Setting Up Contact Methods

Before you can chase missing information via email or phone, you need to connect your contact methods in 4admin.

Connecting Your Outlook Mailbox

Connect your Outlook account to send emails directly from 4admin.

1. Go to Settings
2. Find Contact Methods (in the Integrations section)
3. Click Connect Outlook
4. Sign in with your Microsoft account
5. Grant 4admin permission to send emails on your behalf

Once connected, your email appears under "Connected mailboxes". You can add multiple mailboxes by clicking Add. If you see an error 'Needs admin access', please reach out to support@4admin.co.uk with a member of your IT team in CC.

Setting Up Email Templates

Configure your email templates so 4admin can generate information request emails.

1. Go to Settings > Customise > Email templates
2. Click Additional info requests
3. In the drawer that opens:

Email Templates (top section)

• Use the tabs to select the policy type (Pension, ISA, etc.)
• Edit the template content in the rich text editor
• Important: Your template must include [missingKeys] — this is where the missing information fields will be inserted

Example template:

Dear Provider,

We are writing regarding plan number [Plan Number] for our client.

Could you please provide the following information:

[missingKeys]

Many thanks,

User Signatures (bottom left)

• Select which mailbox the signature applies to
• Enter your name
• Enter your role/title

Company Signature (bottom right)

• Enter your company name
• Enter your company address
• Enter your company telephone
• Upload your company logo (required)

4. Click Save changes

Connecting Your Phone Number

Add your phone number to call providers directly from 4admin.

1. Go to Settings
2. Find Contact Methods (in the Integrations section)
3. Under "Connected numbers", click Add
4. Enter your UK phone number starting with +44
   • Example: +447838817281 or +442071234567
   • If you type a number starting with 0, it will auto-convert to +44
5. Choose verification method:
   • SMS — receive a text message with the code
   • Call — receive an automated call with the code
6. Enter the 5-digit verification code
7. Click Verify

Once verified, your number appears under "Connected numbers" and you can make calls from 4admin.

Next Steps

Once you've set up your contact methods, you're ready to chase missing information.