The first thing you will want to do to set up your FreeAgent CRM account is configure your basic settings. The steps that you will need to follow to complete this article will cover the following items in your settings menu:
- My Profile
- Email Setup (including Pairing Gmail, Office 365, IMAP or Exchange, Signature & Blacklist)
- Phone Sync
- Web Conferencing
- Notifications (including @mentions)
- My Users
To get started, click your profile box, then click 'Settings' (1) and then click 'Profile' (2) in the left-hand side menu, under Personal Settings.
The fields will include the information you provided when you first created your account. To change them, just select the one you want to update, and proceed to make the appropriate changes. Here you can also change the Language of FreeAgent CRM between English and Spanish.
To upload a profile picture click on the square. If you already added a profile picture, but don't want to use it anymore, you can always click 'Remove' and upload a different one.
'Find' performs a quick search on the internet to provide you a couple of options based
on the results.
If a suitable option is not available, then go for the upload option, where you can select a profile image from the files stored on your computer.
To change the Language, simply click to show the available options and select your preferred one.
Once you are done click the 'Save' button to store all the changes.
To change your password, click on your profile box and click on 'Settings' (1). Then click 'Password' (2) on the left-hand side section, under Personal Settings.
First, you will need to enter your current password. Then type in your new password and confirm it on the field below. If the new password doesn't match the confirmation password, you will receive an error message. Once completed click 'Change your Password'.
Next time you log in to FreeAgent CRM you will need to enter your new password.
Notifications help you keep a pulse on what’s going on, anywhere, anytime – without interrupting your workflow.
Notifications are in-app reminders of an event like an Email received, or a Next Step has been assigned to you. Designed with a familiar feel to social/work/email apps, and you'll find the notifications "bell" icon in the top toolbar of the app.
When you get a notification, you will notice a red circle with a number and receive a friendly sound alert (if you have your volume on).
FreeAgent CRM offers 8 different notifications (including @mentions), you are able to enable and disable them at any time.
To configure your notifications, click on your profile box and then click on 'Settings' (1). On the menu to the left, click on 'Notifications' (2).
Once there, all you have to do is mark the checkbox of the notifications you want to receive (@mentions will actually automatically be turned on and therefore will not show in your list).
Next time one of your contacts sends you an email, or if a member of your team assigns you a contact, account, deal or next step, a small badge will appear right next to the bell icon. The number on it indicates the total of notifications you have received.
If you click on it, it will show you all the notifications you have received.
If you click on an Email received notification you can see the complete email. You can even reply to it right there.
If you click on the 'assigned to me' notifications, you will see the detail of the contact, account, deal or next step that was assigned to you. You can click on 'Go to Page' for more information.
Once you are done reviewing your notifications you can click on the 'Clear' button to remove them from the list. This way you will only see the most recent notifications there.
The best way to keep everyone on the loop whether it is about a conversation going on with one of your contacts or updates to a deal is to use @Mentions. @Mentions allow you to select a specific team member and leave him or her a note in any of your existing tabs where the activity timeline is available.
Adding mentions to anyone on your team is very simple. First, you need to click on the desired tab and then on the 'Add a note' section of the activity timeline and the '@' sign. Once you do, a list of all your active team members.
Click on the name of the team member you want to mention and add your message.
Once you hit the 'Enter' key, the note will be added to the activity timeline including the @mention.
As soon as the message is posted under the activity timeline, your team member will receive a notification under the notifications bell each time they are mentioned by you or other team members.
Opening up the notification, by clicking on it, will provide information about in which 'tab' the mention was created (1). In the example below, the notification belongs to the 'Leads' tab, more particularly for 'Katelyn Abel'. It also gives the team member the option to 'Go to Page' (2).
To configure your theme, click on your profile box and click on 'Settings' (1). Then click on 'Themes' (2) in the menu that will come up on the left-hand side.
There are 10 different themes for you to choose from, select your favorite one and then click the 'Save' button.
The theme will update right away with the colors of the theme you selected. The best part is you can change your theme as often as you want, they all look great!
