Company Settings Guide

Learn how to configure your company profile, preferences, and settings in LeadMachine.

Accessing Company Settings

Note: Only Admin and SuperAdmin users can modify company settings.

Company Profile

Basic Information

Company Name

• Your business or organization name
• Appears in emails and notifications
• Visible to all team members

Company ID

• Unique identifier for your company
• Required for WordPress plugin and API integrations
• Read-only - automatically assigned when company created
• Find this at the top of the Company Settings page

Industry (Optional)

• Select your business industry
• Helps with lead enrichment and suggestions
• Can be updated anytime

Website (Optional)

• Your company website URL
• Used for email footers and branding

Contact Information

Support Email

• Where customers can reach you
• Appears in automated emails
• Recommended: use a monitored inbox (e.g., [email protected])

Phone Number (Optional)

• Company phone number
• Displayed in email signatures

Address (Optional)

• Physical business address
• Can be included in email footers

Lead Settings

Default Lead Source

Set the default source for manually created leads:

• Used when creating leads without specifying a source
• Common options: "Manual Entry", "Referral", "Event", "Cold Outreach"
• Can be overridden when creating individual leads

Default Lead Status

Choose which status new leads receive:

• Typically set to "New" or "Uncontacted"
• Applies to leads from WordPress plugin and manual creation
• Can be changed per lead after creation

Fallback User

What is a fallback user? A team member who receives notifications when leads are unassigned.

Why set one?

• Ensures no leads are missed
• Someone always gets notified of new leads
• Backup when assigned user is unavailable

How to set:

• Scroll to Fallback User section
• Select a user from dropdown
• Click Save Changes

Best practice: Choose a manager or team lead who can redistribute leads.

Lead Statuses

Customize your sales pipeline stages.

Viewing Statuses

In the Lead Statuses section, you'll see:

• Current status names
• Status colors
• Order in pipeline

Adding a Status

• Click + Add Status
• Enter status name (e.g., "Demo Scheduled")
• Choose a color
• Click Create

New statuses appear at the bottom of your pipeline.

Reordering Statuses

• Click and drag the handle (≡) icon
• Move status to desired position
• Release to save
• Changes apply immediately

Tip: Order statuses in the sequence leads typically progress through them.

Editing a Status

• Click the Edit icon next to status
• Change name or color
• Click Save

Note: Editing affects all leads with that status. Historical data is preserved.

Deleting a Status

• Click the Delete icon
• Choose what happens to leads with this status:
- Move to another status (recommended) - Delete leads (careful!)
• Confirm deletion

Warning: Deleting a status affects all leads currently in it. Always move them first.

See Lead Statuses Guide for detailed best practices.

Notification Preferences

Push Notifications (Recommended)

Progressive Web App (PWA)

Encourage your team to install the LeadMachine PWA for instant, free push notifications:

Benefits:

• Instant notifications when leads are assigned
• 100% FREE - no SMS charges
• Works on all devices (phone, tablet, desktop)
• Each team member controls their own settings

Setup: Team members install the app from Profile → Settings → Push Notifications

See the PWA & Push Notifications Guide for complete instructions.

Email Notifications

Control which email notifications your team receives:

New Lead Notifications

• ☑ Notify assigned user when lead is created
• ☑ Notify fallback user for unassigned leads
• ☐ Send daily lead summary

Lead Activity Notifications

• ☑ Notify when lead status changes
• ☐ Notify when lead is enriched
• ☑ Notify when lead is assigned/reassigned

System Notifications

• ☑ Send weekly activity report
• ☐ Send monthly metrics summary

Note: Email notifications complement push notifications. Users who install the PWA will receive both push and email unless they disable email in their profile.

Email Branding

From Name

• Name that appears in the "From" field
• Default: Your company name
• Example: "LeadMachine Team"

From Email

• Email address used for outgoing emails
• Must be verified in SendGrid
• Example: "[email protected]"

Email Signature

• Custom signature for automated emails
• Supports basic formatting
• Include contact info and branding

See Email Configuration Guide for SendGrid setup.

