Settings
Open Settings from the sidebar to manage your subscription, choose what 4admin extracts, set up email templates and signatures, connect your CRM, and connect the mailboxes and phone numbers you contact providers from.
Read-only users don't see Settings in the sidebar.
Your Subscription
Usage
The Usage card shows, for the current billing period:
- Plans run: the number of policy analyses completed
- Time saved: an estimate based on roughly 28 minutes saved per analysis
- The amount due and the date it falls due
If your firm has a negotiated discount, only admins see the discounted amount. Other users see that part of the card blurred.
Click Usage Chart to open the Your Usage modal with a chart of activity over time. The data behind it refreshes at 6pm daily.
Manage Users
Admins on plans with team logins see a Manage Users card here. It lists your team and lets you invite people, change their access level, reassign their work, and remove them. See Managing users.
Customise
Extraction fields
The Extraction fields card controls which fields 4admin looks for when it analyses a document. These are the rows you see in the "Requested Information" table on an analysis.
- Pick a tab: Pension, Investment or Protection
- Tick the fields you want extracted and untick the ones you don't need
There is no Save button. Changes save automatically a moment after you make them.
Custom Fields & Checklists
Admins on eligible plans see a Custom Fields & Checklists card with a Manage custom fields button. Custom fields are in beta.
In the Manage Custom Fields drawer:
- Pick the policy type tab: Pension, Pension (Drawdown), ISA, Unit Trust, Investment Bond or Protection
- Enter a Field Name and a Description for each field you want to add. The description tells 4admin what to look for.
- Click Save
You can add up to 20 custom fields per policy type.
Custom fields are not searched for in documents. They are filled in from phone calls: after a call in 4admin, open the transcript and use Auto-populate to add what was discussed to the policy. See Calling providers.
To make custom fields appear in your Word and Excel exports, add the field name in square brackets (for example [New Field]) to your export templates. Contact support@4admin.co.uk if you'd like help updating them.
Email templates
The Email templates card holds the templates 4admin uses as a starting point when it drafts emails for you.
Additional info requests opens the Manage email templates & signatures drawer, used when you request missing information by email from a policy analysis.
- Email templates: one template per policy type. Pick the tab, then edit the body in the editor. Every template must include the
[missingKeys]placeholder. That is where the list of missing fields is inserted. You can't save a template without it. - User signatures: pick the Mailbox the signature belongs to, then enter your Name and Role. Each connected mailbox has its own signature.
- Company signature: your company name, address and telephone, plus Edit company logo to upload a logo. If your firm's main account has already set a company signature, yours shows (managed by admin) and can't be edited. Contact your admin to change it.
Click Save changes when you're done.
On plans that include LOAs, a second button, Manage LoA Email Template, opens the templates used for LOA submission emails. There is one per plan type. See Submitting an LOA for the tags you can use in them.
CRM
Admins see a Configure CRM card. Pick your CRM, save, and complete any extra setup it asks for. Once configured, a Push to button appears on every analysis. See CRM Integrations for setup and what gets pushed.
Contact Methods
Connected mailboxes
Connect a mailbox to send emails from 4admin and, on plans with LOAs, to send and track LOAs.
- Click Connect Outlook. If your firm has Gmail enabled, you'll also see Connect Gmail.
- Sign in and grant 4admin permission to send and read email on your behalf.
- You're returned to Settings and the mailbox appears under Connected mailboxes.
To connect another mailbox, click Add and pick Outlook or Gmail. To remove one, click the bin icon and confirm.
If your firm has a shared LOA mailbox set up by the main account, it appears in your list with a Shared chip. It is managed by your firm's account and can't be removed from your login.
On plans with LOAs, the LoA Mailbox button lets you choose which of your mailboxes sends and receives LOAs. See Setting up your LOA mailbox.
If you see a "Needs admin access" error when connecting, your IT team needs to approve 4admin for your organisation. Email support@4admin.co.uk with a member of your IT team in CC and we'll walk them through it.
Connected numbers
On plans that include calling, the Connected numbers card lets you add and verify the phone number you'll call providers from. See Calling providers for the steps.