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Configure account settings

How-to Reviewed · not yet fact-checked

In short

How do I configure my account settings in Reply?

Open Settings from the profile menu. The Account tab holds personal details, login email, timezone, password, and the Dark mode toggle; the Emails tab holds Email notifications; Email Accounts holds each mailbox signature; and the Beta tab opts you into early features. Compliance and uptime information lives outside the app.

Goal

An account configured the way you work: correct personal details and timezone, the right notification emails arriving at the right addresses, a signature on every outgoing message, and the interface in the theme you prefer.

Preconditions

Access to your own Reply account. Two settings are gated:

  • Email notifications are available only to team owners and admins — with Team Edition disabled, in Team Edition Private mode, and in Team Edition Public mode alike. See Workspaces and roles.
  • Signatures require at least one connected mailbox — see Connect a mailbox.

The Settings tabs

Settings groups the account's configuration into tabs. Each one owns a different part of the account:

TabWhat you configure there
AccountPersonal details, login email, timezone, password, and the Dark mode toggle
ToolsThe Email Quality checker toggle
EmailsEmail safety, Email notifications, BCC Settings, and Out-of-Office handling
CallsTurning calls on or off, renting a phone number, call recording, Custom Caller ID, inbound call transfer, teammate access to Cloud Calls, and call resolutions
Email accountsAdding and managing mailboxes, their daily limit, and the overall email count per mailbox
LinkedIn AccountsConnecting, pausing, and removing LinkedIn accounts, LinkedIn limits, refreshing the connection cookie, and revoking connection requests
TriggersAutomated actions on contacts and emails — adding to lists, moving to sequences, assigning statuses and stages, and removing contacts
SchedulesCreating and managing sending windows, choosing the default schedule, and reviewing schedules across the team
API KeyThe account's API key, plus Generate new to issue a replacement
Custom tracking linksPersonalizing the opt-out, open, and click tracking links
MeetingsThe Google Calendar integration, Google Meet and Zoom calls, meeting time zone, title, description, and duration
ContactsCustom fields, contact stages, and Account-based mode prospect handling
Chrome ExtensionThe link to the extension and its video guide
BlacklistBlacklisted domains, entered manually or uploaded from a CSV
BetaThe toggle that opts the account into features not yet enabled globally

The API key is what authenticates the Reply API, the Zapier and Make (Integromat) integrations, and signing in to the Chrome extension. Generate new issues a replacement key, so update anything already using the previous one. See Integrations and Chrome extension.

Profile and account details

  1. Open Settings and go to the Account tab.
  2. Fill in the personal details — First name, Last name, Company, Phone, and Title.
  3. Check the Email field — this is your login email.
  4. Set the Timezone. Sending windows are interpreted against it, so a wrong timezone shifts every schedule.
  5. Update the account Password here if you need to.

Email notifications

Reply sends three kinds of notification email, each with its own toggle:

  • Team reports — how many emails were sent across the whole team in a chosen interval. Available daily, weekly, or monthly.
  • Sequence error reports — sequence errors from the past 24 hours, with recommendations on how to fix them.
  • Notifications when the token expires — emails about mailbox connection problems, so a broken token does not sit unnoticed.

To configure them:

  1. Open Settings and go to the Emails section.
  2. Expand the Email notifications part.
  3. Turn the toggles on or off for the report types you want.
  4. For team reports and token-expiration reports, pick the addresses that receive them. Enter as many as you need, and remove any that are no longer relevant.
  5. Save the changes.

Mailbox signature

A signature is set per mailbox, not per account — each connected email account carries its own.

  1. Open Settings and go to the Email Accounts tab.
  2. Click the mailbox you want to add a signature to.
  3. Open the Signature section and write the signature in the text editor. It can include your name, job title, company website, and social media links.
  4. Click Save.

The signature then appears on every email sent from that mailbox. If a signature copied from elsewhere will not paste into the editor, build it as HTML and use the source code instead — Reply's email signature generator produces the signature in HTML format for exactly this case.

