff to certain profiles? Not yet. In this release, all users can access all profiles; per-user profile restrictions are planned for a future release.
Do profiles have separate currencies? No. Currency remains a single, company-wide setting (Default currency, see Basic Information → Language & Currency) and is not configurable per profile in this release.
Profiles (Multibrand) is a draft feature currently in rollout — some details may be refined before general availability.