# Configure account settings

> Where each account preference lives in Settings — the Account tab's personal details and Dark mode toggle, the three email notification reports, per-mailbox signatures, the Beta program, and where compliance and uptime information sits.

**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.**

_Status: Reviewed — human-edited, facts not yet confirmed against the product._

## 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](/specifications/workspaces-and-roles).
- **Signatures** require at least one connected mailbox — see [Connect a mailbox](/how-to/connect-a-mailbox).

## The Settings tabs

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

| Tab | What you configure there |
| --- | --- |
| **Account** | Personal details, login email, timezone, password, and the Dark mode toggle |
| **Tools** | The Email Quality checker toggle |
| **Emails** | Email safety, Email notifications, BCC Settings, and Out-of-Office handling |
| **Calls** | Turning 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 accounts** | Adding and managing mailboxes, their daily limit, and the overall email count per mailbox |
| **LinkedIn Accounts** | Connecting, pausing, and removing LinkedIn accounts, LinkedIn limits, refreshing the connection cookie, and revoking connection requests |
| **Triggers** | Automated actions on contacts and emails — adding to lists, moving to sequences, assigning statuses and stages, and removing contacts |
| **Schedules** | Creating and managing sending windows, choosing the default schedule, and reviewing schedules across the team |
| **API Key** | The account's API key, plus **Generate new** to issue a replacement |
| **Custom tracking links** | Personalizing the opt-out, open, and click tracking links |
| **Meetings** | The Google Calendar integration, Google Meet and Zoom calls, meeting time zone, title, description, and duration |
| **Contacts** | Custom fields, contact stages, and Account-based mode prospect handling |
| **Chrome Extension** | The link to the extension and its video guide |
| **Blacklist** | Blacklisted domains, entered manually or uploaded from a CSV |
| **Beta** | The 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](/capabilities/integrations) and
> [Chrome extension](/capabilities/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](/specifications/schedules).
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](/specifications/email-accounts) 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](https://reply.io/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](https://status.reply.io) 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](https://status.reply.io). 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.

## Related

- [Connect a mailbox](/how-to/connect-a-mailbox) · [Email accounts](/specifications/email-accounts)
- [Configure sending limits](/how-to/configure-sending-limits)
- [Schedules](/specifications/schedules) · [Triggers](/specifications/triggers)
- [Workspaces and roles](/specifications/workspaces-and-roles) · [Permissions](/reference/permissions)
- [Integrations](/capabilities/integrations) · [Chrome extension](/capabilities/chrome-extension)

## Build with Reply

- REST API: [docs.reply.io](https://docs.reply.io/api-reference/introduction) — the account API key authenticates every call
- MCP: [agents.reply.io/mcp](https://agents.reply.io/mcp) — agents read and update notification and mailbox settings
- CLI: [agents.reply.io/cli](https://agents.reply.io/cli) — scripted settings changes