Settings & Configuration

Administrators configure SurelyCrm through the Settings panel. This guide covers user management, statuses, templates, custom fields, telephony, payment providers, and application-level configuration.

User Management

Navigate to Settings > Users to manage team members.

Creating a User

1. Click New User.
2. Enter their name, email, and phone number.
3. Assign a role: Administrator or Standard User.
4. Set a temporary password or let the system generate one.
5. Save. The user can log in immediately.

Managing Users

Action	Effect
Edit	Update name, email, role, or reset password
Lock	Prevent login without deleting the account
Unlock	Restore login access
Delete	Permanently remove the user. Reassign their customers first.

Statuses

Statuses define your customer pipeline. Go to Settings > Statuses to create, edit, or remove them.

Each status has:

• Value — The display name (e.g., "Active", "On Hold")
• Colour — Visual indicator on customer cards
• Sort Order — Controls display order in dropdowns

Statuses can be referenced in workflows, custom views, bulk actions, and automated actions. Deleting a status that is in use may break existing customer records, so archive carefully.

Email & SMS Templates

Templates ensure consistent communication. Create them in Settings > Email Templates and Settings > SMS Templates.

Template Tokens

Insert dynamic values using double curly braces:

Token	Resolves To
{{Firstname}}	Customer's first name
{{Surname}}	Customer's surname
{{ReferenceNumber}}	Unique reference number
{{EmailAddress}}	Email address
{{MobilePhone}}	Mobile number
{{HomePhone}}	Home number
{{Status}}	Current status
{{Address1}}	First line of address
{{Postcode}}	Postcode

Cloning Templates

Use the Clone action to duplicate an existing template as a starting point. This is useful for seasonal campaigns or A/B testing variations.

Custom Fields

Administrators create custom fields in Settings > Custom Fields. Each field has:

• Name — Internal identifier (no spaces)
• Label — Display name shown to users
• Type — Text, Number, Date, DateTime, Boolean, or Select
• Required — Whether the field is mandatory
• Active — Inactive fields are hidden but preserve data
• Display Order — Sort position on the customer form

For Select fields, define the allowed options as a comma-separated list. Custom fields appear on every customer profile and can be used in workflows, views, and calendar templates.

Document Types

Document types categorise uploaded files. Configure them in Settings > Document Types. Examples:

• Contract
• ID Verification
• Proof of Address
• Invoice
• Correspondence

You can clone document types and assign them display colours for quick visual recognition.

Telephony Configuration

To enable the built-in phone system, go to Settings > Application Settings and configure the Twilio section:

Setting	Description
Twilio SID	Your Twilio Account SID
Twilio App SID	Your TwiML Application SID
Twilio API Key	API Key for token generation
Twilio API Secret	Secret for the API Key
Twilio Phone Number	Your purchased Twilio number
Enable Integration	Master toggle for telephony features
Hold Music	Audio played to callers on hold
Recording Channel	Mono or dual-channel call recording

Payment Providers

SurelyCrm supports payment provider integrations for processing customer payments. Go to Settings > Payment Providers to configure them.

Currently supported:

• PayPal — Full integration with sandbox and live modes
• Stripe — Coming soon
• GoCardless — Coming soon

For each provider you will need:

• Client ID / Public Key
• Client Secret / Private Key
• Sandbox mode toggle (recommended for testing)

Click Test Connection to verify credentials before going live.

Application Settings

The Application Settings page controls global behaviour:

• Company Name — Displayed in emails and the portal
• Default Email From — Sender address for system emails
• Portal Settings — Require authentication, enable messaging
• Twilio Integration — Telephony configuration

Feature Toggles

Administrators manage tenant-specific feature toggles from Administration > Feature Toggles. A toggle changes only the current tenant's CRM database.

Reference-backed campaign promotion

ReferenceBackedCampaignPromotion is disabled by default. Enable it only after the tenant's database migrations have completed and the external integration is ready.

When enabled, it exposes the external campaign-location, campaign-selection, campaign-create, and atomic Lead/Opportunity promotion endpoints. When disabled, all of those /Api/external/... endpoints return 404. Existing UUID-based CRM APIs stay available to their existing clients, but they are not an alternative contract for Dark Leads and do not expose external references.

Before enabling the toggle, confirm that locations are active and campaigns are assigned to their intended locations. Use opaque externalReference values for the integration; a campaign's display referenceCode is not its external identity. See the External Promotion API for retry, conflict, and eligibility behaviour.

Automated sample-site claim

AutomatedSampleSiteClaim is disabled by default. Enable it only when an external sample-site claimer is ready to poll and claim Leads for the tenant.

When enabled, it exposes:

• GET /Api/leads/byStatus — a bounded, status-filtered Lead listing that returns opaque external references, status, and created timestamps only. The listing is read-only.
• POST /Api/leads/claim — an atomic compare-and-set claim that transitions one Lead from New to Processing by opaque external reference. Concurrent claimers: exactly one succeeds; others receive 409.

When disabled, both endpoints return 404. Neither endpoint returns CRM UUIDs or contact data. See the Lead Status List API and Lead Claim API.

SalesBrief

SalesBrief is disabled by default. Enable it to show the SalesBrief textarea on the authorised Lead create and edit form and to expose the Lead Read API.

When enabled, the form shows a SalesBrief textarea with a live character count and the same 8,000-character limit as storage, and GET /Api/external/leads/{externalReference} returns the stored external reference, business name, brief, and optional contact email and phone for the tenant. The brief is plain text or simple Markdown stored as untrusted text and is never rendered as trusted HTML. While the toggle is disabled the form field and read API are inaccessible: the field is hidden and a direct form submission cannot store or replace a brief, and the read endpoint returns 404. The external promotion endpoint stores a supplied brief at Lead creation even while this toggle is off; only the form and read API are gated.

Support Categories

Configure support ticket categories in Settings > Support Categories. Categories help route tickets and generate analytics. You can activate or deactivate categories without losing historical data.