As the administrator, you will be in charge or configuring your FreeAgent CRM for your entire team, but first, let's make sure you get your Settings completed. The first thing you will want to do to set up your FreeAgent CRM account is to configure them, as they will help you get your email and phone number paired in order to unlock some great features, such as emailing or calling your customers within FreeAgent CRM as well as access to your calendar* (depends on the email provider). Here you can also set up your web conferencing information, choose your favorite FreeAgent theme, and enable the notifications that better suit your process. The steps that you will need to follow to complete this article will cover the following items in your Personal Settings menu:
- Navigating to Settings
- Changing your Password
- My Profile
- Email Setup
- Phone Sync
- Web Conferencing
- Navigating to Company Settings
- Branding & Working Calendar
Navigating to Settings
Open the menu and scroll down until you find 'Settings', click on it to display the available options. Alternatively, you can use the search feature and type 'Settings' to get there faster.
We recommend that as soon as you first log in you complete this step for security reasons.
To change your password you will need to enter your current password. Then type in your new password and confirm it on the field below. Your password must contain at least one number, one uppercase letter, and a special character such as: @ # ! ? and most be at least 8 characters long.
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.
Your profile allows you to add information about yourself to personalize your account. Go to Settings and click 'Preferences'. You can also type in the menu search 'Preferences' to get there faster.
To upload a profile picture click on the square. If you already added a profile picture, click 'Replace' to change it. If you don't want to use a profile picture anymore, click 'Remove'.
To change the Language, simply click to show the available options and select your preferred one.
Once you are done click the 'Save' button located in the top right corner.
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 7 different notifications (including @mentions), you are able to enable and disable them at any time.
To configure them, click on 'Notifications' under the 'Settings' in the menu. You can also use the search function and start typing 'Notifications' to get there faster. There, all you have to do is mark the checkbox of the notifications you want to receive (@mentions are automatically 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. You can also expand the note in case you would like to add some styles and even some emojis.
Once you hit 'Enter', or click the 'Save' button, 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 which 'app' the mention was created. In the example below, the notification belongs to the 'Contacts' app, more particularly for 'Katelyn Abel'. It also gives the team member the option to 'Go to Page'.
To configure your theme, go to your Settings in the menu and click 'Themes'. There are 9 different themes for you to choose from (plus your Companies theme if one has been created), just select your favorite one.
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!
Thanks to your Corporate Theme feature you have the option to define your own theme to match your organization's logo and your brand. Creating your own theme is very simple.
In this section we will cover the following topics:
- Access Level Needed to Create a Corporate Theme
- Navigate to Corporate Theme
- Create your Corporate Theme
- Use it!
Access Level Needed to Create a Corporate Theme
This feature is only available for Administrator users. If you would like to create a custom Corporate Theme and you don't have access to Company Settings in your menu, please contact your team's administrator for further information.
Navigate to Corporate Theme
Corporate Theme is available under Company Settings. To get there faster, you can use the menu's search and start typing 'Corporate Theme'.
Create your Corporate Theme
To create your own Theme, use the color picker for each of the sections available in the Corporate Theme settings.
There are 4 main colors.
- Side nav. Selected card. Sort pills. This changes the color of the menu, the cards selected in the Rolodex view as well as the pills that appear on your views when you apply sorting to your columns.
- Nav Bar. The color you choose here will affect what we call the Navigation bar, which is the bar at the top of the screen, right where your Profile Picture is located.
- Main color. This is the color for the buttons, the icons.
- Links, Pills. This last option changes the color for all the links with the different views in FreeAgent. It also changes the color for the pills when you apply filters that are visible right below the search bar in your Applications.
To change each color, simply click on the field for the color picker to appear. There you can switch between colors to find the right tone or copy and paste the color #. You have the option to switch from HEX code to RGB or HSL color codes by clicking the arrows right next to the color to always use the same shade!
As soon as you save your new Corporate Theme, it will be available under Settings > Theme for you and all your team members. All they need to do is head over there and select your new Corporate Theme, to dress FreeAgent in your own brand colors!
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. If you pair with Google or Office 365 you will also have access to your Calendar.
To get started, go to the menu and search for 'Email' or go to Settings and click on 'Pair Email'.
Here you are given the option to pair with either Gmail, Office 365, Exchange, and IMAP (Other Email) 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.
IMPORTANT! Please note that FreeAgent CRM doesn't provide support for the Exchange versions that are no longer supported by Microsoft. You can learn more about them in Microsoft's Exchange Server supportability matrix.
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.
IMPORTANT! In order to have safe communication with IMAP servers, the requirement is to have TLS 1.3 (Transport Layer Security). If your IMAP server has a previous version, then the pairing process will use no secure interfaces.
Successful Email Pairing
You will know that your email was paired correctly when you see the below image, showing the status as 'Connected' and shows the pairing option of your choice.
