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User Settings

Updated

User Settings holds each person’s own preferences, separate from account-wide configuration.

On this page:

What’s in User Settings

Personal preferences including profile details, notification settings, email configuration, and connected application settings such as the Google API key.

Language settings let you localize custom fields, tags, and categories for teams that speak more than one language. A common practice is naming these bilingually, for example a task category named “Meetings/Reuniones.” CRM supports English, German, Spanish, French, Italian, and Portuguese.

Regional settings control your time zone and how dates and times display. Set your time zone so calendar events show correctly for colleagues in other time zones; if you use Calendar Sync, make sure your calendar provider’s time zone matches the one set here.

User Details Settings Page in Insightly CRM — This screenshot shows the User Details configuration page in Insightly CRM, where a user named Jaspreet Sharma has settings for language (English), time zone (Eastern Time UTC-05:00), currency (CAD $), date/time culture (Danish/Denmark), and number format. These settings control how dates, times, and numbers are displayed throughout the CRM for that individual user.

1 User Details Settings Page in Insightly CRM

 Insightly Notification Settings Configuration Page — This screenshot shows the User Settings Notifications page in Insightly CRM, where users can manage how they receive alerts across three channels: In Product, Mobile Push, and Email. The page displays checkboxes for various notification types including Mention Notifications, Follow Notifications, and System Notifications, all of which appear enabled by default.

2 Insightly Notification Settings Configuration Page
Insightly Email Settings Configuration Page — This screenshot shows the Email Settings page in Insightly’s User Settings, where users can manage email accounts, configure mailbox behaviors like BCC tracking and attachment saving, and set up an email signature. It would help readers understand where to find and adjust their personal email preferences within the CRM.

3 Insightly Email Settings Configuration Page

 Insightly API Key and URL Location — The image shows where to find your Insightly API key and API URL within your account settings, with both fields highlighted by arrows. A “Generate new API key” button is also visible, which allows users to create a new key if needed.

4 Insightly API Key and URL Location

Email signature

A signature is added automatically to every email you send from Insightly. Signatures can hold up to 500 characters and can be built in plain text or with the HTML editor.

Go to User Settings > Email Settings, find the Email Signature section, and design the signature in the text box using the formatting toolbar. Click Save Email Signature when finished.

To add an image, click HTML in the formatting toolbar, and add an img tag pointing at an image hosted elsewhere, such as an image hosting service or your own publicly accessible server. Images cannot be uploaded to Insightly directly. Click HTML again to return to the normal editor and confirm the image appears where you placed it.

Troubleshooting SMTP and unverified email accounts

Email sending problems usually trace back to SMTP configuration or an unverified sending address.

Email Settings Add Account Dropdown Menu — The Email Settings page in Insightly CRM shows an “Add Account” button with a dropdown revealing two options: “Synced Email Account” and “Classic Email Account.” This helps users understand the different methods available for connecting an email account to their Insightly profile.

When Insightly can’t verify the account

A few things commonly cause this:

  • An incorrect SMTP server name or port number.
  • IMAP or POP server details entered instead of SMTP. IMAP and POP retrieve email; only SMTP sends it, which is what this connection needs.
  • An incorrect username, email address, or password.
  • SMTP not enabled for the email server or account.

To troubleshoot: ask the email administrator (or their documentation) for the correct SMTP server and port, and confirm SMTP is actually enabled. Try ports 587 or 465, both common secure options, and try the connection with the SSL checkbox both checked and unchecked. If the username field has the full email address, try removing the @domain (for example, dwinchester instead of dwinchester@example.com).

When Insightly’s IP addresses aren’t whitelisted

If the mail server’s firewall only allows known IP addresses and Insightly’s haven’t been added, the connection will fail the same way. The email administrator needs to whitelist Insightly’s server IP range, represented differently depending on the field:

  • Dynamic IP: 204.94.91.129 through 204.94.91.254
  • IP address with subnet mask: 204.94.91.128/25
  • Static IP(s): 204.94.91.128 255.255.255.128

Notifications

Notifications are grouped into three tabs: mentions, records you follow, and system alerts.

  • Mention notifications fire when someone @mentions you in a comment, on any object that has comments enabled.
  • Follow notifications fire for changes to records you are following.
  • System notifications cover things like a bulk import or export finishing.

For each notification type, choose which channels deliver it: in-app, email, or mobile push. Email notifications are off by default, so opt in to the ones you want. Mobile push notifications need the Insightly mobile app installed to arrive at all.

Enabling browser notifications

After choosing which items trigger notifications, the browser prompts for permission the next time one fires. Click Notification Settings from the notifications panel to review your choices.

Insightly Notifications Panel with Settings Menu — The screenshot shows the Insightly notifications panel open with a dropdown menu displaying two options: “Mark all as read” and “Notification Settings.” This would be relevant to a user learning how to manage or configure their in-app notifications within Insightly CRM.

Click Allow on the browser prompt to enable them. Notifications then appear in the upper-right of your primary monitor.

If you click Block instead, notifications can still be turned on later through the browser’s own site settings for Insightly.

Following

Following a record means you get notified when it changes. You can follow items manually, or set rules so Insightly follows things for you automatically.

Manual: open a record and click the star icon next to its name. A yellow star means you're following it. See everything you follow from User Settings > Following > View Items I'm Following, or from the bell icon.

Automatic: go to User Settings > Following and choose which of these to turn on:

  • Records I modify: follow anything you create, update, or comment on.
  • Records assigned to me: follow anything you become responsible for.
  • Records I assign to others: follow anything you hand off, so you can track its progress.

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