21.2 Your User Profile (Agent/Broker Personal Settings) (Settings > My Profile)

Purpose (Applies to ALL Users - Admins, Agents, Staff):

This section allows each individual user to manage their own personal settings, login credentials, communication preferences, and calendar integrations within the Close Master account.

Accessing:

Navigate to Settings → My Profile.

Key Configuration Areas:

  • User Info / Profile Details:
    • Update your First Name, Last Name.
    • Upload or change your Profile Picture.
    • Verify or update your Phone Number.
    • Your Email Address (used for login) is usually displayed here but might not be directly editable (often requires admin change).
  • Password: Change your current login password. Requires entering your current password and then the new password twice. Use strong, unique passwords.
  • Email Signature:
    • Create or paste your professional email signature in the editor provided. Include your name, title, license number (if required), brokerage name, phone, website, etc.
    • CRUCIAL: Ensure the toggle Enable Signature on all outbound messages (or similar wording) is turned ON if you want this signature to be automatically appended to emails you send *manually* from the Conversations tab. Note: Signatures for automated emails (Workflows/Campaigns) are typically managed within the email templates themselves.
  • User Availability (CRUCIAL for Scheduling):
    • Verify/Set Time Zone: Ensure the correct time zone is selected for your location. This directly impacts how appointment times are displayed and booked for you.
    • Define Available Hours: Set the specific days and times you are available to accept appointments booked through Calendars you are assigned to. Use the interface to block out lunch breaks, unavailable times, or specific days off. Be accurate here!
    • Set Default Meeting Location: Enter your default location for appointments (e.g., your personal Zoom link, your office address, "Will Call Client"). This can be used as a merge tag ({{user.meeting_location}}) in calendar settings.
  • Integrations / My Connected Accounts (IMPORTANT): This is where you connect your *personal* external accounts to Close Master:
    • Calendar Integration (HIGHLY RECOMMENDED):
      • Connect your primary work calendar: Google Calendar, Outlook Calendar (Microsoft 365), or potentially iCloud Calendar. Follow the prompts to log in and grant permission.
      • Purpose: Allows Close Master Calendars assigned to you to:
        1. Check for Conflicts: Prevent leads/clients from booking appointments during times you already have events scheduled on your external connected calendar.
        2. Push Appointments: Automatically add appointments booked via Close Master Calendars onto your connected external calendar, keeping your schedules synchronized.
    • Video Conferencing Integration:
      • Connect your Zoom, Google Meet, or Microsoft Teams account.
      • Purpose: Allows Close Master Calendars to automatically generate unique video meeting links ({{appointment.meeting_location}}) for virtual consultations or meetings booked through calendars assigned to you.
    • (Optional) Two-Way Email Sync:
      • Connect your work Gmail (Google Workspace) or Outlook (Microsoft 365) account here if you want to enable the two-way sync feature described in Chapter 2.10 (syncs emails with matching contacts between your external inbox and Close Master Conversations).
  • Calendar Configuration (Fine-tuning Sync): After connecting an external calendar:
    • Primary Calendar: Select which specific external calendar Close Master should push appointments *to*.
    • Check for Conflicts: Select all external calendars (personal, shared, etc.) that Close Master should check for existing events when determining your availability for new bookings.
    • Configure other sync settings as needed.
  • Notification Preferences (Bell Icon / Notifications Tab):
    • Control how *you* receive alerts from the Close Master system.
    • Choose your preferred delivery method (In-app notification, Email, SMS) for various events like New Lead Assigned to You, New Task Assigned to You, New Message Received, Upcoming Appointment Reminder, @Mention in Notes/Conversations, etc. Customize these based on your preferences to stay informed without being overwhelmed.
  • Save Profile Changes: Remember to click Save after making updates to your profile, availability, or integrations.

Encourage all team members to review and configure their My Profile settings accurately, especially Availability and Calendar Integrations, to ensure smooth scheduling and operations.