Interface preferences

Dark mode

  1. Open Account settings in Reply.
  2. Enable the Dark mode toggle.

Turning the toggle off returns the interface to light mode. Dark mode set in the browser syncs to Reply automatically — in Chrome, click the three dots next to your profile photo and go to Settings → Appearance → Dark mode; in Safari, open Settings → System Preferences → Appearance → Dark mode.

Beta program

The Beta program gives access to the latest features before they are publicly available.

  1. Open Settings.
  2. Scroll down to the Beta tab.
  3. Turn the toggle on.
  4. Confirm.

Turning the toggle off removes the beta features from the account — along with some pages and the data generated and used by those features.

Disabling Beta is not a neutral undo. Pages and data that only exist because of a beta feature disappear from the account when the toggle goes off.

Compliance, security, and status

These are not in-app settings — they are reference sources you point at when someone asks how Reply handles data or whether the platform is up.

Uptime and incidents. The status page reports uptime and downtime for the web application, API availability, the Reply website, the Chrome Extension, and Integrations. It is monitored automatically and updated every 4 hours, and statistics are kept for the last 90 days. The incident list sits in the lower part of the page.

Security. Reply runs on MS Azure Cloud Services, with infrastructure designed in multiple layers of defense-in-depth security measures and data centers guarded by perimeter fencing, video surveillance, security personnel, and secure entrances. Access to the production environment is limited to authorized members of the Reply engineering team, and database access is restricted to specific IP addresses. All network connections use SSL/HTTPS, and internal infrastructure sits behind firewall policies. Data is backed up every minute with incremental encrypted backups, stored in geo-replicated storage that keeps six copies across two Azure data centers. Your data remains your property — it is not shared with third parties or mined for advertising, and you get time to export it before any deletion. The application is protected against SQL injection, cross-site scripting, authentication vulnerabilities, application setup vulnerabilities, sensitive data theft, and cross-site request forgery.

GDPR. Reply is aligned with GDPR legislation, with one stated exception: the LinkedIn Email Finder and Outreach extension, which is used for LinkedIn scraping. Used without that extension, the rest of the platform is compliant with the legal obligations set out in the regulation. The extension only extracts information that is in open access on LinkedIn, and Reply handles data-controller requests — including erasing that data from the system on request. Customer data in Reply accounts is stored and processed in the Azure Cloud; outside the application it is used only in aggregated form for analysis. Customers act as the data controller for the people in their accounts, and Reply acts as the processor.

Common mistakes

  • Leaving the Timezone on the Account tab at its default — every schedule is then interpreted against the wrong zone.
  • Expecting a signature set on one mailbox to apply everywhere. It applies only to emails sent from that mailbox; each connected account needs its own.
  • Clicking Generate new on the API Key tab without updating the integrations that use the previous key.
  • Turning the Beta toggle off and expecting the account to look exactly as it did before. Data created by beta features goes with them.
  • Reading email-account statistics right after a schedule that runs past midnight UTC. Email account limits update daily at 00:00 UTC, and stats can show incorrect values when a sequence schedule is extended past that point.

FAQ

Who can set up email notifications?

Only team owners and admins. The setup is available with Team Edition disabled, in Team Edition Private mode, and in Team Edition Public mode — but a regular member does not see it in any of them.

Can notification emails go to someone other than me?

Yes, for team reports and token-expiration reports. Both let you pick the addresses that receive them, and you can enter as many as you need or remove ones you no longer want.

Where do I add my email signature?

In Settings → Email Accounts, on the mailbox itself: click the mailbox, open the Signature section, write it in the text editor, and save. If pasting fails, use the HTML source code instead.

Does dark mode follow my browser?

Yes. Dark mode turned on in the browser is synced with Reply automatically. You can also set it directly with the Dark mode toggle in Account settings, and turn that toggle off to go back to light mode.

Where do I check whether Reply is down?

On the status page. It covers the web application, API availability, the website, the Chrome Extension, and Integrations, refreshes every 4 hours, keeps 90 days of history, and lists incidents at the bottom of the page.

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