Settings

Learn how to configure general account settings

11 articles

Email notifications setup

In Reply, you can set up notifications to get emails on the errors and team/sequence activities. We offer three types of notifications: - Team reports - shows how many emails were sent within the whole team in the specified time interval. You can set up daily, weekly, or monthly team reports. - Sequence error reports - sequence errors from the past 24 hours with recommendations on how to fix them. - Notifications when the token expires - emails about issues with mailbox connection. Here is an article if you need more details on how to fix this problem. 💡 Team reports are only available for organization owners. Here is how you may access these settings: - Go to the Emails section of your Settings. - Expand the Email notifications part and turn the toggles on/off. Both team and token expiration reports allow you to pick the email account to send these notifications. You may enter as many emails as you need or remove some unnecessary ones: Once you are ready with the setup, just save the changes and it is done!

Last updated on Oct 16, 2026

Contact handling in Reply

Reply provides a couple of key settings to help you manage outreach to contacts within the same organization and control how contact data is handled during enrichment. To access these settings, navigate to Settings > Contact handling tab. The options are disabled by default. You can enable them if you are the Team Owner. Pause contact in all sequences on reply This setting allows your team to use shared contacts across different sequences simultaneously. If a contact replies in any sequence, they will be paused in all other sequences. You can choose how the system handles notifications for these replies: - Pause automatically – the contact is paused in all sequences immediately without any notifications. - Ask by Email – the Team Owner receives an email notification before the contact is paused in other sequences. 💡Note that this feature applies only to contacts with paid (business) domains. Free or generic domains (such as gmail.com, yahoo.com, etc.) are excluded. Pause all contacts from the same organization on reply When this option is enabled, you can include multiple contacts from the same company in your sequences. If any one of those contacts replies, all other contacts from the same organization will be automatically paused. This option also includes the Pause contact in all sequences on reply feature. You can also select how the system handles notifications for these replies: - Pause automatically – the contacts are paused immediately without any notifications. - Ask by Email – the Team Owner receives an email notification before the contacts are paused. Reply uses the Company and Domain fields to identify that prospects belong to one organization. If the Company field is blank, Reply uses the Domain field. Enrichment settings These settings define how contact data is updated when new information is found: - Keep existing data Preserves the current contact information and skips any conflicting new data. - Override with new data Replaces existing fields with newly discovered information to keep records fully up to date. Check this article to learn more about contact enrichment.

Last updated on Oct 16, 2026

Beta mode

The Beta program lets you access the latest features before they are publicly available. While the Reply team works to enhance each release, Beta participants can try out these features early. If you are ready to try it out, follow these steps to enable Beta👇 1. Go to the Settings; 2. Scroll the page down to the Beta tab: 3. Turn the toggle on; 4. Confirm and it is done! 💡 Important: If you need to disable Beta, turn the toggle off but keep in mind that some pages and data generated and used by beta features will disappear from your account

