Team Settings

Overview

Open CRM → Admin. Team Settings is the first section of cards on the page. Click a card to open its panel in a slide-over sheet; close it with the round × button in the sheet header. Buttons such as Save, Connect and Disconnect sit in the sticky footer row at the bottom of the sheet, not inside the scrolling panel body.

Seven cards live in this section:

The Google and Microsoft cards show a small badge when your account is connected; the CRM Team card shows the number of members.

Who can use these cards

Organization owners and admins always see and can change everything in this section. Everyone else is governed by the per-member permission switches under CRM Admin → Team Settings in the permissions editor (open it from the Manage Organization page, or by clicking a member's role on the CRM Team card):

The Read / Write columns show how a brand-new member starts out. A permission that has never been granted is treated as denied, so if a member cannot see a card, turn its Read switch on and save. The Video Meetings card has no permission switch — it is visible to every member who can open CRM Admin.

Google

Connects your Google account (Gmail and Google Calendar) to the CRM. Once connected you can send email to a contact from their CRM profile, read the email thread history with that contact, create Google Calendar events from a contact record, and see their upcoming meetings. A connected Google account also becomes selectable as the organization's default calendar account and as an outgoing email sender.

Who can use it: any member who can see the card (owners, admins, and members with read access to Google). Connecting is per-user — every team member who wants to email or schedule from contact profiles connects their own account. No admin role is required to connect your own.

Connect your Google account

1. Open CRM → Admin and click the Google card.
2. The panel lists What you'll unlock. Click Connect Google Account in the footer row.
3. Sign in to Google and approve the access request. The panel warns beforehand: You'll be asked to grant access to Gmail and Google Calendar. Your credentials are stored securely and never shared.
4. Google returns you to CRM Admin with Google account connected successfully! and reopens the Google panel.
5. Check the green banner: it reads Connected as you@yourcompany.com, with a dot for Gmail and one for Calendar, each marked Enabled or Not granted.

What Google asks for

Google shows one consent screen listing all of the following. Approve them together — unticking one leaves the matching feature switched off and the panel marks it scope not granted.

VINSI asks for offline access so it can keep working after you close the browser, and forces a fresh consent screen every time you connect, so you always see exactly what is being granted.

Pick an organization-wide shared calendar

This block only appears when Calendar access was granted. It sets one Google Calendar that all CRM appointments are written to, instead of each person's own calendar.

1. Click Load Calendars. The button is replaced by a dropdown once the list arrives.
2. Choose a calendar. (Primary) marks your main calendar and (Read-only) marks one you cannot write to.
3. Click Save. A Shared calendar saved message appears and the panel shows Currently using: with the calendar name.
4. To go back to per-user calendars, choose Use each user's primary calendar (default) and save, or click Clear next to the current selection.

To use a calendar that is shared with you from another domain and does not appear in the list, paste its ID into Import Shared Calendar(format calendar-id@group.calendar.google.com) and click Import, then click Load Calendars again to select it. Refresh clears the loaded list so you can pull it again.

Buttons and fields

When the connection expires

VINSI renews the Google session in the background, so day-to-day you never have to do anything. If Google refuses the renewal — you changed your password, turned on new security settings, or removed VINSI from your Google account's connected apps — the connection is marked inactive and the card flips back to the disconnected state. Click Connect Google Account to restore it; nothing else is lost.

Troubleshooting

Once connected, see CRM Calendar for working with the meetings themselves.

Microsoft

The Microsoft card is the Outlook equivalent of the Google card: connect your Microsoft account to send email to contacts from their CRM profile, read the email history, create Microsoft Calendar events from a contact record, and see upcoming meetings. It also makes the account available as the organization's default calendar account and as an outgoing email sender.

Who can use it: any member who can see the card (owners, admins, and members with read access to Microsoft). The connection is per-user, exactly like Google. Work, school and personal Microsoft accounts are all accepted.

