The Admin Settings in HelloSend give you complete control over how your communication and team access work inside Pipedrive. From here, you can manage how messages are logged, who receives email alerts, which default country code applies to new contacts, and how users and admins are assigned roles with specific permissions. These configurations ensure every activity, message, and record is tracked consistently across your CRM.
As an admin or user, you can easily customize these settings to fit your team’s workflow. Choose how messages appear in Pipedrive (as Notes or Activities), enable email notifications for quick response to inbound messages, assign role-based permissions for users, and apply a default country code for smooth global communication. With the right setup, your team stays organized, secure, and always connected with customers in real time.
Supported Integrations
Supported Channels
Step by step Open Admin Settings
- Sign in to HelloSend.
- Go to Settings → Admin Settings.
🧾 Logging Preference
What is Logging Preference?
This setting decides how HelloSend records your sent and received messages inside Pipedrive.
It helps maintain accurate communication history for easier tracking and reporting.
How would you like to log sent and received messages?
Choose how your messages appear inside Pipedrive:
Notes:
Messages are added as notes under the related person or deal.
👉 Use this if you just want a simple record.
Activities (Recommended):
Messages are logged as CRM activities.
👉 Best choice if you use automations or want detailed communication tracking.
💡 Tip: Select Activities if you plan to use message automations or workflow triggers.
Where would you prefer to log received messages?
Decide where HelloSend should log replies from customers:
All Matching Records:
Logs the message to all related records (Person, Deal, and Organization).
👉 Good for shared numbers or team-wide visibility.
Recent Record (Recommended):
Logs the message only to the most recent matching record.
👉 Keeps your CRM tidy and avoids duplicate entries.
When would you like to log outbound messages?
Choose when to log messages that you send:
On Send:
Logs messages immediately after sending.
👉 Helps teams monitor activities in real time.
On Delivery:
Logs messages once they're successfully delivered.
👉 Ensures the message is only recorded after confirmation.
Why it matters
- Keeps all message records organized and easy to find.
- Prevents duplicates and improves CRM cleanliness.
- Ensures automation and reporting use accurate data.
📩 Email Notification
What are Email Notifications?
Email notifications keep you updated when customers reply to your messages — even if you're not inside Pipedrive or HelloSend.
Would you like to enable email notifications for inbound messages?
Yes! Simply turn on email notifications and choose who should receive them.
You can send alerts to:
- Record Owner – The Pipedrive user who owns the record.
- Account Owner – For example, shanthi@hellosend.com (main account admin).
- Additional Email Addresses – Add one or more extra emails for team members or shared inboxes.
🔔 Tip: Use a shared email (like sales@yourcompany.com) if multiple team members handle customer replies.
Why it matters
- Never miss an important message.
- Allows faster follow-up responses.
- Keeps both admins and sales reps informed about every reply.
🌍 Country Code
What is Country Code?
The Country Code setting ensures every outgoing message includes the correct international prefix — even if the contact's number doesn't have one saved in Pipedrive.
How to set your default Country Code
- Open HelloSend → Settings → Admin Settings → Country Code.
- Choose your preferred country code from the dropdown list.
- Click Save Settings.
Example:
If you select +44 (UK) and your contact number is 9876543210, HelloSend will automatically send messages to +449876543210.
Why it matters
- Ensures your messages reach the correct phone number.
- Avoids sending or delivery errors caused by missing codes.
- Keeps phone numbers consistent across all records and automations.
👥 Roles & Permission
What are Roles and Permissions in HelloSend?
HelloSend supports Role-Based Permission Management, allowing administrators to control what each user can see and do inside the platform. This ensures team members only access the features and data relevant to their work.
By default, HelloSend provides two predefined roles:
- Admin: Full access to all settings, integrations, and communication features.
- User: Limited access focused on daily communication and assigned records.
Admins can also create custom roles to match your organization's structure — for example, a Support Agent role for customer communication or a Sales Manager role with extended campaign visibility.
How to manage Roles and Permissions
- Go to Settings → Users → Roles & Permission.
- Review the existing roles listed in the panel.
- Click Create Role to define a new one or Edit to adjust an existing role.
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Set permissions for areas like:
- Messaging – control who can send or view SMS/WhatsApp campaigns.
- Calls – assign who can make or record calls.
- System Settings – manage who can update integrations, billing, or admin preferences.
- Click Save Changes once done.
✅ Why it matters
- Keeps sensitive data and settings secure.
- Helps large teams organize access based on responsibilities.
- Prevents accidental changes to key configurations.
- Makes onboarding easier by assigning predefined roles to new users.
🏁 Conclusion
Setting up these three Admin Settings — Logging Preference, Email Notification, and Country Code — ensures smoother communication, accurate tracking, and faster responses in HelloSend for Pipedrive.
Once configured, your entire team will have a unified, reliable messaging setup that saves time and improves every customer interaction.