Last updated on Oct 14, 2026

Reply's commitment to GDPR

As of May 2018, the implementation of the General Data Protection Regulation (GDPR) has affected organizations with business relationships involving EU data subjects. At Reply.io, we are fully committed to upholding compliance with these regulations for both our product and our overall organization. Moreover, we strive to support our customers in their endeavors to meet GDPR requirements. In this article, we address prevalent inquiries related to GDPR and the EU-US Privacy Shield, aiming to provide our customers and partners with a clear comprehension of our present standing and the measures we undertake to safeguard data privacy and protection. General info Reply is aligned with GDPR legislation. We recognized the importance of GDPR and have made a strong effort to align with GDPR principles and maintain data protection standards. However, it's important to note that Reply is not fully compliant with every legal obligation outlined in the regulation. The only reason for this is that we use Reply: LinkedIn Email Finder and Outreach extension for LinkedIn scraping. Using scraping tools like Reply's LinkedIn Email Finder and Outreach extension for extracting information from LinkedIn raises potential concerns regarding GDPR compliance. This is primarily due to factors such as amassing of information and the possible absence of explicit consent from those controlling the data (data controllers). What is the solution for this? If you are using Reply without the Reply: LinkedIn Email Finder and Outreach extension for LinkedIn scraping, you can be sure that all other components of the platform are fully compliant with the legal obligations outlined in the GDPR regulation. However, if you're using Reply along with the LinkedIn Email Finder and Outreach extension, it's important to consider the following points: - We use the extension exclusively to extract information that is in open access on LinkedIn. - We respect all of the data controller's rights and help handle all data requests, including deleting information from sellable databases. In case the data controller is referring to you, or to Reply, with any issues regarding access to their data, we can instantly erase that data from the system. - Consequently, when the data controller raises questions regarding the data and the methods employed to gather it, you can reference "Reply" and contact us. We will then take care of the process of removing that data from the system. Below is a comprehensive overview of how Reply is addressing GDPR compliance. Discover personal data Search for and identify personal data For Reply.io, the personal data of our customers stored in our application is located in the Azure Cloud and in internal systems needed for operations that are also cloud applications. We've made internal policy changes to ensure that there is no personal data stored locally by employees outside of this scope. For data that belongs to our customers as controllers in their accounts, it is only stored in Azure Cloud. It is recommended that customers access their infrastructure, as it is their responsibility to handle personal data in their accounts. Categorization We do not make a conscious effort to collect personal data of specific groups, such as information about persons under 18 years of age, for example, that are specifically mentioned in GDPR regulations. Maintain an inventory of personal data holdings Currently, we have a clear separation of personal data about our employees and customers used in a number of systems (CRM, Intercom, Reply application, Slack). Personal data of data subjects in customer accounts are stored and processed only in the Reply application. Outside of the Reply application, we use and process such data only as aggregated data for analysis purposes. Manage data Enable data governance practices and processes We are in the process of developing a scope of processes that will affect many departments and respect data subject rights under the GDPR ruling and how we handle them. Provide detailed notice of processing activities to data subjects We developed a ‘Trust’ page on the website with an updated privacy policy that will cover how we use the data of our customers as the controller. There is also an explanation of how personal data in their Reply accounts will be processed (as the processor). Discontinue processing on request On the ‘Trust’ page, there will be a request form and we are implementing a process to stop processing the personal data of data subjects and notify data controllers (customers). Collect unambiguous, granular consent from data subjects We will use the personal data of our customers and employees under the ‘legitimate interests’ clause as it's needed to fulfill our contractual obligations or to provide customer support in using the Reply platform. For data subjects in our customers' accounts, it is their responsibility as data controllers to obtain consent or use other reasons (compliant with GDPR) to get and store personal data. We, as the processor, are here to help respect the rights of data subjects and provide info on how we process such data. Facilitate communication mechanism between data subject and organization to handle data subject requests We are working to launch the 'Trust' page on our website Reply.io by mid-April. It will allow locating request forms for requests regarding GDPR or EU-US privacy shield. Our DPO or Customer Support team will communicate via email or support chats about these topics. Rectify inaccurate or incomplete personal data regarding data subjects On the ‘Trust’ page, it will be possible to post such a request (and also request to provide data that we store on data subjects) and we will respect it. Erase personal data regarding a data subject On the ‘Trust’ page, it will be possible to post such a request (and also request to provide data that we store on data subjects) and we will respect it. In April, we will implement an internal process as to how we will fulfill such requests. Provide data subject with their personal data in a common, structured format On the ‘Trust’ page, it will be possible to post such a request (and also request to provide data that we store on data subjects) and we will respect it. Restrict the processing of personal data On the ‘Trust’ page, it will be possible to post such a request (and also request to provide data that we store on data subjects) and we will respect it. Review data processing conducted by automated means On the ‘Trust’ page and in the privacy policy, we will highlight the cases when we use automated means of processing personal data or profiling it. Appoint a Data Protection Officer (DPO) By May 1, 2018, we will appoint a DPO and his/her contacts (with contacts of our representative in EU and 3rd party company that will provide independent recourse mechanics for EU-US privacy shield) that will be available on the ‘Trust’ page. Protect data Data protection and privacy by design and default As part of going through GDPR compliance implementation, we've reviewed our internal policies and how we approach building new value for customers with privacy in mind. Secure personal data through encryption By May 1st, we are planning to use encryption for data stored in the Reply application in Microsoft Azure Cloud (subject to technical or performance limitations). Secure personal data by leveraging security controls that ensure the confidentiality, integrity, and availability of personal data A three-way approach is currently in place. First, we've updated our internal employee policies to grant access to needed roles and limit breach possibilities. Secondly, processes to respect GDPR rules are in implementation. Finally, technical improvements in infrastructure, such as the Azure key vault and DB encryption, are planned until May 25th. Prepare for, detect, and respond to data breaches The process and policies we develop right now will cover how we communicate about possible breaches while technical improvements should limit such risks. Facilitate regular testing of security measures During 2017, we undertook a 3-month period of intensive application security testing and fixed 15+ vulnerabilities. After May 2018, we will plan another session to analyze the current situation. Report Keep a record to display GDPR compliance We store data in processed or raw formats and have a list of processing activities that can be combined for each record if needed. Track and record flows of personal data into and out of the EU To cover such flows, we've applied and are currently in the process of self-certification for the EU-US privacy shield program for the migration of data between the EU and the US. Also, our employees (or contractors) will sign contracts with contractual clauses that will cover the transfer of data to countries other than those covered by EU-US Privacy Shield. The data that moves through integrations in our customers' accounts, belongs to them as data controllers, in addition to the connected accounts. To make sure such applications cover compliant record flows of personal data, customers should consult representatives of these organizations. Track and record flows of personal data to third-party service providers Personal data of our customers or employees that moved to third-party providers (such as our internal systems that are needed to automate company operations) are stored there and can be accessed or deleted at any time. We also have log tracks of data flows from the point where we collected this data to third-party systems (if such transfer occurred). Facilitate data protection impact assessment As of now, we have implemented the first wave of processes and technical changes needed to be compliant. After that, we will consider taking the data protection impact assessment.

