Setting up your User Profile
There are 5 tabs to configure in the user profile settings. Each user must configure their user profile settings.
Personal Information Tab
- Update your Contact Information
Enter in basic profile and contact information for yourself, your team, and any location and licensing information as needed.
- Upload your profile picture
Your profile picture will appear at the top right across Shape as well as on your Portal referral landing page.
- Change your password
Change your password if you need to make an adjustment. Make sure you follow the password rules.
- Set 2 Factor Authentication for your login
Two-factor authentication (22FA) is a method of establishing access to an online account or computer system that requires the user to provide two different types of information. 2FA is an extra layer of security used to make sure that people trying to gain access to an online account are who they say they are. Choose from either a text or email. When you have 2FA enabled, upon logging in with your username and password, you will also receive a code texted or emailed to your preferred method. You will need to enter in this code in order to proceed with logging into Shape.
- Access your Portal Application link
If you are using Shape POS for your applications, you will find your application link here to share with your customers.
Email & Calendar Tab
Here you can sync your Gmail or Outlook calendar to Shape, connect email forwarding, as well as input your email signature
- Connecting your Gmail or Outlook Calendar
If you have not connected already, you will find an orange “Connect” button at the top of this tab. You will receive a popup to select your provider, either Gmail or Outlook, and be redirected to your provider to put in your credentials and enable any needed permissions.
- Email Forwarding
Under “Connect your Email”, you will find a forwarding address you can input into your email and have copies of emails you receive be forwarded to Shape. If there is no forwarding email showing, you need to enable email forwarding in the Billing and Transactions settings page linked here. The toggle to enable Email forwarding will be found in the “Add On Features” section and you will need to toggle ON “Shared Email Inbox”.
- Insert your Email signature
Here you will be able to insert your email signature into Shape. Your email signature will append to the bottom of all of the emails you send out of the system. Below we are including step by step instructions for inserting your email signature!
- Paste in your Booking Link
Below your email signature, you will find the Booking Link field. This field can be used for any booking service that you utilize, such as Calendly or Acuity. This field has a merge token {Calendly.Link} that can be included in your email signature for quick and easy booking!
Inputting your Email Signature
- Create one or multiple email signatures. Make sure to make one the default email signature.
- You can add an HTML coded email signature by choosing the + with three vertical dots next to it. Next, click on the “”, paste your HTML code, and click the “” again. It should change it from the code to the image. Make sure you label your email signature and choose this as your default signature and click “Save Changes”.
- Drag & drop, browse or paste an URL to insert an image. You can then reposition and resize!
Notifications Tab
The Notifications tab in your profile is used to adjust how you wish to receive your notifications in Shape. At the top, you can put in the Email and Phone number you want to receive your notifications on. There are many different notification types you can adjust and you can determine whether you want to receive notifications via email, text, on-screen popup, or push notification through our mobile app! You can mix and match these as you see fit.
Marketing Profile Tab
The Marketing Profile tab can be used for different marketing URLs that your users may utilize such as their social media links or personal video links. Global user marketing profile links can be set up in the User Marketing Profile settings page linked here: https://secure.setshape.com/manageMarketingProfile You will also find 4 custom profile fields available in this tab to use as needed!
Phone Tab
Lastly the phone tab is utilized to select your phone preference for calling in Shape. You can use the webphone to dila through your internet browser using your computer default audio devices, or, use call forwarding to forward your calls to an external line (like a cell phone or desk phone).
- Inbound Voicemail Recordings
Upload your MP3 audio files for your inbound voicemail greetings from directly within your user profile.
- Outbound Voicemail Drop
You can also upload your MP3 voicemail recordings to use with your outbound voicemail drop within your user profile.
Frequently Asked Questions
Can I have multiple email signatures?+
Absolutely! You will set one default signature and can have as many secondary signatures to choose from as needed.
My voicemail recordings are not uploading correctly.+
Your voicemail recordings must be in MP3 format to upload properly.
Do I have to use Calendly or can I use a different booking service?+
You can use any booking service that your wish! We only use Calendly as one example that is popular amongst our customers.
Can I remove access to prevent users from adjusting their profile?+
Yes you can! In the Role Permissions Settings page you can restrict access to different aspects of the user profile if you wish.