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Business Settings Documentation

Menu Location: Settings > Business Settings

Access Level: Administrator / Kiva Admin

Last Updated: 2026-03-01

Overview

Business Settings is the central configuration page for your entire system. This page controls fundamental business rules, feature toggles, integrations, branding, and operational parameters. Changes here affect the entire platform, so careful review is recommended before saving.

Primary Functions:

  • Configure business rules (pricing, minimums, fees)
  • Enable/disable platform features
  • Set up integrations (payment, shipping, email)
  • Manage timezone and regional settings
  • Control customer-facing features
  • Configure admin menu defaults
  • Set operational parameters

Page Layout

Header Section

  • Page Title: "Settings \ Business Settings"
  • Save Settings button (saves all changes)

Tabbed Sections

Settings organized into logical categories:

  • General Settings: Basic business info and timezone
  • Features: Enable/disable major features
  • Pricing & Fees: Financial rules and minimums
  • Integrations: Third-party service configurations
  • Customer Experience: User-facing options
  • Admin Options: Admin interface preferences
  • Advanced: Technical and developer settings

Note: Specific tabs vary by business configuration

General Settings

Business Information

Company Name:

  • Legal business name
  • Appears on receipts, emails, legal documents
  • Should match business registration

Timezone:

  • Critical for order cutoffs, delivery scheduling
  • Affects email send times
  • Influences when reports calculate "today"
  • Options: All standard timezones (America/New_York, America/Los_Angeles, etc.)

Example: 

Business Name: Organic Harvest Delivery
Timezone: America/Chicago (Central Time)

Impact of Timezone:

  • Orders cutoff at midnight (timezone-specific)
  • Reports show data for timezone-adjusted days
  • Customer sees times in this timezone
  • Affects when automated emails send

Date & Time Formats

Date Format:

  • How dates display throughout system
  • Options: MM/DD/YYYY, DD/MM/YYYY, YYYY-MM-DD
  • Affects admin interface and customer-facing pages

Currency Settings:

  • Currency symbol ($, €, £, etc.)
  • Position (before or after amount)
  • Decimal places

Example: 

Date Format: MM/DD/YYYY
Currency: $
Format: $25.00

Contact Information

Customer Service Email:

  • Where customer replies go
  • Shown in footer of emails
  • Used for support tickets

Customer Service Phone:

  • Displayed on website and emails
  • Primary customer contact number

Business Address:

  • Used for invoices and legal documents
  • May appear in email footers
  • Required for shipping integrations

Feature Toggles

Major Feature Enable/Disable

Gift Boxes: Enable gift box purchases (customers buy subscriptions as gifts for others).

Options:

  • Enabled: Gift purchase flow available
  • Disabled: Gift options hidden

Bi-Weekly Subscriptions: Allow customers to receive deliveries every 2 weeks instead of weekly.

Options:

  • Enabled: Customers choose weekly or bi-weekly
  • Disabled: Weekly delivery only

Credits System: Allow customer account credits for refunds, promos, compensation.

Options:

  • Enabled: Credits can be applied to orders
  • Disabled: No credit system (discounts only)

Processing Fees: Charge customer processing fees for credit card transactions.

Configuration:

  • Enable/disable toggle
  • Fee amount (fixed or percentage)
  • Whether fee shown separately on invoice

Auto-Weekly Emails: Automatically send week-preview emails to customers X days before delivery.

Configuration:

  • Enable/disable
  • Days before delivery to send (typically 3-4 days)
  • Email template selection

Pricing & Fees

Minimum Order Amount

Purpose: Require minimum order value before checkout allowed

Configuration:

  • Minimum Amount: Dollar value (e.g., $25)
  • Fee if Not Met: Charge to bring order to minimum (e.g., $5)
  • Customer Segments: Different minimums for different customer groups

Example: 

Minimum Order: $30
Fee if Not Met: $8
Result: $22 order → $8 fee applied → total $30

Use Cases:

  • Cover delivery costs
  • Encourage larger orders
  • Improve profitability on small orders

Multiple Minimums:

  • Set different minimums for different customer groups
  • Example: New customers $25, regular customers $30
  • Based on customer ID ranges or tags

Delivery Fees

Purpose: Charge for delivery service

Configuration Options:

  • Fixed Fee: Same fee for all customers (e.g., $6.99)
  • Zone-Based: Fee varies by delivery area
  • Order Value: Free delivery over threshold
  • Subscription-Based: Included in subscription vs. per-order

Example Configuration: 

Standard Delivery Fee: $7.99
Free Delivery Over: $75
New Customer (First 3 Orders): $0

Special Delivery Fee Options:

  • New Customer Promotion: Waive fee for first X orders
  • Subscription Perk: No fee for active subscribers
  • Minimum Met: Waive if order over certain amount

Fuel Surcharge

Purpose: Pass fuel costs to customers during high gas prices

Configuration:

  • Enable/disable toggle
  • Surcharge amount (fixed or percentage)
  • Label text (what customer sees)
  • Description shown at checkout

Example: 

Enabled: Yes
Amount: $2.50
Label: "Fuel Surcharge"
Description: "Temporary surcharge due to increased fuel costs"

Best Practice: Communicate clearly and remove when fuel prices normalize

Integration Configuration

Payment Processing

Stripe Integration:

  • API Keys (Production and Test)
  • Webhook endpoints
  • Payment method types enabled

Authorize.net Integration:

  • API Login ID
  • Transaction Key
  • Gateway URL

Configuration Steps:

  1. Select payment provider
  2. Enter API credentials
  3. Test connection
  4. Enable for production

Email Service (Mandrill)

Purpose: Transactional email delivery through Mandrill/Mailchimp

Configuration:

  • API Key
  • Sending domain
  • Default "from" address
  • Default "from" name

Example: 

API Key: abc123xyz789
From Address: [email protected]
From Name: Your Business Name
Domain: yourbusiness.com

Verification:

  • Domain must be verified in Mandrill
  • SPF and DKIM records configured
  • Test email send after setup

Shipping Integration (EasyPost)

Purpose: Automate carrier label generation

Configuration:

  • API Keys (Production and Test)
  • Default package dimensions
  • Package weight
  • Carrier preferences (FedEx, UPS, USPS)
  • Return address (warehouse)

Package Settings: 

Default Box Dimensions: 12" x 12" x 8"
Default Weight: 10 lbs
Carrier Priority: 1. FedEx Ground, 2. UPS Ground, 3. USPS Priority

Advanced Settings:

  • Dry ice handling (if shipping frozen)
  • Signature requirements
  • Insurance amount
  • Saturday delivery options

Customer Experience Settings

Signup & Onboarding

Next Signup Week: Controls which delivery week new customers sign up for.

Options:

  • Current week (if before cutoff)
  • Next week
  • Week after next
  • Custom date

Use Case: During busy periods, push new signups to later week for capacity management

Signup Restrictions:

  • Disable signups temporarily
  • Restrict to pickup only (no delivery)
  • Require promo code for signup

Welcome Page Customization

February 2024 Update Toggle: Enable new customer welcome page design.

Configuration:

  • Enable/disable new design
  • Affects first-time login experience
  • Includes onboarding flow improvements

Feedback Eligibility

Purpose: Control when customers can leave product feedback

Configuration:

  • Days after delivery before feedback allowed
  • Example: 1 day (customer must receive and try products first)

Rationale: Prevents feedback before customer actually receives order

Default Admin Menu

Purpose: Choose which admin menu style users see by default

Options:

  • New 2022 Menu: Modern sidebar navigation
  • Legacy Menu: Original top navigation
  • Let Users Choose: Option to switch

Configuration:

  • Set default for new admin users
  • Allow users to override preference
  • Force all users to one menu (disable switching)

Advanced Settings

Auto-Cancel Minimum

Purpose: Automatically cancel subscription if customer hasn't met minimum order value after X deliveries

Configuration:

  • Enable/disable toggle
  • Minimum cumulative spend
  • Number of orders to evaluate
  • Warning email before cancellation

Example: 