Last updated on Oct 16, 2026

Security and privacy compliance

Physical Security and Database Security We prioritize the security and privacy of your data by adhering to leading standards and leveraging world-class MS Azure Cloud Services. Our infrastructure is designed with multiple layers of defense-in-depth security measures, ensuring comprehensive protection for your information. Our data centers are guarded by security measures, including perimeter fencing, video surveillance, security personnel, secure entrances, and real-time communication networks. These measures are implemented throughout the facility and extend to each physical server unit. Restricted Access Access to our production environment is strictly limited to authorized members of the Reply engineering team. Additionally, database access is restricted to specific IP addresses, such as those belonging to the Reply Service and our development office. Network Security We employ SSL/HTTPS for all network connections, guaranteeing privacy and data integrity during communication between computer applications. Our internal infrastructure is further secured by strict firewall policies. Data Recovery Azure's robust backup system ensures that your data is backed up every minute using incremental backups and encryption. These backups are stored in geo-replicated storage, maintaining six copies of your data across two Azure data centers. Data Ownership and Privacy Your data remains your exclusive property, and we utilize it solely to deliver our services. We do not share your data with third parties or engage in data mining for advertising purposes. Furthermore, we provide ample time for you to export your data before any deletion occurs. Vulnerability Defense Our application is protected against major security vulnerabilities including, but not limited to: - SQL injection; - XSS - Cross-site scripting; - Authentication vulnerabilities; - Application setup vulnerabilities (to avoid known website backdoors), handled by professional DevOps engineers. - Sensitive data theft; - CSRF (Cross-Site Request Forgery); - Other vulnerabilities (not disclosed due to security reasons).

