Settings and integrations

Owners and admins

Settings is for workspace owners and admins. Agents change their own details on their Profile and set up Claire for their own leads on the Claire page. The one part of Settings everyone can open is Notifications, from Preferences on the Notifications page.

Open Settings with the gear beside your name at the bottom of the sidebar, with the gear in the top bar, or from the account menu. The first screen, All settings, shows every area as a row with an icon, a short description and a color for its group.

• Most used sits at the top with five shortcuts: Email & Sending, Phone, Texts & Calls, My Yapii, Notifications and Plan & Credits.
• Under it, the areas are grouped by topic, with a small heading inside a group where it helps, such as Reach people and Appointments. Those five shortcuts are not listed a second time in their group, unless you are searching. A row of links across the page jumps to a group.
• A gray bar at the bottom, Rarely needed, lists the names of the areas you seldom open. Click Show to open them, and Hide to fold it away. Danger Zone is its own card below, for owners.

A few rows carry a small status chip taken from your account check, so you can see what needs you without opening anything. Email & Sending shows Needs setup, Getting ready or Connected. Phone, Texts & Calls shows Needs setup, With the carriers or Connected. My Yapii shows Off, Paused, Waiting for texting or Running. Integrations shows Not connected, Syncing or Connected. Team & Roles shows Needs attention, Getting ready or OK, and Profile shows Incomplete, Getting ready or Complete. A row with no chip is one Yapii has no status for.

Inside any area, a menu down the left side lists the other areas in the same group, with the one you are on highlighted, so you can move between related settings without going back. On a narrow screen that menu is hidden, and All settings at the top takes you back instead.

At the top of that screen, Check my account opens the account check card on your Dashboard, which lists what still stands between your account and sending.

To go straight to one setting, type in the Search settings box at the top, for example ponds, two-factor or sending domain. Yapii searches the settings inside each area as well as the rows, and lists the settings first. Click one to jump right to it. The search also finds the time zone, team, API keys, webhooks and opted-out contacts.

If your workspace has no time zone chosen, or is still on UTC, owners and admins are asked once at the top of Settings to confirm it. The banner offers your browser's time zone with one click, Choose another, or Not now. Nothing changes unless you press a button, and Not now hides the banner on that computer.

How saving works

Settings saves in one of two ways, so you can tell at a glance whether a change has been kept:

• Typed fields (names, numbers, text) wait for you. When you have edited one, a bar at the bottom of the screen says You have unsaved changes, or You have unsaved changes in 3 cards when several cards are open at once. Press Save changes to keep them or Discard to throw them away. If you try to leave the page first, Yapii warns you.
• Switches and dropdowns save the moment you change them. A small Saved mark appears beside the one you changed, with Undo for a few seconds.

When a change would make Yapii start contacting people on its own, or contact more of them, a box titled Confirm this change first says in one sentence what will happen, for example that Yapii will start emailing your seller and buyer contacts a monthly home-value snapshot. Cancel sends nothing and leaves the setting as it was.

