Settings Overview

Here’s an overview of your account settings. Some of this is basic information, yet it’s critical for a good foundation and to be set up for success with using the system. Below we will highlight some of the most important and foundational elements.

NOTE: Depending on your user settings and permissions, you may see different options or some features may not be visible to you.

Business Profile Settings

General Information of your Business: The friendly and legal business name, logo, business email, phone, domain, website, niche, and the API Key
The Business Physical Address
The Business Information: Business type, industry, registration ID type, registration number, regions of operations
Authorized Representative: name and last name, email, job position, and phone number
General Settings: Allow duplicate opportunities, merge Facebook contacts by name, disable contact timezone, email bot detection, mark emails as invalid, validate phone numbers when first SMS is sent to a new contact.
Email Bot Detection (General Settings)

The Bot Detection feature ensures accurate email engagement metrics and workflows by identifying and blocking bot interactions. It prevents bots from incrementing open or click counts and stops automation events triggered by bots.

Note: The Bot Detection feature is off by default and should be configured as needed.

Important:

Call and VoiceMail Settings and Missed Call Text Back settings have been moved to under Voicemail and Missed Call Text-Back in Advanced Settings > Phone Numbers

My Profile

Under the General Tab:

Personal Data: First and last name, email, phone, calendar, platform language, signature
Change Password: edit your current password and update
Sign Out Everywhere: This will sign you out of all devices and sessions, including the current device.
Email (2-Way Sync): Connect your incoming and outgoing emails between the CRM and your personal email (Outlook / Gmail)
Calendar Configuration: Add your primary calendar where your new events will be scheduled, and also add your Check For Conflicts calendar to avoid double bookings.
Private Mode for Synced Events: When enabled, only you can view the details of your third-party calendar events, keeping them hidden from others.
User Availability: Edit your timezone, available days and hours and your meeting location

Under the Notifications Tab:

Edit your conversation, task, Wordpress, Facebook and Google notifications. Select if you want to receive in App, Email or/and SMS notifications.

Billing

The Billing tab allows you to efficiently manage all financial aspects of your account. From monitoring subscriptions and managing payment methods to reviewing transaction history and updating billing details, this dashboard provides a centralized location for seamless financial management. You can also track wallet balances and set up automatic recharges to ensure uninterrupted service.

My Staff

Team Management

User Info: You can add or remove users to your account. You can add a personal logo for each user too. For each employee, fill out their basic information: name, email, and phone number. You can also add phone extensions here.
You can set and reset passwords for each user here too.

You can establish an email signature for each user, which can be helpful for campaigns they are assigned to.
You can also assign a specific calendar to the user.
User Permissions: You will only be able to change these if you are an admin for your account. If you are a user, you will not have access to this. If you are the administrator, you can toggle on and off the various permissions for the users within your team.
User Role: Assign the user to be a general user or an admin. Again, you will only have access to this if you are an admin
Call and Voicemail settings: Include an inbound number here if the user requires a dedicated number. You can also set the call time-out and upload a voicemail recording file.

User Availability: Set up the default availability for each user.

User Calendar Configuration: Connect a Google calendar for a user, if they want to sync their calendar in the system with a Google calendar.

Opportunities & Pipelines

Opportunities:

Customize opportunity settings to allow different owners for Contacts and their Opportunities. When enabled, workflows might stop assigning owners to opportunities. Additionally, you can set it to automatically add the Opportunity owner as a follower of the Contact and vice versa. When a new owner is selected for an opportunity or contact, they will be automatically added as a follower to the corresponding contact or opportunity.

Pipelines:

This section is about how you organize the flow of leads through Mastermind. You can create pipeline stages to track your leads through different stages. For example, you may have your leads begin in the prospect stage, then move to a booked call/appointment, and then sold. You can customize this section and the pipeline stages however makes sense for your business.

Automation

Global Workflow Settings allow you to manage notifications and pause workflows. By default, workflow error notifications are sent to all Admin Users via email, but you can add additional email addresses here.

You can also pause selected workflows, putting them in draft state for a specified period or annually. The maximum allowed pause duration is 15 days, and workflows should not overlap in multiple date ranges.

Calendars

This section is where you can create and manage your calendars. Please review our other tutorials for full calendar setup specifics.
You can create and edit your current calendars, edit your preferences regarding meeting locations, availability and connections (Zoom, Outlook, iCloud).
You can create individual calendars, groups, a service menu calendar and rooms and equipment.

NOTE: You can also access “Calendar Settings” from the Calendars page on your main dashboard menu.

Conversation AI

You can edit the Conversation AI bot settings here, train the bot, and make tests with it. Also, configure intents.

Voice AI Agents

The Voice AI Agent tab provides a comprehensive solution for automating inbound call handling and task management based on predefined goals. Here, you can configure the agent to manage calls, collect information, and respond using customizable scripts.

In this tab, you can set the agent's goals in Basic or Advanced Mode, trigger workflows, send SMS messages, or update contact fields based on call interactions. Additionally, you can customize the voice and tone of the agent to match your brand, manage availability settings to define working hours, and assign phone numbers to control when the AI handles calls.