Last updated on Oct 15, 2026

General settings

Account The Account tab has basic personal information and helps you manage it. Here is what you may see here: - Personal details (First name, last name, company, phone, and title) - Email (login email) - Timezone - Password (you may update the account password if needed) Animation Plans & Billing This tab has all the details about your subscription, its period, the additional features you have, and the remaining credits. You may also access and download your recent invoices and manage your payment information. Wallet and Payment history for calls are also a part of this section. You may top up your wallet and check pricing for each call you make if needed. Tools This section lets you control the Email Quality checker. You may turn the toggle off or not depending on your preference: Emails The Emails tab lets you manage the way we work with different types of emails and replies from your prospects. The sections are the following: - Email safety - choose how we handle Out-of-Office, Auto-replied, and Bounced emails in both Reply Inbox and your email client; set up delays before the 1st email and choose how many emails per day we can send to a single contact. - Email notifications - configure sequence error, team, and mailbox connection reports sent to your email. - BCC Settings - add BCC to all outgoing emails or set up forwarding of all the incoming replies. - Out-of-Office - set up how Reply handles out-of-office replies and select some days to resume the contacts. Calls This section allows you to set up your call experience. Here are all the settings you may check: - Enabling/disabling calls - turn the toggle on or off if you need to manage the calls. - Phone number - rent a USA/Canada number within your account by choosing it from the list. - Call recording - record the call and listen to them if needed. - Custom Caller ID - this feature lets you mask your rented number and shows the real one from your settings. - Inbound calls transfer - if you turn the toggle on, we will forward all incoming calls to your phone number. - Access to Cloud Calls - you can turn the toggles on next to the needed teammate. - Call resolutions - this section will help you assign resolutions to contacts to determine their statuses. Email accounts This tab lets you easily add and manage your email accounts. It also reflects your daily limit and the overall number of emails for this mailbox: 💡 Important: Email account limits are updated daily at 00:00 UTC. The stats may show incorrect values if your sequence schedule is extended past this time. LinkedIn Accounts This tab is all about LinkedIn. You may connect, pause, or remove your LinkedIn accounts. It is also easy to access LinkedIn-related limits, refresh the connection cookie, and revoke connection requests: You can connect multiple LinkedIn accounts if needed. Triggers Triggers in Reply help you automate some actions with your contacts and emails. You can add contacts to lists, move them to sequences, assign different statuses, and stages, and remove them. Schedules This tab lets you create and manage schedules. You can choose the default one, edit existing sending windows, and check the schedules within the whole team. All new schedules you create have the default "New Schedule" name. It is best to differentiate them by adding some digits or using custom titles. API Key This page has the API key for your account. It will help you access Reply API, and integrate with Zapier, Make (Integromat), or log into the Chrome extension. You can also get a new API key by clicking the Generate new button. Custom tracking links This tab helps you personalize the opt-out, open, and click tracking links to improve your spam score. If you need help with the setup, our Deliverability team will gladly help you. Feel free to message us in chats or email us at [email protected]. Meetings Here you can integrate with Google Calendar to have control over your schedule. It is possible to set up both Google Meet and Zoom calls. It is also possible to choose the time zone, add a title and description, and pick the duration of your meeting. Contacts This tab is exactly what you need to create custom fields, manage contact stages, and handle prospects in Account-based mode. If you want to pause people, there are two options: do it automatically or by emailing the team owner first. Chrome Extension This tab has the link to the Chrome Extension and a video guide. The extension helps you manage tasks, search for emails, make calls, and get a LinkedIn connection cookie. Blacklist From here, you can blacklist certain domains by entering the names manually or uploading them from a CSV file. Even if you add contacts from blacklisted domains to a sequence, they will not receive your emails. Beta Here you can get access to Reply's beta features. You will test the latest features that have not been enabled globally yet. If needed, you can always disable Beta by turning the toggle off. This will remove the features from your account.