To add team members, click on your profile box and click on 'Settings' (1), then click on 'My Company' (2) on the left-hand side menu under 'User Management' to display all the available options and then click on 'Users' (3).
There you will see all your existing team members. To add a new one, click on 'Add Team Member'.
You will get the team member creation form where you can enter the name, access level, email address and temporary password for the account.
There are two different team member access levels: team and individual. Generally speaking, the team level access gives the team member the option to see everything that is happening with the team, while the individual level access will allow the team member to only see records where they are the owner.
To create the team member after you have added the information, click the 'Save' button.
Once the team member is saved, it will appear as part of your team. You will need to inform your team member that their account has been created and let them know what password you have set. From this view, you can also edit, activate or suspend existing team members.
Linking your Email address with FreeAgent CRM allows you to organize your email communications more efficiently in one single place.
It will also enable you to keep track of all the sent and received emails from the 'Activity' section on your Contacts app.
To get started, click your portrait picture and then click 'Settings' (1). Then click 'Pair Email' (2) under Email and Calendar sync, in the left-hand side menu.
Here you are given the option to pair with either Gmail, Office 365, Exchange, and IMAP based servers. The easiest way to know which option is right for you is to select the option that corresponds to your current method to check your email.
Pair with Google
This will take you to the Gmail sign-in process. Just enter the email address you would like to link to FreeAgent CRM, then click next.
Enter the password for your email account and click next one more time.
You will then see the list of necessary permissions to link your account. Once you click 'Allow' your email will be connected to FreeAgent CRM.
Pair with Office 365
Click on 'Pair with Office 365'; this will take you to the Outlook sign-in process.
Just enter the email address you would like to link to FreeAgent CRM, then click next. Enter the password for your email account and click next. You will then see the list of necessary permissions to link your account.
If you agree, then click 'Yes.'
Remember that you can change the permissions at any time in your Outlook account settings.
Pair with Exchange
Click on 'Pair with Exchange'; this will open up a modal window, where you will need to input your email address, your username, your password and finally the Email Server URL. Once you have entered all the required information click the 'Connect' button.
Pair Other Email (IMAP)
Click on 'Pair Other Email'; this will display the IMAP Account Settings form.
Under the Personal Information section, enter your email address, username* and password.
*For most accounts, the username is the email address.
On the Server Information section, add the incoming and outgoing servers. The ports are defaulted but can be overwritten by clicking 'Override Default Port'.
Below you will find some of the most used servers. If you are unsure about your email account details, contact your IT department or check your email settings.
Incoming Mail (IMAP) Server Outgoing Mail (SMTP) Server
Server - imap.mail.yahoo.com Server - smtp.mail.yahoo.com
Port - 993 Port - 465 or 587
Requires SSL - Yes Requires SSL - Yes
Requires authentication - Yes
IMAP Server (Incoming Messages) SMTP Server (Outgoing Messages)
Server - imap-mail.outlook.com Server - smtp-mail.outlook.com
Port - 993 Port - 587
Click 'Connect' to save your account settings.
Successful Email Pairing
You will know that your email was paired correctly when you see the below image, showing the status as 'Connected'.
Congratulations! Your email is now paired with FreeAgent CRM!
Unpair your Email
To unpair, just click the 'Unpair' button located at the bottom of the screen.
You will be prompted to confirm the process, by clicking the 'unpair' button. Once you do your email address will be unpaired from FreeAgent CRM. Please note that all the emails that have already been associated with your Contacts won't be deleted when the email is unpaired. Only the emails received from that point forward are not going to be available.
Woohoo! Now you’re ready to pair a different Email address.
Save time by creating an email signature within FreeAgent CRM. Your email signature will be added to all emails that you send out of the system.
To configure your email signature, click on your profile box and click on 'Settings' (1). Then click on 'Email' (2) in the menu that will come up on the left-hand side.
Then click on the second tab labeled 'Signature'. the Email Signature text editor will enable you to create rich and varied types of Email signatures.