What's in Settings

Group	Area	What you do there
You	Profile	Two tabs. Me has Account Profile (your name and photo), your writing style, Guided tours, Hidden tips and cards and Sign out. Workspace has the workspace name and the workspace Time zone (due dates, schedules and timestamps all use it; search it by city, region or offset), the brokerage, the mailing address and, for the owner, Transfer Ownership.
	My Yapii	What Yapii has learned about how you work. Edit or delete anything it got wrong. Shown when your workspace has Claire.
	Notifications	Two tabs, Alerts and Channels: which notifications you get, and where they reach you.
Talking to people	Email & Sending	Connect Gmail or Outlook, add sending domains, and turn the monthly home value email on or off.
	Phone, Texts & Calls	Owners and admins see all of it. Phone numbers for your team, plus texting, browser calling and call recording for your team's calls, where an owner or an admin buys and assigns numbers. The Text Messaging Registration card is here too.
	Appointments	One page for owners and admins. The workspace's default appointment hours (your own hours are on your Profile), the kinds of meeting you book with the outcomes you record afterwards, and the workspace's Business hours.
	Claire	Claire's own settings, for owners and admins when your workspace has Claire. Four tabs: Lead routing, Calling, Follow-ups and Recording, consent & safety. Her call recording choice is on the last tab.
	AI Receptionist	Opens the AI Receptionist page. Owners and admins see it when the workspace has Claire.
	AI Features	Two tabs, Telling people (which AI features are on) and AI connection (connecting an AI app such as Claude or ChatGPT, see Developer).
	Integrations	Connect your CRM and other tools, bring in leads by email, and set up webhooks. It opens as its own page with three tabs.
Your business	Leads	Two tabs. Sources is which Claire script each lead source gets. Routing is who gets new leads (see How new leads arrive), for owners and admins.
	Market Watch	The areas you track.
	Transactions	Four tabs, Fields & rules, Templates, Watching and Portal: checklists and deadlines (if your workspace has Transactions).
	Custom Fields & Offices	Two tabs. Custom fields are your own contact fields. Contact offices are the offices your contacts belong to, for filtering and bulk edits.
Your team	Team & Roles	People, roles and teams (owner). Teams are also where you mark a Team Leader with a star. See Teams and Team Leaders.
	Contacts, Ponds & Calls	Four tabs. Access: who sees which contacts and the shared pond. Lead rules, including whether only owners and admins can change a contact's lead source. My calling: how you take calls. Migration: moving over from Follow Up Boss or another CRM.
Your brand	Branding	Logo, colors and sender name (Builder plan and above, or with the White-label add-on). Brokerage workspaces, and any workspace with a CRM connected, also find the Brokerage Profile card here: display name, MLS ID, office phone and logo.
Plan & billing	Billing	Shown as Plan & Credits on the first screen. Three tabs, Plan, Credits and Payment & invoices (see Plans, billing and credits). The Plan tab is also where you turn Claire and Automation on or off.
Trust & safety	Security	Passwords, two-step verification, sessions.
	Data & Privacy	Shown as Data, Privacy & Legal on the first screen. How long data is kept, the all-members import history, exporting your data, and at the bottom your agreements, including your Data Processing Agreement. Deleting the workspace is under Danger Zone.
	Activity & Compliance	Two tabs on one page, for owners and admins: Opted-out contacts (your do-not-contact list) and Change history (who changed what).
Rarely needed	Advanced	Four tabs: Pipelines (stage names, deal pipelines, contact stages and pipeline stages), Scoring & access (saved logins, team members and roles, IQ audience thresholds, reconnect marks, weekly report recipients and the Weekly Business Insights email), Developer (API keys and webhooks) and Website tracking.
	Scheduler	Background jobs. It opens as its own page (owners and admins).
	Danger Zone	Transfer ownership or delete the workspace (owner).

Hidden tips and cards

When you close or hide a tip, a warning or a setup card, it does not come back by itself. In Settings, your Profile page has Hidden tips and cards, one list of everything you closed. Each row says whether it is hidden just for you in this browser or for the whole workspace, and Restore puts it back.

Call recording

The Call recording card says what Yapii keeps from a call. It is split in two places. The choice for Your team's calls is in Settings, under Phone, Texts & Calls. The choice for Claire's calls, with Keep Claire's recordings for, is in Settings, under Claire, on the Recording, consent & safety tab, and only when your workspace has Claire. Each choice is:

• Audio and transcript: the call is recorded so you can play it back, and a written transcript is saved next to it. The caller hears "This call may be recorded." This is the only choice that records, and the only one that says so.
• Transcript only: the call is written down as it happens, with no audio, so there is nothing to play back. It cannot be picked yet for Your team's calls.
• Nothing: no audio and no word-for-word transcript. The call's outcome, length and notes are still logged.

Press Save changes to apply a choice, or Cancel to undo it. New calls follow it, and changing a choice does not delete what you already have. Anyone can see the card, but only an owner or admin can change it. A new workspace starts on Nothing. A workspace that already recorded its team's calls keeps Audio and transcript for them.

Keep Claire's recordings for says how long Yapii keeps its saved copy of a Claire call's audio: 90 days unless you change it, anywhere from 30 to 3,650 days. Your team's own calls are not deleted by this number. Transcripts and notes stay after the audio goes. When Yapii holds a copy of a Claire call that ended booked, with a callback requested, interested or escalated, it keeps that audio however old it gets. Lowering the number deletes older copies of Claire's calls at the next daily cleanup, and they cannot be brought back. The card tells you so before you save.

Owners and admins can open these cards.

Your team's calls include calls you place from the browser or your phone, and incoming calls an agent answers. With Audio and transcript chosen, an answered incoming call is recorded and gets a summary and transcript like any other. See Phone calls in the activity.

AI Receptionist

The AI Receptionist answers your office line, takes messages and books appointments. It has its own page in the left menu under Team, AI Receptionist, open to everyone on the team. Agents can use the Calls and Messages tabs, and only owners and admins see Settings. It is a paid add-on. Where your workspace does not have it yet, the row shows a lock and the page says Sorry, you don't have access to the AI Receptionist yet, with a line asking your workspace owner or an admin to add it.

At the top, a badge says Answering with the number it answers, or Not answering. Three tiles count Calls answered this month, Messages taken this month and Appointments booked this month.

• Calls lists the calls it answered. Each has a recording you can play, when there is one, and a transcript to show or hide.
• Messages lists what callers left, with Call back, Open contact, and actions to assign a message, add a task or tag a teammate.