Last updated on Oct 16, 2026

Schedules

Schedules let you control when your sequence messages are sent. You can choose specific weekdays and time ranges to match your contacts' time zones and the best time to reach them. 🎥 Watch the video below to learn how to manage schedules in Reply. https://www.youtube.com/watch?v=6S3mYyKaWBw Manage schedules You can create and manage all schedules in Settings → Schedules. The All Owners filter lets you see schedules created by you and other members of your team. Create a schedule If you need to create a new schedule, follow these steps: 1. Click the New schedule button. 2. Enter a name for the schedule. 3. Select the sending timezone. 4. Select the days when messages should go out. 5. Set the sending time range by dragging the time block or using the + icon. 6. Click Save. 💡 We recommend setting a delivery window of at least 2.5-4 hours to allow enough time for emails to be sent. If you want your follow-up messages to use a different schedule: 1. Turn on the Separate schedule for follow-ups toggle. 2. Select the days when follow-ups should be sent and set the sending hours. 3. Click Save. 💡 Note: Reply uses UTC time and does not account for Daylight Saving Time. If needed, you can use an external time zone converter to set your sending hours correctly. Use contact-specific time zone You can adjust your sending times to match the local time of your prospects. To do this, turn on the Use contact's specific time-zone if set toggle under Advanced settings. The contact's time zone can be determined automatically during import if: - The Country column is filled. - Either the State column is filled or you have the City column. Skip public holidays You can choose not to send messages on public holidays. Reply includes built-in national holiday calendars for supported countries. Turn on the Skip public holidays toggle and select the country whose holidays you want to follow. If you'd like to see which holidays are included, download the calendar as a CSV file. Alternatively, click Create custom calendar and select the specific days you want to skip. If you'd like to customize a built-in holiday calendar: 1. Click Create custom calendar. 2. In the Start from existing calendar field, select the country whose calendar you'd like to use. 3. Reply will create a copy of the selected calendar that you can edit and customize to fit your needs. Default schedule If you have multiple schedules, you can set one as the default. This schedule will automatically apply to new sequences. To do this, hover over the schedule and click Make default. Delete a schedule If you no longer need a schedule, you can remove it by clicking the bin icon. Keep in mind that if any campaigns are still using this schedule, you'll need to change them first. Once the schedule is no longer in use, the bin icon will become active. 👉 Learn more: - Can I change the schedule for an active sequence? - Why is my sequence not sending emails? - How to correctly define a contact's time zone when importing from a CSV file?

Last updated on Oct 16, 2026

Where can I find Reply's service up/downtime stats?

If you have concerns about whether a platform is functional, use the status page to check the uptime and downtime metrics. The metrics cover these areas: - Web application - API availability - Reply website - Chrome Extension - Integrations The service monitors the data automatically and updates it every 4 hours; the statistic is stored for the last 90 days: The list of incidents is always available in the lower part of the page, so you may check anytime you need: Should you have any trouble with Reply, feel free to message our Support team in chats or email us at [email protected].