You can customize the font type and size, add extra formatting styles and upload images. Once you are happy with your Email signature, click the 'Save' button.
The next time you want to send an email to a Contact, your email signature will be already included in the email editor.
We know that there are cases where you may need to blacklist some emails given that they contain sensitive information. Whether it is for security reasons, privacy policies or if they contain confidential information you can blacklist them on FreeAgent CRM.
The blacklist exists at an individual level, which means that any email address you add to the list will be blocked from your profile only. Your team members will keep receiving those emails if they don't blacklist them too.
The email addresses that belong to your team members, including both the one they use to sign in and the ones they have paired, are automatically blacklisted.
Blacklist emails, click on your profile picture and click on 'Settings' (1). Then click on 'Email and Calendar Sync' (2) in the menu that will come up on the left-hand side under Signal to display the available options, then click on 'Blacklist' (3).
Add the email address you want to blacklist and then click the 'Save' button.
From this moment on, the emails coming from the addresses in the blacklist are not going to be synchronized to FreeAgent CRM. It is important to mention that existing emails will not be automatically deleted, it will be necessary to delete them manually.
If you want to receive emails from those addresses in the blacklist, just click on the checkbox right next to it and then on the 'Delete' button.
It will be necessary for you to confirm that you want to remove that email address from the blacklist by clicking on the 'Delete' button in the dialog box.
Pair Your Phone
Paring your Phone Number will allow you to call your contacts directly from FreeAgent CRM. Your number will be used for all outgoing calls, however, calls from within FreeAgent CRM will not impact your phone bill.
Other benefits include calling your contacts with a single click, phone logs of all your calls and notes you add to them.
To pair your phone, click on your profile box and click 'Settings' (1). There click on Phone Setup (2) on the left-hand side menu. You can pair either your cell phone or your landline, even if you use an extension.
Here you will need to select your Country and enter your phone number, including the area code (1). If you have an extension feel free to add it to the Extension field. Click the 'Verify Phone Number' button (2).
You will receive a phone call to continue with the process where you will be prompted for the verification code. Enter the code on your phone and wait until the call ends on its own.
Your phone is now paired with FreeAgent CRM, you can unpair and pair a different number at any time.
It is possible to include your Web Conferencing in your account settings in FreeAgent CRM. This will help you create online meetings with your contacts a lot faster, as you can indicate whether or not you want to use this information when creating Next Steps of type Meeting.
- Navigating to Web Conferencing settings
- Adding Web Conferencing Information
- Edit Web Conferencing
- Use Web Conferencing when creating a Meeting
Navigating to Web Conferencing settings
To get started, click your portrait picture and then click 'Settings' (1). Then click 'Web Conferencing' under the Signal section.
Adding Web Conferencing Information
You have the option to add the URL for your personal meeting room (1). The URL will vary based on the service you use for Web Conferencing, just make sure that the URL is complete.
Optionally you can add a generic message that will be sent out to the invitees of all your meetings (2).
You can use all the elements of the HTML editor to create beautiful invitations to your meetings. Once you are done with the details of the Web Conferencing, click the 'Save' button.
It is important to mention that this changes are at the 'user' level, which means that any team member can add their own meeting information to their profile.
Edit Web Conferencing
To edit the information there, simply replace the previous data and click the 'Save' button once you are done.
Use Web Conferencing when creating a Meeting
To use the information you added to your Web conferencing setting, you will need to create a Next Step type Meeting. To learn how to create this type of Next Step, please visit the following tutorial:
In the Meeting creation window, you have the option to add a location for your Meeting. You could enter an address if you are meeting your customer in a specific place. However if you are meeting over the internet you can add the URL of the meeting room you intend to use. You can also click 'Use Web Conferencing Room location' to use the one you saved in your Settings.
If you use the one you already saved, the location section will include the URL you saved in your Settings and you will notice that under Notes, the message you saved will be there too.
Well done! You have saved your Personal web conferencing information to create meetings faster!
Congratulations! You have now completed configuring your basic settings.