Enabled: Yes
Minimum Spend: $150
Over: 6 orders
Result: Customer with 6 orders totaling <$150 gets warning, then auto-cancels if not improved

Use Case: Remove dormant or problematic accounts automatically

Purpose: Instead of skipping, customer donates box to charity

Configuration:

  • Enable feature
  • Donation amount (customer pays)
  • Label text
  • Description
  • Which charity/route receives donations

Example: 

Enabled: Yes
Donation Amount: $10
Label: "Donate My Box to Food Bank"
Description: "Can't use your box this week? Donate it!"
Route: Route 5 (Food Bank)

Customer Flow:

  1. Customer wants to skip week
  2. Sees "Donate" option instead
  3. Pays $10, box goes to charity
  4. Customer feels good, you get revenue, charity gets food

Weeks Between Discount Usage

Purpose: Prevent customers from using discount codes every week

Configuration:

  • Minimum weeks between code uses
  • Applies to all discount codes (unless overridden)
  • Example: 4 weeks between uses

Prevents: Abuse of recurring promo codes

Code of the Off-Week

Purpose: Automatically apply discount to bi-weekly customers on their "off" week if they order

Configuration:

  • Discount code to auto-apply
  • Amount
  • Only for bi-weekly customers

Use Case: Encourage bi-weekly customers to order extra weeks

Operations Settings

Auto-Description Generation

Purpose: Use AI to generate business descriptions from website content

Steps:

  1. Click "Auto Create Business Desc" button
  2. System analyzes:
    • Front page content
    • About Us page
    • How It Works page
  3. AI generates:
    • Business description
    • Product focus summary
    • Target audience description
    • Brand voice characterization
  4. Review and edit generated text
  5. Save

Use Case: Quickly create marketing copy for SEO, email templates, social media

Saving Changes

Save Process

Steps:

  1. Make changes to any settings
  2. Scroll to top or bottom
  3. Click "Save Settings" button
  4. Confirmation message appears
  5. Changes take effect immediately

Important:

  • All changes save at once (not individual fields)
  • No "save" per section
  • Must click "Save Settings" button or changes lost
  • No confirmation prompt if leaving page unsaved

Best Practice:

  • Make related changes together
  • Test after saving
  • Document what you changed
  • Inform team of major changes

Common Use Cases

Use Case 1: Enabling Gift Box Feature

Goal: Allow customers to purchase gift subscriptions

Steps:

  1. Navigate to Business Settings
  2. Go to "Features" section
  3. Find "Gift Boxes" toggle
  4. Enable toggle
  5. Configure gift box settings:
    • Gift certificate template
    • Email notifications
    • Gift options at signup
  6. Click "Save Settings"
  7. Test gift purchase flow:
    • Go to customer site
    • Try purchasing gift
    • Verify email notifications
    • Check gift certificate generation

What Happens:

  • Gift purchase option appears on website
  • Signup flow includes gift recipient fields
  • Gift email templates activate
  • Gift certificates can be generated

Use Case 2: Adding Delivery Fee

Goal: Start charging $7.99 for delivery

Steps:

  1. Business Settings > Pricing & Fees
  2. Find "Delivery Fee" section
  3. Enter amount: $7.99
  4. Set label: "Delivery Fee"
  5. Optional: Set free delivery threshold ($75)
  6. Optional: Set new customer waiver (3 orders)
  7. Save Settings
  8. Communicate to customers:
    • Email announcement
    • Update website
    • Update FAQs
  9. Monitor impact on:
    • Order values
    • Skip rates
    • Customer feedback

Best Practice:

  • Give customers advance notice (1-2 weeks)
  • Explain reason (costs, sustainability)
  • Offer free delivery threshold to soften impact

Use Case 3: Changing Timezone

Goal: Move from Eastern to Central time due to warehouse relocation

Steps:

  1. Plan carefully - this affects everything
  2. Notify customers of change
  3. Business Settings > General
  4. Change timezone to America/Chicago
  5. Save Settings
  6. Verify impacts:
    • Order cutoff times now 1 hour later
    • Delivery day calculations
    • Report generation times
    • Email send times
  7. Update any marketing materials with times
  8. Test customer experience:
    • Cutoff times shown correctly
    • Delivery days calculated correctly