Last updated on Oct 14, 2026

Existing limits in Reply

Limits in Reply can be separated into a few groups. In this article, we will cover all the groups and will see what limits influence the sending most: - email-related - contact-related - integration-related - feature-related Email-related limits The first limit that influences the sending is the Total number of emails. The maximum value sent daily from one email account is 400 emails for the paid plans and 200 for the trial accounts. The other limit is the Max number of emails per day that is managed inside the sequence. It cannot exceed the limit of emails per email account a day. If you want to send multiple emails to one contact daily, the Max daily emails per contact limit is what you need. The default value is set to 1 but you may increase it. 💡 Important: The above limits do not apply to emails sent within the Manual email step. If you'd like the same prospect to participate in several sequences at the same time, you can change the default value to 2 or 3. Every new Reply user has 2 email accounts included in the Trial period. Paid subscription plans include: 1. Multichannel plan – 5 email accounts on the monthly plan, 10 on the annual plan 2. Email volume plan – the number of included email accounts depends on the number of active contacts (see the Fair usage policy section for details) 3. Agency plans – unlimited email accounts You can also connect as many additional mailboxes as you need for $29/month each. Contact-related limits The default contact storage limit in the Reply account is 100,000 on all Business and Agency plans. If you cannot upload more contacts, our Support team can raise the limit upon your request. 💡 Note: Increasing the contact storage beyond 100,000 costs $30 per month for every additional 100,000 contacts. The Active Contacts limit is the number of unique contacts you reach out to during a billing month. A contact is counted as active if they receive at least one outreach step from you during that period – whether that’s an email, a LinkedIn connection request, a LinkedIn message, or an InMail. Here's how it works: - One Contact = One Count: If a contact receives even a single email (whether it’s Step 1 or Step 10, part of the same sequence, or a new one), they are counted as an Active Contact for that month. This limit resets with your subscription renewal date, not at the beginning of the calendar month. - If a follow-up email is sent to a contact in a different month, they will count as an Active Contact again for that new month. For example, if you sent an email to Contact A during January's billing cycle, they would count toward January's limit. If their follow-up email is sent during February's billing cycle, they will also count toward February's limit. The limit varies based on your subscription plan: - Email Volume Plans: These plans offer flexible limits starting at 1,000 active contacts and scaling up to 5,000, 10,000, 25,000, 50,000, 100,000, or more, depending on your chosen plan. - The Multichannel Plan comes with unlimited active contacts. - During the trial, it's set to 300, so you can email 300 unique contacts. Follow-up emails are not used in the count. Exporting your active contacts You can export the list of active contacts at any time to track your usage for the current billing month. To do this: 1. Go to Settings → Plans & Billing. 2. Find the Active Contacts section and click Export. 3. You'll get a CSV file with the full list of contacts you've reached out to within the current billing period. 💡 Please note: this option is available to organization owners only. Integration-related limits - 15,000 requests a month for API requests. - 10 seconds limit between API calls. - The limit for syncing contacts = the limit for prospects. Feature-related limits As a new user, you can earn up to 50 Reply credits during onboarding to search for contacts in Live Data. For subscribers, both the Email Volume and Multichannel plans include 50 Reply credits per month, whether on a monthly or annual plan. If you want to use LinkedIn automation in your campaigns, you need to set up LinkedIn limits. Each interaction is limited to a maximum of 100 actions per day. Fair usage policy The Fair Usage Policy applies to Email Volume plans and ensures that the number of mailboxes included in your subscription aligns with your active contacts and sending activity. This approach helps ensure you have enough mailboxes to reach your contacts effectively, while also following email deliverability best practices and maintaining stable platform performance. The number of included mailboxes is determined based on your active contact limit and overall usage. | Number of active contacts included in the Email volume plan | Mailbox limit | | --- | --- | | 1,000 | 25 | | 2,000 | 50 | | 3,000 | 75 | | 5,000 | 125 | | 10,000 | 250 | | 25,000 | 625 | | 50,000 | 1250 | | 100,000 | 2500 |

Last updated on Oct 16, 2026

Interface themes

You can customize the appearance of Reply by switching between interface themes, such as Dark mode and Glass background. Dark mode If you prefer a darker interface for low-light environments or want to reduce eye strain, you can turn on dark mode in Reply or through your browser. To switch to dark mode in Reply: 1. Go to Account settings in Reply. 2. Enable the Dark mode toggle. To return to light mode, turn the toggle off. You can also turn on dark mode directly in your browser, and it will be automatically synced with Reply. In Chrome - Click the three dots next to your profile photo. - Go to Settings → Appearance → Dark mode. In Safari - Open Settings → System Preferences → Appearance → Dark mode. Glass background Glass background adds a translucent, frosted-glass effect to the Reply interface, creating a more modern visual style. To enable or disable Glass background: 1. Go to Account settings in Reply. 2. Toggle Glass background. 💡 Note: Glass background is available only in Modern view. If you don't see the option, switch to Modern view first.

Last updated on Oct 14, 2026

How to reset your password

If you've forgotten your password, you can reset it from the Reply login page. To reset your password: 1. Go to the Reply login page. 2. Click Forgot password? 3. Enter the email address associated with your Reply account. 4. Click Send password reset link. 5. Check your inbox and follow the instructions in the reset email. If you don't see the email, check your spam folder. If you're logged in to your account, you can change your password in a few steps: 1. Go to Settings → Account. 2. Scroll down to the Change password section. 3. Enter your old password. 4. Enter the new password and re-enter it to confirm. 💡 If you signed in with Google, Microsoft, or Apple, the Change password section may not be available. You can reset your password using the Forgot password? option instead, or contact our support team for assistance.

Last updated on Oct 21, 2026