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 Personal Settings completed. The first thing you will want to do to set up your FreeAgent CRM account is 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 favority 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:
- Navigate to Personal Settings
- Change Password
- My Profile
- Email Setup (including Pairing Gmail, Office 365, IMAP or Exchange, Signature & Blacklist)
- Phone Sync
- Web Conferencing
- Notifications (including @mentions)
- Navigate to Company Settings
- Branding & Working Calendar
Navigate to Personal Settings
Open the menu and scroll down until you find Personal Settings and there click on it to display the available options. Alternatively, you can use the search feature and type 'personal 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.
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'.
'Find' performs a quick search on the internet to provide you a couple of options.
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.
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 them, click on Notifications under Personal Settings in the menu. 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.
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 which 'app' the mention was created (1). 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' (2).
To configure your theme, go to your Personal Settings in the menu and click 'Themes'. There are 9 different themes for you to choose from, 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!
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 Personal 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.
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, 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.
It is possible to include your Web Conferencing in your Personal 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.
To get started, go to your Personal Settings or search 'web' in the menu, then click on 'Web Conferencing'.
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.
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.
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!
Navigate to Company Settings
Open the menu and scroll down until you find Company Settings and there 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.