Connect your Microsoft account

1. Open CRM → Admin and click the Microsoft card.
2. Click Connect Microsoft Account in the footer row.
3. Microsoft shows an account picker. Choose the mailbox you want the CRM to use, then approve the access request. The panel warns beforehand: You'll be asked to grant access to Microsoft and Microsoft Calendar. Your credentials are stored securely and never shared.
4. You return to CRM Admin with Microsoft account connected successfully! and a green Connected banner showing Outlook and Calendar as Enabled or Not granted.

What Microsoft asks for

Admin consent in a managed tenant

Many Microsoft 365 tenants block users from approving third-party apps themselves. In that case the sign-in ends with a message saying approval is needed from an administrator, and nothing is connected. A Microsoft tenant administrator has to grant admin consent for the VINSI application once; every member can then connect normally. VINSI deliberately does not force its own consent prompt, so once your tenant admin has approved the app, members just pick their account and are returned straight to the CRM.

Buttons

When the connection expires

As with Google, the session renews itself in the background. If Microsoft refuses — password change, new conditional-access policy, or the app revoked in your Microsoft account — the card returns to the disconnected state and you simply click Connect Microsoft Account again.

Troubleshooting

Time Zone

Opens the Organization Time Zone panel. This is the default time zone for your organization, used for ticket due-date reminders and for scheduling. Individual team members can override it in their own profile settings, so this is the fallback for anyone who has not.

Who can use it: owners and admins, plus members granted write access to Timezone. Members with read access only can open the panel and see the current value, but the dropdown is greyed out.

Change the organization time zone

1. Open CRM → Admin and click the Time Zone card.
2. Open the Time Zone dropdown. It has two groups: Common Time Zones at the top and All Time Zones below.
3. Pick a zone. It saves the moment you select it — there is no Save button. A brief spinner appears and a Timezone updated message confirms it.
4. Confirm the line at the bottom of the card now reads Currently set to: your new zone.

Field

Calendar Settings

Opens the Default Calendar Account panel. It nominates one already-connected Google or Outlook account as the calendar the CRM uses to create, read, reschedule and delete calendar events for the whole organization — no matter which team member's API key or automation triggered the request. Use it so that automated bookings and integrations always land on one predictable calendar instead of on whichever person happened to trigger them.

Who can use it: organization owners and admins. Saving is admin-gated on the server, so a member who can see the panel still gets Admin access required if they try to save.

Set the default calendar account

1. Make sure somebody in the organization has connected an account with calendar access using the Google or Microsoft card.
2. Open CRM → Admin and click Calendar Settings.
3. The box at the top shows Currently configured: — either an account, or Not configured — falling back to the internal Vinsi Calendar.
4. Pick an entry from the Connected account dropdown. Each option reads email (Google or Microsoft) - member name.
5. Click Save. A Default calendar account updated message confirms it and the Currently configured box refreshes.

To go back to the built-in calendar, choose Select an account… (the blank first option) and click Save.

Fields

Email Settings

Sets the outgoing mail server for everything the CRM sends on your organization's behalf — ticket assignment notices, workflow emails, reminders, meeting invitations and email campaigns.

Who can use it: organization owners and admins, plus members granted read access to Email Settings to view it. Saving is admin-only on the server; a non-admin save fails with Admin access required.

The three ways to send

The panel starts with two radio buttons, and choosing Custom SMTP Server reveals a second pair under SMTP Setup Method:.

Use the platform default

1. Open CRM → Admin and click Email Settings.
2. Select Default (noreply@vinsi.ai). All other fields disappear.
3. Click Save Email Settings in the footer row. You get Email settings saved — using default.

Set up your own SMTP server

1. Select Custom SMTP Server, then SMTP Configuration.
2. Fill in SMTP Host, Port, Username and Password. Tick Use TLS/SSL (port 465) if your provider requires an SSL connection.
3. Fill in From Name, From Email, and optionally Reply-To Email.
4. Review the Rate Limits block. Typing a well-known host fills these in for you (see the table below).
5. Click Test Connection. Success shows a green ✓ Connection successful!; failure shows the reason in red.
6. Click Save Email Settings. You get SMTP settings saved.