API & Integrations

API Access

API Key

• Used for custom integrations
• Click Generate New API Key to create
• Keep secure - treat like a password
• Regenerate if compromised

API Documentation

• View API endpoints and examples
• Click View API Docs link

WordPress Plugin

Company ID

• Required for WordPress plugin setup
• Displayed prominently at top of page
• Copy and paste into WordPress settings

Plugin Download

• Download latest version
• See WordPress Plugin Setup for instructions

Webhooks (Advanced)

Configure webhooks to send lead data to external systems:

• Click + Add Webhook
• Enter webhook URL
• Select events to trigger webhook:
- New lead created - Lead status changed - Lead updated
• Click Save

Test webhooks with Send Test button.

Data & Privacy

Data Retention

Lead Retention

• How long to keep inactive leads
• Options: Indefinitely, 1 year, 2 years, 3 years
• Applies to leads marked "Lost" or "Inactive"

Activity Log Retention

• How long to keep activity logs
• Options: 30 days, 90 days, 1 year, Indefinitely
• Older logs are automatically archived

Export Data

Export All Data

• Download complete company data
• Includes all leads, contacts, notes, activities
• Format: ZIP file with CSV files
• Processing time: 5-30 minutes depending on size
• Click Request Data Export
• Enter your email address
• Click Send Export
• Receive download link via email (valid 7 days)

Delete Company

Permanent Deletion

⚠️ Warning: This action cannot be undone!

Deleting your company:

• Removes all leads, contacts, and data
• Cancels subscription
• Deletes all team member accounts
• Cannot be reversed

To delete:

• Scroll to Danger Zone
• Click Delete Company
• Type company name to confirm
• Click Permanently Delete

Alternative: Consider downgrading subscription instead of deleting.

Team Settings

Team Size

Shows current team size and plan limit:

• Users: 3 / 10
• Upgrade plan if you need more users

User Roles

User - Basic team member

• View and manage assigned leads
• Create notes and activities
• Cannot access settings

Admin - Team manager

• All User permissions
• Manage all leads (not just assigned)
• Add/remove team members
• Configure company settings
• Cannot delete company

SuperAdmin - System administrator

• All Admin permissions
• Delete company
• Run database migrations
• Access to all system features

See User Management Guide for adding team members.

Billing & Subscription

LeadMachine uses a simple per-user pricing model with monthly billing.

Accessing Billing

• Navigate to Settings → Company
• Click the Billing tab
• View subscription status, pricing, and payment information

Note: Only Admin and SuperAdmin users can view and manage billing.

Pricing Model

Per-User Billing

• $58/month per active user
• Billed monthly based on your team size
• Only billable users are counted (SuperAdmins excluded)

What counts as a billable user?

• Active users with Agent, Manager, or Admin roles
• SuperAdmin users are NOT billed (they're support staff)
• Pending/inactive users are NOT billed

Example:

• 5 Agents + 2 Managers + 1 Admin + 1 SuperAdmin = 8 billable users
• Monthly cost: 8 × $58 = $464/month

Current Subscription

The Billing tab shows:

• Subscription Status - Active, Canceled, or Past Due
• Billable Users - Current team member count
• Monthly Total - User count × $58/month
• Next Billing Date - When your card will be charged

Discount Coupons & Promo Codes

Apply promotional discount codes to reduce your monthly bill using Stripe's customer portal.

