Settings

Settings holds everything you set once and then forget: your own password and mail signature, the look of the workspace, who is on the team and what they may do, the fields and default values the whole workspace works with, how leads are scored, and which assistant and which connected services the app uses.

Open settings from the gear icon in the menu bar. The sections run down the left-hand side and clicking one swaps what is shown on the right. A few of them — Fields, Documents / Attachments and the Claude key inside AI — only appear if you administer the workspace.

Your mail account itself is set up in the same screen, under Accounts (Users, Mails). It is described in the Email chapter.

Your account and password

The first section tells you who you are signed in as, which team and domain that is, how much storage the team has used and how many contacts and projects are stored — and which plan that adds up to.

How to use it

1. Open Account informations to see the user name, the team, the domain, the storage used and the number of contacts and projects stored.
2. Open Billing to see the address the bills go to. That is the primary owner of the workspace, and billing runs at the beginning of each month.
3. To change the password you sign in with, open Password, type your current password, then the new one twice, and click Save.

Good to know: a line under the boxes says whether the two new entries match, and Save stays greyed out until they do. If the current password is wrong, the app says so and nothing changes.

Related features

Team members and access, Where documents are stored

Mail signature

The block of text that goes under the mails you write. It is yours alone — every member of the team keeps their own — and it is written in a formatted editor, so a logo or a link can go into it.

How to use it

1. Open Own mailsignatur.
2. Write and format the signature in the editor.
3. Click Save. The signature is used from then on when you write mail.

Related features

Writing mail, in the Email chapter.

Workspace colour

The colour the app is painted in. Because the colour is kept per workspace, it is the quickest way to tell at a glance which one you are working in.

How to use it

1. Click your own picture at the bottom of the menu bar.
2. In the Theme row, click one of the three colour dots, or open the colour picker next to them and choose any colour you like.
3. The app changes colour straight away.

Good to know: the colour is remembered for the workspace you are in, and on this computer only — so two workspaces can carry two different colours.

Related features

Your account and password

Team members and access

Who can sign in to the workspace and what they are allowed to do. A team member is made from a contact, gets a user name and a password, can be switched active or inactive, and can be given administration rights — which is what unlocks the workspace-wide settings, the custom fields and the shared document folder. People who are not in the app yet can be invited by mail instead.

How to use it

1. Open Accounts (Users, Mails). The people who can sign in are listed on the left.
2. To give someone access, add them to that list. They become a team member, taking their name and work address from the contact, and their sign-in details open on the right.
3. Pick a person in the list to edit them: fill in the mail address, the user name and — if it should change — a password twice, then set Account activated and Has administration rights to Yes or No and click Save.
4. To take someone's access away, remove them from the list on the left. The account is deleted; the contact itself stays.
5. To invite somebody who is not in the app yet, click your own picture at the bottom of the menu bar and choose Invite people. Type a mail address, click Add another for each further person, then click Send invitation.

Good to know: a user name somebody else already uses is flagged under the field while you type, and saving asks for another one. On the invitation page, Send invitation stays greyed out for as long as one of the addresses is not a valid mail address.

Related features

Your account and password, Custom fields

Salutations, money and logo

The values the whole workspace starts from: the salutations offered on a contact, the currency, the internal and external hourly rate, the default tax rate and tax number, and the company logo.

How to use it

1. Open Fields.
2. Under Salutations, type a new salutation and click Add; to take one out, pick it from the drop-down and click Remove. The change reaches every contact right away.
3. Under Defaults, choose the currency, enter the internal and external hourly rate, the default tax rate and the tax number, and click Save.
4. Under Company, click Add image to pick a logo. The crossed circle next to it puts the standard logo back.

Good to know: the money values are only a starting point — each contact, task and project can carry its own. A logo of about 100 by 100 pixels works best.

Related features

Custom fields — and Budget and costs, in the Projects chapter.

Custom fields

Fields of your own, on top of the ones the app ships with. A field is defined once for the workspace and then appears on every contact — or on one kind of activity, such as only on tasks or only on deals.

How to use it

1. Open Fields and go to the Custom fields block. The fields already defined are listed on the left.
2. Click New, then choose whether the field belongs to a contact or an activity — and, for an activity, which kind.
3. Give the field a name and pick its type. If it is a selection, add the choices, one per line. A default value is optional.
4. Tick Active, and Show as list column if the field should appear as a column in lists.
5. Click Save. The field now appears on every record it was defined for and can be filtered and sorted on.
6. Remove takes a field out of the list again.