Settings tab

Owners and admins set the receptionist up on the Settings tab. Press Save changes when you are done, and it uses the new settings on the next call.

• Answer calls is the switch. While it is off, every call goes straight to your forwarding numbers.
• When she answers sets the Time zone and the days and hours it answers. Quick set offers Business hours, After hours only and All day, every day, and each day has its own switch and start and end time. Outside those hours, calls ring your forwarding numbers first, then it takes a message if nobody picks up. A new workspace answers all day, every day.
• Name is what the receptionist calls itself when a caller asks or a greeting uses a name. It can be up to 40 characters. Leave it blank to keep the default.
• Greeting is what callers hear first. Pick Friendly (the default), Assistant, which says up front that it is a virtual assistant, or Professional, or write your own, up to 500 characters. Type {business} where your business name should go. Preview greeting shows the words.
• When a caller asks for a person is either Ring my team, which puts the caller through to the numbers below, or Messages only, which never offers a person and always takes a message.
• Where messages go picks the inbox that gets each message and call summary. The automatic AI Receptionist inbox is the default.
• Your own instructions is anything specific to your business, up to 4,000 characters: what to ask, what to mention, what to avoid. It follows them on every call, and they never override its safety rules.
• Forward calls to appears with Ring my team. Add up to 25 numbers, each with a name, put them in order with the arrows, and Remove any you do not want. Choose how they ring: Round robin (each new call starts with the next person, so calls are shared evenly), In order (number 1, then 2, then 3) or Ring all at once (the first person to answer gets the call). Ring each number for 10 to 60 seconds, and Only ring during each person's own hours skips anyone outside their own hours. With no numbers added, the receptionist can only take messages. If nobody answers, it takes a message and sends it to the Inbox and by email.

When a shared or team inbox rings out

A call to a shared or team inbox that nobody answers goes to the receptionist's line instead of straight to voicemail, as long as the receptionist is switched on, has its own number and your workspace is allowed to use it. A personal inbox is unchanged: it rings its agent, then takes a voicemail.

Where the receptionist is in Settings

In Settings, the AI Receptionist tile opens this page. Owners and admins see it when the workspace has Claire. The receptionist's own settings are on this page's Settings tab, not under Phone, Texts & Calls.

The receptionist answers questions from the FAQ entries on Scripts & FAQs. An FAQ titled like About our business goes first. Script entries are never read out to a caller. If you have no FAQs, it sticks to your name and your listings and takes a message. When a caller leaves a message, or nobody could take the call, the owner is notified in Yapii. A message from someone who says they are not a prospect is marked FYI instead of as a lead.

Integrations

Integrations covers this page in full: the groups, connecting something, watching a connection's health and disconnecting.

Open Settings, then Integrations. From there you can connect:

• Follow Up Boss: two-way contact sync (see Importing contacts);
• Gmail or Outlook, to bring emails with your contacts onto their timelines and share your calendar;
• Google Workspace, for Sheets and Calendar;
• Dotloop, Meta (Facebook) lead ads and Slack;
• webhooks: a web address that lead sources can send new leads to, and outgoing webhooks that send events from Yapii to your own systems. The page has three tabs: Connections, Lead sources and Webhooks & apps;
• other CRMs and tools listed on the page.

Some integrations need extra setup on Yapii's side. If one you need isn't available, contact support.

Connecting a CRM

Yapii works with Follow Up Boss, BoldTrail (kvCORE), Chime (now Lofty) and Lofty. Lofty is import only: it brings your leads in and keeps new ones coming, and Yapii never writes anything back to it. Sierra Interactive, LionDesk, HubSpot, Real Geeks and Boomtown are marked Coming soon, so you can't connect them yet.

You can also connect Open To Close here, but only so you can import your transactions. It doesn't bring in or sync contacts.

1. In your CRM, copy your API key. It's usually in the CRM's integration or developer settings. In BoldTrail, go to Lead Engine, then Lead Dropbox, then My API Tokens, choose All and click Generate. A BoldTrail token stops working one year after you generate it, so generate a new one then.
2. In Yapii, open Settings, then Integrations, and choose your CRM.
3. Paste the key and connect.

After that, Yapii checks your CRM for changes about once a minute, and Follow Up Boss sends its changes straight away. To pull everything in right now, click Sync now on the Integrations page.

Before you connect Follow Up Boss

Check Contacts, Ponds & Calls first, especially who sees which contacts. A big database is much easier to set up correctly before the first sync than to fix afterwards.

For developers on your team

• API keys (Settings, Advanced, then the Developer tab) let other software read or change your Yapii data. Keys can be read-only or read and write. Treat them like passwords. See Developer.
• Webhooks (Settings, Integrations, then the Webhooks & apps tab, and Lead sources for incoming ones) send events from Yapii to your own systems, or let other systems send new leads in. Only owners and admins can set them up.