Aptly allows your Company to add static Company Information that applies to all of Aptly. This includes Company addresses and phone numbers, branding, and User Role Settings. Org Settings can also be set to apply to all Aptly Users.
In this article, you'll learn:
- How to edit company info
- How to create and configure User Roles and Permissions
- How to invite Team Members to Aptly
- How to manage members
- How to configure your organization (org) settings
How to Edit Company Info
- Click the Settings ⚙️ gear icon in the bottom, left corner of your browser window.
- Click Company Info and Team.
- Click Edit Info.
- Enter your company name, address, time zone, phone number(s), and website.
- Upload your logo by clicking on Select Image. Aptly supports .jpg and .png files only.
- Select your business hours. Disable any days that you are closed by toggling “Enable” on/off. This is important because Inbox Rules that are related to response times take these business hours into consideration. These business hours also apply to boards.
- Check Set Holidays to set up company holidays by selecting the appropriate dates on the calendar.
- Click Save!
How to Create and Configure User Roles and Permissions
Aptly comes with Default Users and User Role Permissions. You can change each User Role’s Permissions by editing User Roles.
Each User Role’s Permissions differ based on User Role Type. For example, Admin Permissions are slightly different than Team Member Permissions.
To learn more about each User Role Permission, check out the table below.
Permissions | Permission Description |
Comments - Can edit comments | When adding internal comments (on a card or conversation), user can edit or delete their comment after adding it. |
Setup- Access all areas of setup | Access all areas of the company and subscription settings. |
Setup - Allows inviting guest users | Invite non-Aptly user contacts to access specific company Aptly Boards as limited guest users. Guest users are not counted toward subscription. They will not have access to the inbox. They cannot access boards unless invited. |
Setup - Can Change Password | Set a password to access Aptly account. Must also enable Login With Password in Org Settings. If disabled, all users must log in via Google or Microsoft authentication. We recommend signing in through SSO. |
Setup - Topics | Access the Shared Topics section of Company Settings and add to Shared Topics for the whole company to use. |
Boards - Can modify public board settings | Edit board settings (card sources, automations, card fields, forms, and templates) if it is a public board. If disabled, users can view and use board but not edit the settings. |
Dashboard - Can view other users’ dashboards | View other user dashboards in your own dashboard view by clicking the avatar selection dropdown menu. |
Private Calendar Admin - Full access to all private calendars | View other users’ event details in private calendars. If not enabled, event details will show as Blocked. |
Shared Calendar Admin - Full access to all shared calendars | View event details in all shared calendars. If not enabled, event details will show as Blocked. |
Phone - Allow sending of bulk SMS | Send an SMS message to multiple contacts at once using the Bulk SMS composer from a card or contacts. |
Phone - Allow toggling call recording on outbound calls | Have the option to turn on/off recording outbound phone calls made from Aptly through the phone dialer. |
Phone - Block listening to call recordings | Removes access to call recordings. |
Phone - Manage all shared phone numbers | Access to Shared Phone Number settings including automations and ability to add other users to phone inbox. |
Phone - Manage paid features (create numbers, call recording, etc) | Enable/disable paid features from Twilio in the Shared Phone Numbers settings. This includes adding new phone numbers, caller ID, and enabling/disabling call recording. |
Can read completed review details | See details of completed reviews (surveys) attached as comments to conversations and cards. |
Channel Admin - Can configure automations on any channel | Create inbox rules and edit personal inbox settings for any connected inbox. |
Channel Monitoring Access - Personal Channels are viewable by Admin | A user’s personal inbox will be viewable by users with Channel Monitoring Admin permission enabled. |
Channel Monitoring Admin - Can read access enabled channels | Access to personal inboxes of users that have “Channel Monitoring Access” checked. These inboxes will appear in Aptly Inbox under “Monitored Inboxes.” |
Email - Allow sending of bulk messages | Send a message to multiple contacts within Aptly. Bulk messages are used for mass communication and email campaigns. |
Email - Manage all shared email accounts | Access all Shared Inbox Settings including assignment rules and adding/removing user access. |
Inbox - Grant access to all company emails from (Contact Type) | Automatically share conversations sent to any user by specific contact types in Aptly. These conversations are only viewable if related to the contact or locational object (portfolio, building, unit, lease). |
Reviews - Ability to opt out of sending review requests | Allows user to opt-out of sending a review to an email recipient upon archiving. |
E-Signature - Countersign Documents | Allows the user the ability to countersign an E-Signature document. |
E-Signature - Create Documents | Allows the user to send a new E-Signature document. They are still able to view any sent E-Signature documents. |
Screening - Allow Accepting/Declining Applications | Enables user to accept/decline screening applications. |
Screening - Allow Setup | Allows the user to setup all areas of Screening Management. |
Screening - Allow Viewing Credit Reports | Full applicant credit reports are viewable by user. |
Screening - Allow Viewing DOB | Date of Birth is visible to user. |
Screening - Allow Viewing SSN | Applicant’s SSN is viewable by the user. |
Screening - Allow Viewing Verifast Reports | Verifast reports include the bank verification reports and identity results |
How to Invite Your Team to Aptly
Once you've configured User Roles and Permissions, invite your team to Aptly!
- Under Members, click Add User.
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- Enter the New User's information into the fields provided. You can simply add the New User’s name and email. The User can update their contact information in their Profile Settings.
- Under Roles, select the appropriate role type from the drop-down menu. Default Aptly User Roles are Team Member, Manager, Guest User, and Admin.
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- Click Save.
The newly invited teammate will receive an email invitation with a link to Aptly. Clicking the link in the invitation email will open Aptly in a new window. They will be able to log in through their email provider or manually create a password.
Pending Invites
Any invites you’ve sent will appear under the Pending Invites tab. Here you can cancel the invite or resend the invitation email.
Guest User Permissions
Guest users have limited access to Aptly. They can have access to any boards that they are invited to but do not have access to the Dashboard, Inbox, or Settings.
How to Manage Members/Users
Here you will find all members (Users) with access to Aptly. You can add new users, edit, and delete Users.
Clicking on the pencil icon will allow you to edit each User’s contact information, avatar, email signature, User Role, and Teams. You can also view all of that User’s connected Personal Inboxes.
How to Configure your Organization (Org) Settings
Organization settings allow you to configure global account settings for all users. Each option has a hover over description.