Setting Up Your CRM Profile

Setup order

Six steps to a profile that works for you

Work these in order. Each one takes a couple of minutes and you can come back and change any of them later.

Add your profile photo, verify your name, email, and phone number are correct, and set your password and security options. This is what teammates see when your name appears on a contact or a conversation.

Your signature appears at the bottom of every email you send out of the system. Include your name, position, and contact details. Send yourself a test email once it is saved so you can see how it actually renders.

Link your Gmail or Outlook account so email syncs both directions. Messages you send from the system appear in your regular sent folder, and replies come back into the unified inbox.

Set up two-way sync with your Google, Outlook, or iCloud calendar. This is what prevents double-bookings, because the system can see the personal commitments already on your calendar.

Choose which events trigger a notification and how each one reaches you: in-app, email, or text. Be selective here. Turning everything on is the fastest route to ignoring all of it.

Define your working days and hours, add buffer time between meetings, and mark any time off or vacation. This decides when people can book you, so appointments stop landing in your off-hours.

Check before you create a calendar

Your administrator may have already set up a calendar for you. Check first. If one exists, you only need to connect it to your profile. If not, go to Calendars, then Calendar Settings, then New Calendar, choose Personal Booking as the type, set your standard meeting duration and buffer times, and add it to your profile.

"These quick personalizations help the system work specifically for you and your needs. You can come back in and adjust them at any time."

Key definitions

Terms worth knowing

Your personal settings section, where you add your photo, update contact details, and customize your experience of the system.

The customizable text and formatting that appears at the bottom of every outgoing email you send from the system.

An extra layer of security requiring a verification code in addition to your password when you log in.

Bidirectional synchronization between your CRM calendar and your personal calendar, so a change in one shows up in the other.

Your working hours and schedule preferences, which determine when you can be booked for appointments.

Things to do

Try it now

Add your profile photo and confirm your name, email, and phone number are correct. Create your email signature, then send yourself a test email to see how it renders. Set your working days and hours so appointments stop landing outside them.

0 of 3 done

Tips

Worth remembering

Ask your admin whether a calendar already exists for you before you create a new one. Connecting beats duplicating.
Set buffer time between meetings when you configure your calendar. Back-to-back bookings with no gap are the fastest way to run late all day.
Be selective with notifications. Route the time-sensitive things to text or push, and leave the rest in-app.
Send yourself a test of anything before it goes to a client. That goes for your signature, and for every template you build later.

Check yourself

Quick Knowledge Check

Four quick questions on this lesson. One attempt each, and the answer is revealed either way.

0 of 4 answered

What does two-way calendar sync actually prevent?

The text that appears at the bottom of every outgoing email you send is your email ______.

Before creating a brand new personal calendar, what should you do first?

What do your availability settings control?

Apply it

Try this with your favorite AI

✍️Write your email signature

You are helping me write a professional email signature for messages I send out of my company's CRM. Here is my information: - My name: [your name] - My position: [your title] - My company: [company name] - Contact details I want included: [phone, email, website, booking link] - The impression I want to give: [approachable / formal / expert / efficient] Write me three versions: 1. A short one, three lines maximum, for text-heavy back-and-forth 2. A standard one with my full details and one call to action 3. A version for a first outreach to someone who has never heard of me Rules for your answer: - No images or logos, plain text and line breaks only - Keep every call to action to one short line - Do not invent details I did not give you, use a clear placeholder instead - No software brand names When you are done, ask me which one I want to use as my default so you can refine it further.

🔔Design your notification rules

You are helping me decide which CRM notifications I should turn on, so I stay responsive without being buried in alerts. Here is my context: - My role: [your job title] - How I work: [mostly at a desk / mostly on the road / a mix] - What genuinely cannot wait in my job: [describe it] - What can safely wait until I sit down: [describe it] - My working hours: [start and end times] Give me a table with three columns: the event, which channel it should reach me on (in-app, email, or text), and one sentence on why. Cover at least: new inbound message, new lead or form submission, appointment booked, appointment starting soon, task assigned to me, and a teammate mentioning me internally. Rules for your answer: - Route no more than three things to text, the rest in-app or email - Justify every text-level alert in a single sentence - Do not recommend turning everything on - No software brand names Finish by asking what my most common interruption is, so you can suggest what to switch off.

Your profile is set. Next, let's get into the conversations that run your day.