Settings - GatherCRM
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Gather Academy

Settings

1. Overview

GatherCRM Settings is where you control the main company-wide preferences for your workspace.

It lets you manage how GatherCRM looks, which company details are used, how emails are presented, who can access each area and how connected services behave. Most changes affect the whole company, so Settings is usually managed by a CRM Administrator.

You can use Settings to manage:

  • Branding, including the admin menu and login page
  • Practice details, currency and the default screen after login
  • Default sender identity, company-wide email signature and footer text
  • Login security, idle logout and secure-fields PIN
  • Custom terminology for areas such as Contacts, Tasks and Quizzes
  • Installed GatherCRM modules and external integrations
  • App notifications for desktop and mobile devices
  • Users, profile details, roles and module access
  • Billing information and server cron diagnostics, where available

Some tabs only appear when the matching GatherCRM module is installed or when your user role has permission to see them.

2. How to use it

Go to Settings in the GatherCRM admin menu.

Start with Branding and Practice. Branding controls the logo and colours used in the admin menu and login page. Practice stores the company name, address, phone number, email address, website, currency symbol and the screen users see after signing in.

Next, open Email.

Use Default Sender Identity to set the standard From name, From address and Reply-to address. You can also write one company-wide email signature and personalise it for each sender with these merge tags:

  • {{name}} – the sending user’s name
  • {{Title}} – the sending user’s Job title
  • {{Number}} – the sending user’s Phone number
  • {{logged-in-email}} – the sending user’s email address
{{name}} | {{Title}}
Email: {{logged-in-email}}
Number: {{Number}}

www.company.com

GatherCRM replaces the tags with the details of the user who sends the email. Job title and Phone number are stored under Settings → Users or My Profile. If a profile field is blank, that part of the signature will also be blank.

Use Security to manage magic login, idle logout, failed-login protection and the four-digit PIN used for secure contact fields. Change security settings carefully and test the login screen afterwards.

Use Terminology to rename GatherCRM labels to suit your business. Enter both the singular and plural version where both fields are shown. For example, Quizzes could become Assessment and Assessments. Leave a field blank to use the GatherCRM default.

Use Modules to activate or deactivate installed GatherCRM modules. This affects the whole workspace; it does not simply hide a menu item for one user.

Use Integrations to connect services such as Calendly or create outgoing webhooks. Test any new connection before relying on it for live work.

Use App Notifications to choose which events create alerts. After enabling notifications globally, each user must also enable them on every browser, desktop app or mobile device they use.

Use Users to invite and manage team members. Add each person’s First name, Last name, Email address, Job title and Phone number, then choose the right role and module access. Use Roles to create custom access levels when the built-in roles do not fit.

Use Billing to review the current plan and seat allowance, request a plan change or open the Stripe-hosted payment portal. Server Cron is a technical diagnostics area for full WordPress administrators and should normally be handled with your website host or developer.

When you make a change, select Save Settings and wait for the confirmation message. Modules, Integrations, App Notifications, Users, Roles, Billing and Server Cron have their own action buttons instead of the main Save Settings button.

3. Top Tips for getting the most out of it

  1. Change one thing at a time. Save it, then check the affected screen before moving on.
  2. Keep Practice details accurate. They may be reused on emails, invoices and reports.
  3. Complete every user’s name, Job title, Phone number and email address before using a dynamic company signature.
  4. Send a test email from two different user accounts after changing the sender identity or signature.
  5. Make sure the From address matches the mailbox authenticated by Fluent SMTP or your configured mail service.
  6. Enter both singular and plural terminology labels, then refresh the relevant module to check the wording.
  7. Remember that switching off a module affects the whole workspace. Check that no live process depends on it first.
  8. Give users only the modules they need. Use View as, where available, to confirm what their role can see.
  9. Test branding on desktop and mobile so logos, text and buttons remain clear and easy to read.
  10. Treat integrations, billing and Server Cron as technical areas. Record the current setup and involve support, your website host or a developer if you are unsure.