Good to know: renaming a field later keeps everything already filled in, and removing one only hides it — what people already typed into it is kept. Saving a field without a name is refused and asks for a name first.

Related features

Salutations, money and logo — and The contact record, in the Contacts chapter.

Lead scoring and close probability

The two dials behind the numbers in the deal list. Lead scoring decides how much each signal — interactions, meetings, how recent the last contact was, the mood and the intent of mail, website visits, the estimated value, the size of the company — may add to a lead's score, and from which score a lead counts as tier 1 or tier 2. The close probability says how likely a deal in each stage is to be won, which is what turns a potential value into a weighted forecast.

How to use it

1. Open Fields and go to the Lead scoring block.
2. Set the score a lead needs to reach Tier 1 and Tier 2, then give each signal under Weights the most it may ever contribute. A signal set to nought is switched off.
3. Click Save, then Recompute now to apply the new numbers to the leads you already have. The app reports how many leads were touched.
4. In the Stage close probability block, enter a percentage for each stage — Lead, Pitch, Negotiations, Closing, Won and Lost — and click Save. The weighted figures in the deal list and in the board lane headers follow from these.
5. In the Sentiment Keywords block, edit the negative, hesitant and positive word lists — one word or phrase per line — for English and, under Custom Language, for a second language you name yourself. Click Save.

Good to know: the line above the buttons shows the highest score that can now be reached, and warns when a tier is set so high that nothing can ever reach it — which otherwise just looks like a workspace with no good leads. Saving the weights alone leaves existing scores as they were; only Recompute now works them out again. Percentages outside nought to a hundred are pulled back into range, and the boxes are refilled with what was actually stored.

Related features

Lead score, Pipeline stages and Deal value and forecast, in the Deals chapter.

The assistant

Which assistant does the AI work — proposing a mail, suggesting replies, refining text, answering in the chat and designing a campaign — and on whose account.

How to use it

1. Open AI.
2. Pick Local (LM Studio) to use an assistant running on your own machine, or Claude (Anthropic) to use Claude. Adjust the address of the local server if it is not the default — Reset URL puts the default back — and click Save. The choice and the address are stored together.
3. For Claude, paste the workspace's key into the Claude API key field and click Save. Test key checks it against Claude for real and reports back whether it works or why it did not. Remove key deletes the stored one.
4. To change what the assistant is told to do, edit the text under AI mail-proposal prompt or AI reply-suggestions prompt and click Save. Reset to default brings the built-in wording back, and leaving a box empty falls back to it as well.

Good to know: the key is the workspace's own credential and every AI request made from here is billed to it. Only administrators see that block, and the key is never shown in full — the line above the field only shows enough of it to tell which key is stored. With no key stored, Claude is unavailable for the workspace.

Related features

Writing help, in the Email chapter — and The assistant and the open page, in the Browser chapter.

Tracking and connected services

What campaigns need before they can go out and be measured: a tracking code, a place for campaign pages to live, a mailbox to send from, and the Instagram account whose figures are pulled back in.

How to use it

1. Open Campaigns/Leads and click Generate ID. The tracking code appears; it cannot be generated a second time.
2. Choose Hosted (Rocketbatch) if campaign pages should open inside Rocketbatch and click Copy URL, or Self-hosted (embed) if they belong in your own website and click Copy to take the snippet. Either way it lands on the clipboard, ready to be used in a campaign or pasted into your website.
3. Under Campaign Mail Account, enter the address and the sender name recipients should see and click Connect Gmail, then sign in in the window that opens. Without this, the app refuses to send campaigns.
4. Open Social Media and paste the long-lived access code of your Instagram Professional account into the Instagram Access Token field, then click Save. The figures of posts and stories can then be pulled into the app.

Good to know: Instagram access can be withdrawn again at any time from the Apps and Websites part of your Instagram settings.

Related features

Campaign tracking, Publishing a campaign and Instagram posts, in the Campaigns chapter.

Where documents are stored

By default the documents and attachments you add are kept on the Rocketbatch service. A workspace that works with very large files — drawings, video, big images — can point at a folder of its own instead: a network drive or a synchronised cloud folder.

How to use it

1. Open Documents / Attachments.
2. Switch Enable shared folder on.
3. Pick the general folder everyone shares and, if this computer reaches it under a different path, the custom path as well.
4. Click Save. A message asks you to sign out and back in for the change to take effect.

Good to know: with a shared folder in use, the files themselves live in that folder and only what is needed to find them again is kept in Rocketbatch. The section is only shown to administrators of the workspace.

Related features

Your account and password