How to Apply a Promo Code

• Navigate to Company Settings → Billing tab
• Click the Manage Subscription button
• You'll be taken to Stripe's secure customer portal
• Look for "Apply promotion code" or "Add promotion code" link
• Enter your promo code
• Click Apply
• Return to LeadMachine to see the updated pricing

Viewing Your Active Discount

After applying a promo code, return to the Billing tab in LeadMachine. You'll see:

• Active Discount badge with the promo code
• Discount details: percentage or dollar amount off
• Duration: how long the discount lasts (one time, forever, or X months)
• Subtotal: your regular monthly cost before discount
• Discount amount: how much you're saving per month
• Total After Discount: your actual monthly billing amount

Coupon Types

Promo codes can offer:

• Percentage Off - e.g., 20% off your monthly bill
• Amount Off - e.g., $50 off per month
• Duration Options:
- One time - Applied to next invoice only - Forever - Applied every month indefinitely - Repeating - Applied for X months (e.g., 3 or 6 months)

Example:

Regular price: 10 users × $58 = $580/month
With 20% off coupon for 6 months:
  Subtotal:        $580.00/month
  Discount (20%):  -$116.00/month
  ─────────────────────────────────
  Total:           $464.00/month

Managing or Removing a Promo Code

To update or remove your promo code:

• Click Manage Subscription on the Billing tab
• In Stripe's customer portal, you can:
- View your current discount - Remove the promo code (billing returns to full price) - Add a different promo code
• Changes take effect on your next billing cycle

Note: All promo code management is handled securely through Stripe's customer portal. This ensures your payment information stays safe and gives you full control over your subscription.

Payment Method

Update credit card:

• Navigate to Billing tab
• Click Update Payment Method
• Enter new card details
• Click Save

Your card is securely stored with Stripe. We never see or store your full card number.

Billing History

View and download past invoices:

• Navigate to Billing tab
• Scroll to Recent Invoices section
• Click invoice number to view online
• Click Download PDF to save

Each invoice shows:

• Invoice number and date
• Billable user count for that period
• Discounts applied (if any)
• Total amount charged
• Payment status

Billing Activity

The Billing Activity section shows recent events:

• Subscription created
• Subscription updated
• Invoices generated
• Payments succeeded/failed
• Coupons applied/removed

This helps you track all billing changes and troubleshoot issues.

Best Practices

Company Setup Checklist

When setting up your company:

• ✓ Set accurate company name and contact info
• ✓ Configure default lead source and status
• ✓ Set up fallback user
• ✓ Create custom lead statuses for your process
• ✓ Configure email notifications
• ✓ Add team members and assign roles
• ✓ Test WordPress plugin integration
• ✓ Review data retention settings

Regular Maintenance

Weekly:

• Review fallback user assignments
• Check notification settings are working

Monthly:

• Review team member access
• Audit active integrations
• Check billing and usage

Quarterly:

• Review lead statuses and pipeline
• Update company information if changed
• Evaluate plan and upgrade if needed

Security

• Rotate API keys if team members leave
• Review user access regularly
• Use strong passwords for all accounts
• Enable 2FA if available
• Don't share API keys or credentials

Troubleshooting

Can't Access Settings

Problem: Settings menu not visible

Cause: You need Admin or SuperAdmin role

Solution: Ask your company admin to:

• Promote your account to Admin
• Or have them make the changes you need

Changes Not Saving

Problem: Click save but changes don't persist

Solutions:

• Check for error messages at top of page
• Ensure all required fields are filled
• Try refreshing the page and re-entering
• Clear browser cache and try again

WordPress Plugin Not Connecting

Problem: Plugin can't connect using Company ID

Solutions:

• Verify Company ID is copied exactly (no spaces)
• Check WordPress can make HTTPS requests
• Verify your LeadMachine account is active
• See WordPress Plugin Setup

Email Notifications Not Sending

Problem: Team not receiving lead notifications

Solutions:

• Check spam/junk folders
• Verify email addresses in user profiles
• Check notification settings are enabled
• See Email Configuration

Getting Help

If you encounter issues not covered here:

Email: [email protected]

Include:

• Your Company ID
• Description of the issue
• What you were trying to do
• Any error messages

Last Updated: October 2025