06-Settings-Customization

Settings and Customization Guide

Learn how to customize the system to work exactly how you want it. Make it match your brand, your workflow, and your preferences.

Getting to Settings

1. Click your profile icon (top right corner)
2. Select "Settings" from the menu
3. You'll see different setting categories on the left

Profile Settings

Your Professional Information

Keep your profile current:

Profile Photo - Upload a professional headshot - Should be clear and friendly - JPG or PNG format - At least 400x400 pixels

Signature - Draw, type, or upload your signature - Appears on all proposals - Make it legible - Keep it professional

Contact Information - Business phone number - Professional email - Office address - Website URL - Social media links (optional)

Professional Details - Insurance license number - License expiration date - Certifications - Years of experience - Specialties

Agency Information

If you work for an agency:

Agency Logo - Upload high-quality logo - PNG format (transparent background best) - Will appear on all proposals - Recommended size: 500x200 pixels

Agency Details - Agency name - Main office address - Phone number - Website - Agency license number

Theme and Appearance

Choose Your Theme

Light Mode - Bright white background - Best for daytime use - Easier to read in bright light - Traditional appearance

Dark Mode - Dark background - Easier on eyes in low light - Reduces eye strain - Modern appearance

Auto Mode - Switches automatically - Light during day (6 AM - 6 PM) - Dark at night (6 PM - 6 AM) - Follows your computer settings

Color Scheme

Choose accent colors: - Blue - Professional, trustworthy - Green - Growth, safety - Purple - Premium, creative - Red - Urgent, attention-grabbing - Custom - Enter your brand color code

Font Settings

Proposal Fonts - Heading font (for titles) - Body font (for main text) - Choose from professional options - Preview before saving

PDF Settings

PDF Layout

Page Setup - Page Size: Letter (8.5x11) or A4 - Orientation: Portrait or Landscape - Margins: Normal, Narrow, or Wide

Cover Page - Enable/disable cover page - Add custom logo - Include agent photo - Custom background color/image

Headers and Footers - Company name in header - Page numbers (choose position) - Date generated - Confidentiality notice

PDF Styling

Color Scheme - Match your brand colors - Professional templates available - Custom color options

Section Styling - Heading sizes (H1, H2, H3) - Bullet point styles - Table formatting - Quote box styling

Branding Elements - Watermark (subtle background) - Logo placement - Color accents - Border styles

PDF Content Options

Choose what to include:

Standard Sections - ✅ Executive Summary - ✅ Business Overview - ✅ Coverage Recommendations - ✅ Risk Analysis - ✅ Premium Estimate - ✅ Next Steps

Optional Sections - ⬜ Table of Contents - ⬜ Glossary of Terms - ⬜ Claims Examples - ⬜ Testimonials - ⬜ About Your Agent - ⬜ About the Agency

Report Sections Management

Reordering Sections

1. Go to Settings → Report Sections
2. See list of all sections
3. Drag and drop to reorder
4. Click "Save Order"

Customizing Sections

Edit Section Content 1. Click pencil icon next to section 2. Edit the template text 3. Use variables like {business_name} 4. Preview your changes 5. Save

Add Custom Sections 1. Click "Add Custom Section" 2. Name your section 3. Write or paste content 4. Choose where it appears 5. Save

Hide/Show Sections - Toggle switches to show/hide - Hidden sections won't appear in proposals - Can unhide anytime

Creating Templates

Save time with reusable content:

Text Snippets 1. Write commonly used text 2. Save as snippet 3. Name it clearly 4. Insert with one click

Section Templates - Save entire sections - Use for similar businesses - Customize per client - Share with team (if applicable)

Notification Settings

Email Notifications

Choose when to get emails:

Proposal Activity - ✅ When client views proposal - ✅ When client downloads PDF - ✅ When proposal is accepted - ⬜ Daily summary instead

System Notifications - ✅ New features announced - ✅ Maintenance notices - ✅ Billing reminders - ⬜ Tips and tutorials

Notification Timing

Immediate - Get notified right away Hourly Digest - Once per hour summary Daily Digest - Once per day summary Weekly - Weekly summary on Mondays

SMS Notifications (Premium)

If available on your plan: 1. Add your mobile number 2. Verify with code 3. Choose what to receive via text 4. Usually just urgent items

Integration Settings

Email Integration

Connect your email to send proposals:

Gmail/Google Workspace 1. Click "Connect Gmail" 2. Sign in to Google 3. Grant permissions 4. Test connection

Outlook/Office 365 1. Click "Connect Outlook" 2. Sign in to Microsoft 3. Grant permissions 4. Test connection

Other Email Providers 1. Enter SMTP settings: - Server address - Port number - Username - Password 2. Test connection

Calendar Integration

Sync follow-up reminders:

1. Connect Google Calendar or Outlook
2. Choose default reminder times
3. Auto-create follow-up tasks
4. Sync with your calendar

CRM Integration

If you use a CRM system:

Supported CRMs: - Salesforce - HubSpot - Pipedrive - Zoho - Monday.com

Setup: 1. Choose your CRM 2. Enter API credentials 3. Map fields 4. Test sync 5. Enable auto-sync

Agent Settings (AI Configuration)

AI Response Style

Choose how the AI writes:

Tone Options: - Professional - Formal, business-like - Friendly - Warm, approachable - Simple - Easy to understand - Technical - Detailed, specific

Length Preference: - Concise - Short and to the point - Standard - Balanced detail - Comprehensive - Thorough explanations

AI Provider Settings

If you have your own AI API keys:

Google AI (Gemini) 1. Enter API key 2. Choose model version 3. Set temperature (creativity level) 4. Test connection

OpenAI (GPT) 1. Enter API key 2. Select model (GPT-4 recommended) 3. Adjust parameters 4. Test connection

Anthropic (Claude) 1. Enter API key 2. Choose Claude version 3. Set parameters 4. Test connection

AI Behavior

Customize AI assistance:

Research Depth - Quick (30 seconds) - Standard (1 minute) - Deep (2-3 minutes)

Citation Style - Include sources always - Only when requested - Never include sources

Language Complexity - Simple (8th grade level) - Standard (high school level) - Advanced (college level)

Billing and Subscription Settings

View Your Plan

See current subscription: - Plan name - Monthly/annual billing - Renewal date - Features included - Usage this month

Change Plans

Upgrade: 1. Click "Upgrade Plan" 2. Choose new plan 3. Enter payment info 4. Confirm change 5. Immediate access to new features

Downgrade: 1. Click "Change Plan" 2. Select lower plan 3. Confirm understanding of lost features 4. Takes effect next billing cycle

Payment Methods

Manage payment info:

Add Payment Method: 1. Click "Add Payment Method" 2. Enter card details 3. Set as default if desired 4. Save

Update Card: 1. Select existing card 2. Click "Update" 3. Enter new expiration or CVV 4. Save changes

Billing History

View past invoices: 1. Go to "Billing History" 2. See all past charges 3. Download invoices 4. Print for records

Advanced Settings

Data and Privacy

Data Export - Download all your data - CSV or JSON format - Include proposals, clients, settings

Privacy Controls - Who can see your proposals - Data retention period - Third-party sharing preferences

API Access

For developers and integrations:

Generate API Key: 1. Go to "API Settings" 2. Click "Generate New Key" 3. Name the key 4. Set permissions 5. Copy and store securely

Webhook Configuration: 1. Add webhook URL 2. Choose events to monitor 3. Set authentication 4. Test webhook 5. Enable

Backup Settings

Automatic Backups: - Daily backups (recommended) - Weekly backups - Manual only

Backup Storage: - Cloud storage (included) - Download locally - External backup service

Team Settings (Multi-User Plans)

Add Team Members

1. Go to "Team"
2. Click "Invite Member"
3. Enter email address
4. Set role and permissions
5. Send invitation

Roles and Permissions

Admin - Full access to everything - Can manage billing - Can add/remove users

Agent - Create and edit proposals - View own analytics - Cannot change settings

Viewer - Read-only access - Can view proposals - Cannot edit anything

Team Branding

Ensure consistency: - Shared templates - Common snippets - Unified PDF styling - Standard signatures

Tips for Better Customization

Start Simple

1. Set up basic profile first
2. Add logo and signature
3. Adjust theme
4. Then tackle advanced settings

Brand Consistency

• Use same colors everywhere
• Consistent fonts
• Matching email signatures
• Unified templates

Test Everything

• Send yourself test proposals
• Check PDFs on different devices
• Verify emails arrive correctly
• Test integrations thoroughly

Regular Updates

• Update profile photo annually
• Check license expiration
• Review notification settings
• Update payment methods

Keyboard Shortcuts

Enable productivity shortcuts:

Navigation - G + D - Go to Dashboard - G + P - Go to Proposals - G + S - Go to Settings

Actions - N - New Proposal - Ctrl/Cmd + S - Save - Ctrl/Cmd + P - Print/PDF - Esc - Cancel/Close

Enable in Settings → Preferences → Keyboard Shortcuts

Mobile Settings

Optimize for mobile use:

Mobile View - Simplified interface - Touch-friendly buttons - Swipe gestures - Offline mode

Mobile Notifications - Push notifications - Badge counts - Sound alerts - Vibration

Troubleshooting Settings

Settings Won't Save?

• Check internet connection
• Clear browser cache
• Try different browser
• Contact support

PDF Issues?

• Check PDF settings
• Verify logo format
• Reduce image sizes
• Test with simple proposal

Integration Problems?

• Re-authenticate connection
• Check API keys
• Verify permissions
• Review error logs

Best Practices

1. Complete Your Profile - 100% complete profiles convert better
2. Brand Everything - Consistent look builds trust
3. Test Before Using - Always test new settings
4. Keep It Simple - Don't over-customize
5. Regular Reviews - Check settings monthly

Pro Tip: Save your settings configuration by taking screenshots or noting your preferences. This makes it easy to set up again if needed!