Registers overview

Registers are the master data and settings that shape how Willba behaves: which rooms and resources can be booked, what sales types and states exist, which products are sold and how they are booked to accounting, what documents look like, and much more.

Most registers are maintained in Strapi, Willba's content management system. A few of the most frequently edited ones can also be managed directly in Willba under Registers in the main menu.

This section explains, register by register, what the data affects in Willba — so you know what will change before you save.

Where registers are edited

Where	What
Willba → Registers menu	Customers, products and catalogs are fully managed here. Rooms, room types and buildings can be browsed here and their internal notes edited.
Strapi	Everything else, including the full room, room type and building data

Strapi groups registers by a short prefix in their name:

Prefix	Area	Page
SAL, PAR, CNF	Sales process: sales types, states, tasks, participant fields	Sales process
AUT	Automated bulk actions on sales	Automated sales actions
ACC, MEA	Accommodation: buildings, room types, rooms; meals and restaurants	Accommodation
CAL, CAT, KUR	Bookable resources, calendar listings, categories	Resources and calendar
PRO, CMN - VAT Rates	Catalogs, products, VAT	Products and pricing
COM, BOO, DIM, PAY	Companies, accounting, dimensions, payment methods	Accounting and payments
DOC	Printable documents: offers, confirmations, invoices, programs	Documents
GLB, ERP, SITE, CMN	Global settings, appearance, menus, sites, user groups	System settings
CMN, CUS	Picklists: allergies, diets, languages, countries, customer labels	Picklists
WEB	Webshop content, sales links, room marketing	Webshop registers
INF	Lobby and room displays	Displays

What to focus on

Not every register needs regular attention. This list orders them by how often they typically matter in daily work.

Edited regularly

• Products and catalogs — prices, VAT, accounting groups
• Sales types (SAL - Sales Facet) and sales states
• Rooms and room types, calendar resources
• Document templates
• Webshop pages, events and sales link themes

Set up once, revisited occasionally

• Global Configuration — check-in times, double booking, automatic check-in/out
• Companies, accounts, accounting groups, dimensions
• Payment Configuration, points of sale, payment terminals
• Check tasks and automated sales actions
• Participant field definitions
• Picklists (allergies, diets, countries, languages)

Rarely touched

• Themes, navigation menu, sites, timezone
• Category sets, listing presets, reservation subjects

Rules that apply to every register

Changes take effect immediately

There is no draft or approval step: saving a register in Strapi makes the change live. Willba and the webshop pick up the change automatically, usually within seconds.

Site restrictions: empty means "all sites"

If your organisation has several sites (properties), many registers have a Restricted to sites field. Leaving it empty makes the entry available at every site. Selecting sites limits the entry to those sites only.

Exceptions

• Automated sales actions and check tasks: an empty site list means the rule runs nowhere. Always select at least one site.
• Rooms, room types and calendar resources use an owner site plus optional shared with sites. A resource with no owner site is not visible in site-specific views.

Adding a new site in Strapi does not give anyone access to it. User access to sites is granted in user management.

Validity dates

Fields such as active from / active to or valid from / valid to limit when an entry is in use. Empty means "no limit". Prefer ending an entry's validity over deleting it: past sales, invoices and reports may still refer to it.

Deleting and renaming

• Rooms and room types cannot be deleted. To retire a room, set its active to date.
• Picklist values (allergies, diets, countries) are stored on guests as text. Renaming a value does not change guests who already have the old value, and deleting a value leaves the old text on existing guests.
• Some entries have a key or code: sales states, state reasons and participant fields. Willba recognises the entry by it, so do not change the key of an entry that is already in use — change its name instead.

Translated content

Translated registers (for example allergies, sales states, webshop pages) have a separate version per language. Use the language selector in Strapi to fill in each language your customers use.

Registers you can ignore

Some registers are visible in Strapi but currently have no effect in Willba:

• PRO - Recommendations and PRO - Task Recommendations
• NETS - Nets payment config (use the operator IDs on CMN - Payment Terminals instead)
• WIN - Wintime configuration — only relevant to organisations still using the Wintime bookkeeping integration

CMN - Weekday is a fixed list of weekdays used by resource availability rules. Do not edit it.

Individual fields without effect are mentioned on each register's page.