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Service User Settings Guide

Updated

User settings are the preferences each person controls for their own account. Changes here affect only that user.

On this page:

Getting there

Click your profile in the upper right of Insightly Service and select User Settings.

User details

Set your name and any notes, along with:

  • Language settings – for teams with employees speaking different languages, a common practice is naming custom fields, tags, and categories bilingually, for example a task category named “Meetings/Reuniones.”
  • Regional settings – each user sets their own time zone so calendar events display correctly for colleagues in other regions.
  • Date and time format – Date Time Culture sets which region’s localized date and time options are available, and the Date Format and Time Format fields each show a live example of the format you pick. Number Format follows from your Date Time Culture selection and is not set on its own.
Insightly User Details Settings Page — This screenshot shows the User Details settings page in Insightly CRM, where users can configure their name, preferred language, time zone, currency, and date/time formats. These settings personalize how the CRM displays information and are important for ensuring accurate regional formatting across the platform.

Insightly User Details Settings Page

Email signature

Attach a signature to your outgoing ticket replies. Signatures are limited to 500 characters and can be written in plain text or built with the HTML editor.

Go to User Settings > Email Signature and design the signature in the text box.

To add an image, use the HTML editor. Images cannot be uploaded to Insightly directly, so first host the image on an image hosting service or your own publicly accessible server. Click the HTML button (<>) in the toolbar, add an img tag pointing at the image URL, then click the HTML button again to return to the editor and click Save Email Signature.

Email Signature Settings Page in Insightly — The screenshot shows the Email Signature configuration page in Insightly’s User Settings, featuring a rich text editor where users can create and format a personalized signature. This signature is automatically appended to outgoing ticket reply emails and can include text, links, tables, and basic formatting.

Email Signature Settings Page in Insightly

Notifications

Notifications are email alerts about records you follow. To receive a notification about a record, you must be following that record.

Reach them from User Settings > Notifications. Tabs include Following, which shows change notifications for records you follow, and System, which lists system-generated notifications such as a completed file import or bulk update. Notifications about bulk actions affecting many records won’t contain a link, since there’s no single record to open.

For calendar items that trigger Google notifications, check your Google Calendar notification settings directly, since those are controlled on Google’s side rather than Insightly’s.

Insightly Following Settings Configuration Page — This screen shows the User Settings “Following” page in Insightly CRM, where users can choose which types of records to automatically follow based on actions like creating, updating, commenting, or assigning. Checkboxes allow users to enable automatic following for tasks, leads, projects, and opportunities, which determines when they receive activity alerts and notifications.

Insightly Following Settings Configuration Page

Following

Following a record is what triggers notifications about it. You can follow records automatically or one at a time.

Go to User Settings > Following to choose which records you follow automatically:

  • Records I modify – records you create, update, or comment on.
  • Records assigned to me – records you are responsible for, so you hear about changes other people make.
  • Records I assign to others – records you hand to someone else, so you can track their progress.

To follow a single record by hand, open it and click the star to the right of its name; a filled star means you are following it. To see everything you follow, click View Items I’m Following from User Settings > Following.

Personal macros

Personal macros are saved responses you build for your own use, managed here rather than in System Settings. See How to use Macros for how macros work and what actions they can set.

Personal Macros Settings Page in Insightly — The image shows the Personal Macros section under User Settings in Insightly CRM, displaying one active macro named “Kourtney” in the Sync category, available only to the Owner with zero uses in the last seven days. This helps users understand how to view, manage, and add personal macros from their account settings.

Personal Macros Settings Page in Insightly

More user settings

A further group of settings under User Settings covers tickets, email, tasks and calendars, connected apps, your API credentials, and your default address.

Insightly User Settings Configuration Page — This screenshot displays the User Settings panel in Insightly CRM, showing options for ticket comments, email preferences, task reminders, calendar defaults, API credentials, and connected applications. A support reader would reference this to locate and adjust personal account settings such as their API key or default email behavior.

Insightly User Settings Configuration Page

Ticket comments. Set Default Ticket Comment to Public Reply or Internal Note to control which one a new comment starts as. Only an admin or the note’s author can edit or delete an Internal Note.

Email. Include My Insightly Mailbox Address in the BCC Field automatically BCCs your Insightly mailbox address on emails sent from Insightly. Save Email File Attachments to Insightly saves attachments as files. Make my Emails Visible to Others by Default controls whether other users on the account can see emails you’ve saved. Automatically Add and Link Contacts Included in the Email CC Field scans the CC line for addresses and creates or links matching contacts automatically.

Tasks and calendars. Set a default reminder time and day for tasks with due dates.

Connected applications. For Google integrations like Contact Sync and Calendar Sync, Google periodically changes how it authorizes third-party access. If you hit a Google authorization error, disabling and re-enabling the Google API key here often resolves it.

API key and URL. Found in the same User Settings area. Generate New API Key revokes the current key; anyone using it will need the new one to keep working. Changing a user’s administrative permissions also resets their API key automatically.

Default address. Set your country under Default Address Country.

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