to the tippy ↑

User preferences

Your User Preferences allow you set your local time zone, default currency and your language and date format. From here you can also change your password and setup click-to-call. For user permissions there’s a dedicated section right here.

Changing your email address

To edit your email addresses:

  1. Click on your name in the top menu bar My Preferences
  2. Follow the link at the top to Edit contact details
  3. Use the Actions menu and choose Edit to make the change to your email address.

Note

The first email address on your user record is what Capsule will use when sending task reminders and password resets. If you’re an account owner then it’s also the address that the monthly invocies are sent to.

Changing your password

It’s always good to change your password from time to time. You can change your password yourself in your user preferences:

  1. Click your name in the top menu bar My Preferences
  2. Go to Password and Security
  3. Enter your current password as well as the new password and confirm by entering it again in the third box
  4. Click Save

Note

If your Capsule account is integrated with your G Suite account then you need to change your password in your G Suite settings instead.

If you are having trouble logging in to your Capsule account you might have to reset your password.

What to do if you forget your password

  1. From the Capsule sign-in page, click the link Forgot username or password?.
  2. Enter your email address or username and click the button to Email reset code to me.
  • If you have forgotten your email address and user name, contact one of your administrators.
  • If you’re using G Suite single-sign in, please see instructions here.

Enabling two-factor authentication

Add an extra layer of security to your Capsule account by enabling two-factor authentication, also known as two-step verification or 2FA. When enabled, it requires you to enter a verification code generated by your phone in addition to your username and password when you log in.

Note

If your Capsule account is integrated with your G Suite domain and you log in to Capsule via G Suite you will need to enable two-factor authentication from your G Suite settings instead.

  1. In order to use two-factor authentication, you will need an authenticator app on your smartphone or tablet. If you don’t already have one, we recommend either of the following apps which can be downloaded from the App Store or Play Store.

    Google Authenticator

    App Store | Play Store

  2. Click on your name in the top menu bar and then My Preferences Password and Security

  3. Scroll to the Two-factor authentication section, click Enable now and then follow the onscreen instructions

Adding a backup phone for two-factor authentication

In the event you lose access to the authenticator app on your phone, you can ask an administrator on your Capsule account to temporarily disable two-factor authentication for you.

Alternatively you can configure a backup phone number so that you can recover from this situation yourself. Account owners are always required to configure a backup phone number. See Regaining access using your backup phone number for details of how the recovery process works.

To add a backup phone number, click on your name in the top menu bar My Preferences Password and Security and then Add now in the two-factor authentication section.

Regaining access if you lose your two-factor authentication app

In the event you lose access to the authenticator app on your phone you have several options.

If you previously ticked “Don’t again ask for 30 days” when logging in and are still able to access your Capsule account, you can visit Password and security page from your Capsule preferences and disable two-factor authentication.

Alternatively ask an administrator on your Capsule account to disable two-factor authentication by visiting your user page in Capsule and using the Disable two-actor authentication action

Regaining access using your backup phone number

If you have previously configured a backup phone number you can regain access as follows:

  1. Start the login process as usual. When prompted for the verification code from your two-factor authentication app click Having trouble logging in via two factor authentication? Send me an email to regain access

  2. You will receive an email with further instructions prompting you to send a verification code to your backup phone number and allowing you to enter the verification code into Capsule to disable two-factor authentication on your login

Setting your time zone

The time zone setting controls display of dates in history such as emails and notes. Choose the your time zone from the list:

  1. Click on your name in the top menu bar My Preferences
  2. Now edit your default currency

Setting your language and date format

The Capsule user interface and online help is available in the English language only. However you can configure your date format and time zone settings by clicking your name in the top menu bar > My Preferences

To change your date format to day first (e.g. dd/mm/yyyy), choose English (United Kingdom) from the language list. To change your date format to month first (e.g. mm/dd/yyyy) choose English (United States) from the language list.

If you use English (United States) then the time format will now be displayed in 12h format (e.g. 5:00pm instead of 17:00) and the weeks in the calendar will start on Sundays instead of Mondays.

Default currency

Your user preferences include a default currency which is used when adding new opportunities. If you’ve recorded opportunities with a mix of currencies Capsule will derive the sales pipeline value in your default currency using the latest exchange rates. You can change your default currency in your user preferences.

Click to call

If you’re using a VOIP service like Skype, Blink, FaceTime or any other service that supports callto, sip or tel links then you can set up Capsule to convert all phone numbers to clickable links. When clicked, a call will be initiated using the service you have installed on your computer.

Here’s how to set it up:

  1. Click on your name in the top menu bar
  2. Go to My Preferences
  3. Now go to Click to Call in the menu on the side
  4. Using the drop down menu, select either callto, sip or tel depending on which service you use.
  5. Save

Now go back to a contact and give it a try. You’ll see that the phone number looks like any other link and once clicked, a call will be initiated.