Unpair your Email
If you want to stop getting your emails synchronized with FreeAgent CRM we provide the option 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.
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. Go to your Personal Settings or search 'Email' in the menu and then click 'Email Signature'.
You can customize the font type and size, add extra formatting styles, upload images, add links, and even create your own HTML signature. Once you are done, 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, go to your Personal settings or search for 'Email' and click 'Email Blacklist'. There click the 'Add' button.
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.
Each user has the ability to keep emails private in the activity timeline and select to only publish those that the whole team needs to see. This doesn't affect the interactions counts, as Private emails will still be recorded as Activities.
There are two different sections in FreeAgent CRM where you can make your emails private or public and in this section, we will cover both of them.
To get started, search for 'Preferences' or click on Settings to display the available options and then click on 'Preferences'.
By default, the email visibility configuration is 'Public' however you have the option to set it to 'Private'. If set to 'Public' everyone in your organization will be able to see the emails you send and receive in FreeAgent CRM. If you change the setting to 'Private' then the emails you send and receive from that point forward will only be visible to you.
Click the 'Save' button located in the top right corner once you have selected your email visibility preference. A success message will appear in the top right corner indicating that the change was saved correctly.
Public/Private Emails in the Activity Timeline
It is possible to change the visibility configuration for each of the emails you have sent and received within FreeAgent CRM. All you have to do go to the Activity timeline of your contacts app, select the desired contact, hover over the email you want to make public/private.
There you will see a lock icon that will indicate if the email is public or private. Public emails will show the 'open lock' icon when you hover over them and the email icon will appear as normal. Private emails will have the 'closed lock' icon when you hover over them and will display a small 'lock' icon.
To change the visibility of the email, just click on the 'lock' icon.
Well done! Now you can change the visibility of your emails so that you keep those important for your team public, and those meant for your eyes only private.
If the 'Track Email' checkbox was enabled when the email was sent, it will be tracked in the Email Analytics, however, the information shown in the list for that email is going to be limited. It will basically record the activity and will show if the email was opener or not, but the 'Body' of the email will appear empty as it is 'Private' information.
Pairing 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 made from within FreeAgent CRM and these calls will not consume your plan's data.
Other benefits include calling your contacts with a single click, phone logs of all your calls and notes you add to them.
This section will cover:
Navigate to Settings
Open the menu and scroll down until you find Settings and there click on it to display the available options, then click 'Pair Phone'. Alternatively, you can use the search feature and type 'pair phone' to get there faster.
Pairing 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, go to your Personal Settings or search 'phone' in the menu, then click on 'Pair Phone'.
Here you will need to select your country and enter your phone number, including the area code. If you have an extension feel free to add it to the Extension field. Click the 'Verify Phone Number' button.
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.
Changing your Phone Number
If you have already paired a phone number, but you would like to change it, whether it is to a cellphone number or a landline, just click the 'Change Phone Number' button.
You will need to follow the same process described in 'Pair your Phone' to complete the process.
Unpairing your Phone Number
If you would like to remove your phone number altogether from FreeAgent CRM, then just click on the 'Unpair' button.
You will need to confirm that you would like to continue with the Unparing process, by clicking the 'Unpair' button.
It is possible to include your Web Conferencing in your Preferences 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.
To get started, click on 'Settings' to display the available options and then click on 'Preferences' or search 'Preferences' on the menu.
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 these changes are at the 'user' level, which means that any team member can add their own meeting information to their profile.
To edit the information there, simply replace the previous data and click the 'Save' button once you are done.
Using you 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.
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!
Navigating to Company Settings
Open the menu, click under Settings, and then scroll down until you find Company Settings and click on it to display the available options. Alternatively, you can use the search feature and start typing 'company' to get there faster.
Branding & Working Calendar
Navigate to Company settings to display the available options and then click in 'Company profile'. Here you can update the name of your Account, upload your logo and use it to customize your brand within FreeAgent CRM. If you enable the checkbox 'Brand FreeAgent with my logo image' it will replace the FreeAgent CRM logo at the top of the screen.
Below the Branding, you will notice the Working Calendar section, where you can choose the day of the week when your workweek begins and when it ends. Once you do the Working Calendar will be automatically saved.
Setting up your workweek in FreeAgent CRM is fast and simple, but it will make your CRMing a lot smarter.
Once you have established a working week calendar, it will help you control your automations, meaning your followups for your customer-facing teams. This means that follow up calls or emails won't be assigned to your sales representatives on a Sunday if it is a no-work day, to ensure that nothing gets overlooked.
Excellent! Now that you have configured your Working Calendar all your automations will take these days into consideration so that all your follow-ups are scheduled during your business days.
Congratulations! You have now completed configuring your basic settings.