How to Set Up Your Follow Up Boss Settings So Nothing Falls Through the Cracks

This is the readable version of our video walkthrough.

A client calls the number on an agent's signature. It rings straight through to a personal cell phone instead of Follow Up Boss, so there's no record of the call, no recording, nothing logged to the contact's timeline. The agent never notices, because from where they're sitting, the phone just rang and they answered it. The mismatch is sitting quietly in Settings the entire time.

This is the tab most people configure once, on day one, and never look at again. Worth a second pass.

The Basics: Name, Number, Photo, and Time Zone

Under My Settings, the essentials worth confirming first: your business name, your personal cell phone number (this is what Follow Up Boss routes calls to, so a missing or wrong number here means missed calls), your business email, a photo, and your correct time zone.

From here you also build your business card: your name, company, title, your Follow Up Boss phone number, an additional company number, your address, your website, and any notes. One easy mistake: save lives at the top of the page, not the bottom. Scroll past it without hitting save and none of it sticks.

Connecting Email and Calendar

This is the single most important step on the whole page. Connecting your email syncs everything between Gmail (or your provider) and Follow Up Boss, and connecting your calendar makes your actual schedule visible inside the Calendar tab. Skipping either one creates a blind spot: activity that happens outside Follow Up Boss simply isn't tracked inside it.

Signature: Check That the Numbers Actually Match

Import your signature directly from Gmail, or paste one in. Before saving it, check every number listed against what you're actually using for business. This is a more common mistake than it sounds, and the fix is a five-minute check, but it has to happen once per agent, not just once for the account.

Notifications and the Daily Hot Sheet

The daily hot sheet email is worth turning on for anyone who wants a single morning recap: today's appointments, new leads, recent activity, and open tasks. Beyond that, notification settings let you choose exactly how you're alerted, desktop, mobile push, text, or email. The point is deciding deliberately rather than leaving every channel on by default.

Merge Fields: One Link, Used Everywhere

A user merge field lets you drop a personal link, a booking calendar, a brochure, into any email template using a placeholder instead of typing the actual URL every time. Update the link once in Settings and it updates everywhere that merge field is used.

Numbers: How Calls Actually Reach You

• Incoming calls can ring your desktop first and then forward, or ring both at once. Ringing both at once is generally the safer default.
• Mobile ring time defaults to 15 minutes but can be extended.
• Recording a voicemail greeting takes one click and a short call to record it live.
• Calling method decides whether outgoing calls route over the internet, your mobile phone, or ask each time. If call quality matters more than convenience, routing through your actual phone tends to perform better.
• Call-from number, for admins, decides which number a call goes out from. Individual agents generally should be calling from their own number, reserving the shared company number for a receptionist or ISA.

Power Ups Worth Knowing About

• Blur mode, useful for screen sharing without exposing client data.
• Call recording, plus a recording disclosure toggle if your state requires it.
• Batch email permissions, to control who can send mass emails.
• Agent-owned lead distribution, which affects how leads are duplicated during import and lead flow.
• Appointment reminders, the same automatic email and text reminder from the calendar walkthrough.
• Lead source lockdown, which prevents agents from editing a lead's source.
• Agent action plan permissions and assign smart list collections, both admin-level controls.

Most of these matter more as a team grows past a solo operation.

The One Filter to Run This Through

Settings is the one tab where the question isn't "is this configured" but is this configured correctly for how the business actually operates?

Where This Fits Into the Bigger Picture

Settings decides whether every other feature in Follow Up Boss, the calendar, the inbox, the reminders, actually works the way it's supposed to. It's easy to treat this tab as a one-time setup step and never revisit it. The teams that catch mismatches early are the ones who build a habit of checking it, not the ones who assume day-one setup was correct forever.

If you want a second set of eyes on whether your account's settings actually match how your business runs today, that's exactly what a system audit is built to check.