Send through a connected Google or Microsoft account

1. Select Custom SMTP Server, then Use Connected Organization Account.
2. If the panel says No connected email accounts in the organization., click Connect an account (Microsoft) or Connect Google and complete the sign-in, then come back.
3. Pick an entry in Connected Account. Options read email (Google or Microsoft) - member name.
4. Set From Name. From Email fills itself in from the account and cannot be edited.
5. Adjust Rate Limits, then click Test Connection to verify the account is still active and still has mail access.
6. Click Save Email Settings. You get Email settings saved.

Fields

Rate limits

Rate limits stop your mail account being suspended for sending too fast. Anything over the limit is queued and sent automatically as soon as the window opens, so nothing is dropped — it just goes out later. When you type one of the hosts below into SMTP Host, the three boxes fill in with that provider's recommended numbers and a green Detected … line appears; you can still adjust them.

For anything not in the list, the panel suggests 15/min, 400/hr, 1800/day for Google Workspace and 5/min, 80/hr, 450/dayfor a free Gmail account as a starting point.

Troubleshooting

CRM Team

Opens the CRM Team Access panel: the list of team members who can reach the CRM module, with each person's role. The card badge shows how many there are. Use it to check who has access and to jump straight into editing a person's role and permissions.

Who can use it: owners and admins, plus members granted read access to CRM Team. Editing a role opens the same permissions editor used on the Manage Organization page, which is restricted to owners and admins.

Find a member

1. Open CRM → Admin and click CRM Team.
2. Type into Search by name, email, or role…. Matching is case-insensitive and covers name, email address, role and permission group, so searching admin lists every admin and supervisor lists everyone in the SUPERVISOR group.
3. The counter next to the box reads N members, or N of M members while a search is active. Click the × in the box to clear it.
4. Page through with « First, ‹ Prev, Next › and Last ».

Permission groups

The panel has two tabs, Members and Permission Groups. On the groups tab, owners and admins create roles such as Supervisor or Call Center Agent, set their permissions once, and assign them — to one member with the picker on their row, or to many at once with the selection boxes and Apply. Each member's role label shows their group, for example Member · SUPERVISOR. See Permission Groups for the full walkthrough.

Edit a member's role and permissions

1. Click anywhere on the member's row, or click the role label on the right.
2. The permissions editor opens for that person. Change the role and the individual read/write switches, including the CRM Admin → Team Settings group described in the Overview.
3. Save in the editor. The member sees the change the next time they load the page.

What the panel shows

Video Meetings

Opens the VINSI Video Meetings panel, where you schedule meetings, email join links to contacts and teammates, and manage the organization's custom meeting backgrounds. Everything about actually being in a meeting — joining, controls, recordings, summaries and remote control — is covered in VINSI Meet.

Who can use it: every member who can open CRM Admin. This card has no separate permission switch.

Create a meeting and invite people

1. Open CRM → Admin and click Video Meetings.
2. Type a Meeting Title.
3. Optionally set Date & Time (optional) — a date plus a start and end time. Leave it blank for a meeting you start right away.
4. Under Invite by email (optional), start typing a name or email: pick a contact or teammate from the suggestions (click or press Tab), or type any address.
5. Click Create & Send Invites. Each invitee gets an email with a join link.

Manage existing meetings

The table below the form lists Title, Host, When and Created; click Title, When or Created to sort. Each row has these actions:

Custom backgrounds

1. Scroll to Custom Backgrounds.
2. Click Upload Background and choose an image. Everyone in your organization can then pick it during a meeting.
3. To remove one, click the small red × on its thumbnail and confirm Delete this background?.

Full walkthroughs: Meet overview, joining a meeting, recordings and summaries, and remote control.