Critical: Test thoroughly as this affects core operations

Use Case 4: Setting Up EasyPost Shipping

Goal: Automate shipping label generation

Steps:

  1. Create EasyPost account at easypost.com
  2. Get API keys (test and production)
  3. Business Settings > Integrations > Shipping
  4. Enter EasyPost API keys
  5. Configure warehouse address:
    • Street, City, State, ZIP
    • Phone number
  6. Set default package:
    • Dimensions: 12x12x8 inches
    • Weight: 10 lbs
    • Adjust based on your actual boxes
  7. Select preferred carriers:
    • FedEx Ground
    • UPS Ground
    • USPS Priority (backup)
  8. Save Settings
  9. Test:
    • Go to Print Labels page
    • Generate test label
    • Verify label content
    • Check tracking number
  10. Go live with production key

Ongoing:

  • Monitor shipping costs in EasyPost dashboard
  • Adjust carrier preferences based on performance
  • Update package dimensions as needed

Use Case 5: Implementing Minimum Order Amount

Goal: Require $30 minimum order, charge $10 fee if not met

Steps:

  1. Business Settings > Pricing & Fees
  2. Find "Minimum Order Amount" section
  3. Configure:
    • Minimum Amount: $30
    • Fee if Not Met: $10
  4. Optional: Set different minimum for customer segments
  5. Save Settings
  6. Customer communication:
    • Email explaining new minimum
    • Update website/FAQs
    • Explain rationale (delivery costs)
  7. Show minimum in checkout:
    • "Order minimum: $30"
    • "$22 order + $10 minimum fee = $32 total"
  8. Monitor:
    • Average order value (should increase)
    • Skip rates (may increase slightly)
    • Customer feedback

Expected Outcomes:

  • Higher average order value
  • Fewer unprofitable small orders
  • Some customers may skip more
  • Net revenue likely positive

Troubleshooting

Settings not saving

Symptoms:

  • Click save, no confirmation
  • Changes revert when refreshing page

Check:

  1. Browser console for JavaScript errors
  2. Session still active (not logged out)
  3. Have admin permission level
  4. No conflicting browser extensions

Solutions:

  1. Refresh page and try again
  2. Use different browser
  3. Clear browser cache
  4. Check with Kiva Admin if permissions issue

Integration not working after configuration

Symptoms:

  • EasyPost labels failing
  • Payment errors
  • Emails not sending

Check:

  1. API keys correct (no spaces, complete)
  2. Test keys vs. production keys (using right one?)
  3. Service account active (not expired/suspended)
  4. Credentials saved (clicked Save Settings?)
  5. Check service status (Stripe/EasyPost/Mandrill down?)

Solutions:

  1. Re-enter API keys carefully
  2. Test with test keys first
  3. Check service dashboard for errors
  4. Verify account in good standing
  5. Contact service provider support

Common Causes:

  • Copy/paste error in API key
  • Using test key in production (or vice versa)
  • Account payment issue at service provider
  • Service outage

Feature enabled but not appearing for customers

Symptoms:

  • Enabled gift boxes but customers don't see option
  • Feature toggle on but feature missing

Check:

  1. Settings saved successfully?
  2. Customer site cached (hard refresh)?
  3. Feature requires additional configuration?
  4. Template/theme supports feature?
  5. Customer account type eligible?

Solutions:

  1. Clear customer-side cache
  2. Check additional feature settings
  3. Verify theme includes feature
  4. Test with different customer account
  5. Check browser console for errors

Timezone change causing order issues

Symptoms:

  • Cutoff times wrong
  • Orders appearing on wrong day
  • Reports showing incorrect data

Check:

  1. Timezone saved correctly?
  2. Server timezone vs. app timezone
  3. Customer browser timezone affecting display?
  4. Reports regenerated with new timezone?

