Manage clients and companies without duplicating identities

Holidario uses three different identities:

• A user signs in and belongs to the team.
• A client or person is a natural person used in reservations, guest registration, or billing; the record does not grant sign-in access.
• A company is the financial, banking, or operational entity that issues or receives documents and can belong to a team, owner user, person, or rental operations.

Creating one identity does not create the others. Always search before adding another: a duplicate can split reservations, invoices, certificates, or authorizations across records.

Choose the correct record#

• Use Account, team, and permissions for someone who needs to sign in.
• Use Finance > Clients for a natural person who must appear as a guest, client, or company owner, with or without a related user.
• Use Finance > Companies for the agency, an owner, a provider, a business client, or the invoicing entity for one or more operations.

An agency administrator can create, read, and update clients and companies. The default Manager can create, read, and update clients and can read or update existing companies, but cannot create a company. The team's main company normally exists already; find and complete it before requesting another record.

Create or correct a client#

The images in this section are read-only: search is a bounded reconstruction of the current filters and columns with one fictional in-memory match; the editor is the real form opened on an unsaved fictional person. The documentation neither loads the live list nor submits the form.

1. Open Finance > Clients and first search by first name and both surnames.
2. Open any plausible match and confirm its document type and number before deciding it is a different person.
3. If the client exists, correct that same record. If not and Create is visible, add the client.
4. Complete first name, surnames, gender, document type and number, date of birth, address, country, postal code, city, and nationality.
5. For a Spanish national identity document, check residence country, document type, and number together: the form validates them as a set.
6. Save once, then search again to confirm the result.

The document type and number combination must be unique. If Holidario says it already exists, do not alter the number to bypass the warning: find the earlier record. If both records appear to represent the same person or the warning appears without a visible match, do not create another; escalate the record IDs, never a copy of the identity document.

On desktop, the filters and table appear together. On mobile, the filters stack and the table scrolls horizontally; the form retains the same fields and validation. Client records contain personal data: restrict access and do not copy identity documents into notes or support channels.

Create a company and assign its owner#

The image in this section uses the real company form in edit mode with an unsaved fictional company, owners, and operation. It is read-only: its controls do not submit data or query remote selectors, and it is not evidence that a company was created.

Only an agency administrator with Create company can add one. A Manager can find, read, and correct an existing company but must ask the administrator to create it. Before creating, search by legal name and tax ID and check the team's main company.

When creating, first select what the company represents and then its corresponding owner:

• Team: the agency's own entity.
• Property owner (user): a company belonging to an owner who is a team member.
• Person: the company of an external client already on record.
• Rental operation: the invoicing entity used by one or more selected operations.

The selector should show only members, people, and operations from the active team. If the correct owner is missing, create or correct it in its own section first; do not substitute its ID or select a different record to continue. Then complete legal name, tax ID, country, address, contact details, and applicable taxes: VAT, IGIC, or IPSI. Confirm the regime with the person responsible for the entity's accounts.

For a company associated with operations, select all and only the operations that genuinely use it. When editing, removing an operation breaks its link to that company; confirm which invoicing entity will remain assigned. On mobile, the same form steps appear in one column: finish and review Company data before proceeding to Accounting configuration.

Fields with downstream effects#

• Type and owner: determine whom the company represents and which users inherit operational access; correct them before issuing documents.
• VAT, IGIC, and IPSI: influence later tax selection. Do not enable incompatible regimes or decide from the apparent location alone.
• Invoice format and sequence: affect new invoices; do not change them during a series without accounting approval.
• IBAN and BIC: can be used in payouts and banking files. Compare them with a verified source.
• Accounting configuration, VeriFACTU, and start date: affect when fiscal documents are generated or processed.
• Automatically mark invoices as paid: can change invoice states after the configured delay.
• Certificate and password: enable sensitive fiscal processes. Upload them only for a confirmed entity and obligation; the on-screen security notice does not replace your organization's verification of custody, encryption, and access.
• Address: Holidario can associate the company geographically from it; select the correct result.

Before saving, review these fields with the person responsible for billing. A correction can affect future invoices, payouts, banking files, or fiscal submissions even when the record appears merely descriptive.

Verify the result#

An identity is ready when:

• it appears only once in search;
• its type and owner are correct;
• its tax ID and address match the official source;
• the linked operations are exactly those intended;
• tax regime, numbering, and bank details have been reviewed by the responsible person;
• existing invoices still belong to the expected entity.

Errors, permissions, and recovery#

• Create client is missing: confirm the plan and create-person; an administrator or Manager with that permission can add it.
• Create company is missing: the default Manager does not have create-company; ask the agency administrator to add it.
• The user, client, or operation is missing from a selector: confirm the active team and that the correct record already exists in it. Do not enter an ID manually.
• Duplicate document: search for name variations and do not invent another identifier.
• Address not found: correct the text and select a valid match; do not save an approximate location just to proceed.
• Tax or bank validation: keep the verified data, correct the indicated field, and recheck company type, country, and regime; do not disable rules merely to save.
• Certificate rejected: do not try passwords repeatedly; confirm the file, entity, and password with its custodian.
• Company linked to the wrong operation: do not issue new documents; correct the selection, then verify the operation and every affected invoice or payout.
• Access denied while editing: general read permission does not replace authorization for that record.
• Error after saving or inconsistent data: do not submit again. Search for the record to determine whether it saved, then escalate the active team, screen, time, and affected IDs without attaching documents, certificates, passwords, or complete bank details.

Do not delete a person or company merely to correct data when it already has reservations, invoices, payouts, or certificates. Edit what can safely be corrected and escalate any legal identity change with both record IDs, without attaching documents or secrets.