Email Services

In this section, you can use your own SMTP services or use the default service.

Phone Numbers

In this section, you can manage any phone number(s) for your system.
You can add outbound numbers, forwarding numbers, and number pools.

Custom Fields

Here you can organize and manage your custom fields. You can create these in the form and survey builder, and they will be listed/organized here.
Custom fields are used to create/capture specific fields of information in your system. If you work in a specific niche or industry and have your contacts fill out a form with specific information related to their health, income, etc. you may want that captured information to be saved in a ‘field’ in their contact record.
Since the system is designed to capture general information, you can customize it to capture this more specific information.

Custom Values

Custom values are dynamically updating mini codes you can use in email templates, triggers, SMS, and more to pull in information. For example, you may want to have an email that pulls in the contact's first name so you can use the “contact first name” custom value which will auto-populate the first name. The template would read “Hello {{ custom_values.contact_first_name }} “ and the system would insert the appropriate first name.

Domains

This is where you add in your domain(s) or address that people type into the web browser URL to visit your website.You can also purchase a new domain or add it to a funnel/website in this tab.

Manage Scoring

It's commonly used to assess the level of interest, involvement, or responsiveness of a contact or lead. The score helps businesses know which communication is working more and how to nurture the lead.

Url Redirects

In this section, you can create URL redirects and will show URL redirects you have already set up.

Integrations

View a list of available integrations for your system. Click “Connect” to start the process. (You may be redirected to log in to that third-party system, such as Google or Facebook, to allow the integration). Most common integrations include Google (to sync with calendar appointments), Facebook (to sync with ads), Instagram (for direct messaging), and Stripe (to sync for payments).

Facebook Form Fields Mapping

This section will work only if you have the Facebook integration setup. If you’re running Facebook leads and using Facebook forms, you can map the fields from Facebook into the system. You will need to map the fields to work properly in the system.

Audit Logs

You can view the logs for various contact-related activities including calendar events, Opportunities, and Communication. This can help you identify and understand the sources of changes that are happening in the system.

Brand Boards

Brand Boards in Mastermind store your brand’s logos, colors, and fonts all in one place. They help keep your branding consistent. You can easily access everything for your marketing materials.

Companies

Create & associate companies with contacts
Associate contacts with companies based on the contact’s business name field value.

FAQ

What is included in the Business Profile Settings?

The Business Profile Settings allow you to configure your business name, logo, email, phone number, domain, website, and other relevant business information, including the authorized representative's details and general business settings.

How do I update my personal profile information?

You can update your personal data, including name, email, phone number, and calendar settings under the My Profile section. Additionally, you can configure your email sync and change your password.

What are the benefits of the Voice AI Agent?The Voice AI Agent automates inbound call handling, collects information, and responds using customizable scripts. It supports goal setting in basic or advanced modes and can trigger workflows based on call interactions.
How do I manage my team members?Under the My Staff section, you can add, remove, or update user information, assign roles and permissions, and set up user-specific calendars, email signatures, and availability settings.
What is the purpose of the Opportunities & Pipelines section?This section helps you organize and track the flow of leads through your business. You can create pipeline stages and customize them to fit your business process, such as prospect, booked call, and sold stages.
Can I pause workflows in the Automation section?Yes, you can pause selected workflows for a specified time period, with a maximum duration of 15 days. Workflows should not overlap in multiple date ranges, and this feature helps manage workflow operations during specific periods.
How do I configure my calendars?In the Calendars section, you can create and manage your calendars, set meeting locations, configure availability, and integrate with platforms like Zoom, Outlook, or iCloud. You can also set up service menus, group calendars, and more.
What are custom fields and how do I use them?Custom fields allow you to capture specific information related to your business or industry. You can create these fields in the form and survey builder and use them to store detailed information in your contacts’ records.
What are tags and how can they be used?Tags help organize contacts by categories, such as lead type, client status, or how they entered the system. Tags can also trigger events in your system, making it easier to manage and automate workflows.
How can I track my leads’ level of engagement?You can use Lead Scoring to assess the level of interest, involvement, or responsiveness of a contact or lead. This helps businesses understand which communications are effective and how to nurture leads better.
What are integrations, and how do I set them up?Integrations allow you to connect with third-party platforms, such as Google, Facebook, Instagram, and Stripe. In the Integrations section, you can view available integrations and connect them to sync data between your system and external services.
How do I manage billing details for my account?The Billing section allows you to monitor subscriptions, manage payment methods, update billing information, and track transaction history. You can also set up automatic recharges to ensure uninterrupted service.
What are custom values, and how can they be used?Custom values are dynamic mini codes that can be inserted into email templates, triggers, or SMS messages. For example, you can use the “contact_first_name” custom value to personalize messages automatically by pulling in a contact’s first name.
What are audit logs and how do they help?Audit logs track various contact-related activities, such as calendar events, opportunities, and communication. These logs help identify changes made in the system, offering insights into the sources of modifications or updates.