Solutions:

  1. Verify timezone setting saved
  2. Contact Kiva Logic to verify server config
  3. Regenerate affected reports
  4. Clear all caches
  5. May take 24 hours for full propagation

Prevention:

  • Change timezone during off-hours
  • Test thoroughly before changing
  • Have rollback plan
  • Admin Menu (all pages) - Affected by default menu setting
  • Print Labels (print_labels.php) - Uses shipping integration settings
  • Order Management (cust_order.php) - Affected by minimum order, fees
  • Customer Signup - Affected by feature toggles and pricing
  • Email Templates - Uses email integration settings

Typical Workflow:

  1. Business needs change → evaluate settings impact
  2. Business Settings → configure new rules
  3. Test changes → verify functionality
  4. Communicate to team → train on changes
  5. Communicate to customers → set expectations
  6. Monitor results → adjust if needed

Permissions & Access

Required Access Level: Administrator or Kiva Admin

Administrator Capabilities:

  • Edit all business settings
  • Enable/disable features
  • Configure integrations
  • Save changes

Manager Capabilities:

  • View settings (read-only)
  • Cannot modify
  • See documentation

Kiva Admin Additional Capabilities:

  • Access advanced/developer settings
  • Override safety limits
  • Direct database configuration

Restricted Features:

  • Only Kiva Admins can access certain technical settings
  • Payment gateway changes require extra verification
  • Some settings require Kiva Logic assistance

Best Practices

Before Changing Settings

  1. Document current configuration
  2. Understand full impact of change
  3. Test in staging if available
  4. Have rollback plan
  5. Coordinate with team

When Changing Settings

  1. Make related changes together
  2. Save and test immediately
  3. Verify expected behavior
  4. Check customer-facing impact
  5. Monitor for issues

After Changing Settings

  1. Document what changed and why
  2. Communicate to team
  3. Update customer-facing docs
  4. Monitor metrics for impact
  5. Be ready to revert if needed

Things to Avoid

  • Don't change multiple unrelated settings at once (hard to troubleshoot)
  • Don't change timezone without careful planning
  • Don't enable features without testing
  • Don't forget to save (changes lost!)
  • Don't change payment settings without backup plan
  • Don't adjust fees without customer communication

Quick Reference Card

Task Location
Change business timezone General Settings > Timezone dropdown
Enable gift boxes Features > Gift Boxes toggle
Set minimum order amount Pricing & Fees > Minimum Order
Configure delivery fee Pricing & Fees > Delivery Fee
Set up EasyPost Integrations > Shipping > EasyPost
Change admin menu default Admin Options > Default Menu
Enable auto-weekly emails Features > Auto-Weekly Emails
Set fuel surcharge Pricing & Fees > Fuel Surcharge
Configure processing fees Pricing & Fees > Processing Fees
Change next signup week Customer Experience > Next Signup Week
Auto-generate descriptions Advanced > AI Description button
Save all changes Click "Save Settings" button

FAQs

Do I need to save after every change?

No, but recommended. All changes save at once when you click "Save Settings". You can make multiple changes then save together, but risk losing all if you navigate away without saving.

What happens if I enter wrong API key?

Integration will fail. Symptoms: errors when trying to use feature (generate labels, process payment, send email). Solution: Re-enter correct key and save.

Can I test settings before going live?

Some integrations have test modes (test API keys). Enable test mode, test functionality, then switch to production keys when ready. Not all settings have test mode.

How do I know if settings saved successfully?

Success message appears at top of page. Also, refresh page and verify changes persisted. If changes reverted, save failed.

Can changes be undone?

Not automatically. You must manually change settings back. Best practice: document settings before changing so you can restore if needed.

Which settings require customer notification?

Any pricing changes (fees, minimums), feature additions that affect them (new delivery options), timezone changes (affects their cutoff times). Always err on side of over-communication.

How often should I review settings?

Quarterly review recommended. Check if settings still align with business needs, if new features should be enabled, if pricing needs adjustment, if integrations updated.

Change Log

2026-03-01

  • Initial comprehensive documentation created
  • Documented all major setting categories
  • Covered integrations and feature toggles
  • Added practical use cases and troubleshooting

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.