Your Personal Profile in Ontraport allows you to customize the settings for your user seat. Personal Profile settings include contact information that you can use in merge fields in your assets, how your emails will appear in your contacts’ inboxes, passwords, social logins and more. Learn even more in our video lesson.

To create a new user in your account, fill in the details of their Personal Profile. To update it later, navigate back to any user and edit.

• To access your Personal Profile, go to → Personal Profile.

If you’re an account owner, you can also access and update the Personal Profiles of users in your account.

• To access other users’ Personal Profiles, go to → Manage users then click on a user’s name.

Table of contents

Tabs and sections of the Personal Profile
• User Information
• Contact Information
• Email Information
• User Details
• Login Details
• Social Login
• User Permission Exceptions
• Tags and Automations
• Integration
• Calendar
• Records Owned
• Create new user relationships
Create a new user
Delete a user
Log a user out
Send a password reset email
Lock a user out
Custom user fields
• Default merge fields

Tabs and sections of the Personal Profile

By default, the Personal Profile has four tabs that allow you to store information about yourself and your team:

1. User Information
2. Integration (Plus accounts and above)
3. Calendar (Plus accounts and above)
4. Records Owned

User Information

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The User Information tab stores basic information about your user, such as location, email send information and login details.

Contact Information

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The fields in your “Contact Information” section can be used as merge fields in your assets to add your contact information.

• Note the email field here is not connected to the email address you use to log in to your Ontraport account. Use this field to merge this email address into your pages and emails to give your visitors and contacts an email address to reach you.

Email Information

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In the “Email Information” section, you can customize how your emails will look in your contacts’ inboxes.

Email “From” Name

This field determines what name will appear next to the subject line of emails sent by this user, like this:

“Reply to” email

The “Reply to email” is the email address where you will receive your contacts’ replies. If left blank in a user’s profile, replies will flow to the account owner’s “reply to” email address.

User Details

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The “User Details” section lets you personalize other aspects of your account, such as a user’s role and preferred language.

You can also set your account’s timezone if you’re an account owner.

Role

The role field determines what actions users are allowed to perform and what information they can view.

• Learn more about user roles here.

Timezone

This field is only visible in the account owner’s Personal Profile. Your account’s timezone helps you customize the timing of your automation. The date and time settings on automation elements let you choose from two timezones:

• In my timezone — uses a fixed date/time
• In the contact’s timezone — uses a relative date/time

Language

Choose the language you’d like to see when logging in to your account.

Login Details

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The “Login details” section controls the information you use to log in. You can update your login email, password, and cell phone number for multi-factor authentication.

As an account owner, you can update your team’s login info too.

Note that Ontraport’s security protocol prevents you from logging in while using a VPN.

Update your password

1. Click the password field.
2. Enter the existing password.
3. Enter your new password.
4. Click Save.

Update your login email

This is the email address you’ll use to log in to your account and receive multi-factor authentication verification codes.

1. Click the login email field.
2. Enter your login email.
3. Confirm your login email.
4. Click Save.

Update your cell phone (for authentication) number

This is the SMS number where you’ll receive multi-factor authentication verification codes.

1. Click the cell phone (for authentication) field.
2. Enter your cell phone number.
   • Only include numbers or the “+” symbol.
3. Click the checkmark to save your number.

Social Login

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The “Social Login” section lets you connect your existing account to social apps. You can log in to your Ontraport account using your Google or Facebook credentials.

You must enable this feature in your account before getting connected. Follow the steps in this article to learn how.

User Permission Exceptions

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The “User Permissions Exceptions” section allows you to add user permission expectations to any user in your account. Permission exceptions are helpful when you want to give extra access to specific users or remove access to particular features.

Learn more about user permissions exceptions here.

Tags and Automations

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The “Tags and Automations” section allows you to add tags to your users and add users to automation maps.

In the User Tags section, you can add tags to your users just like you can add tags to contacts.

• Go to your User Tag collection by going to → Administration → User Management → Manage Tags.

In the Automations section you can manually add users to user automation maps.

• Go to your User Automation collection by going to → Administration → User Management → User Automations.

Integration

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The Integration tab is where you and your users set up your Google Calendar integration.

Check out this article to learn how.

Calendar

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The Calendar tab shows all of your own calendar events.

Check out this article to learn more.

Records owned

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Each record in your account contains an “owner” field. This field reflects the default one-to-many relationship between records and users in your account, and it indicates which user is responsible for the record. The Records Owned tab of your personal profile shows you all the records you own.

If you create custom relationships between your users and records, we recommend consolidating all your user relationship fields in this tab.

Create new user relationships

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You can even create custom relationships to make it more clear how and why your users and records are related.

For example, if you want to assign a “Sales coordinator” or “Onboarding representative” to your contacts, create a new relationship between contacts and users.

Check out this article to learn more.

Create a new user

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1. Go to → Manage users.
2. Click New User.
   • If you’ve exceeded the number of account users included in your subscription plan, you’ll see a pop-up that lets you know how much your additional user seat will cost. The price of user seats depends on your account level.
   • Click Agree to continue.

3. Fill in all the required fields.
4. Click Save.

Delete a user

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You can delete a user to remove access to your account.

1. Go to → Administration → User Management tab → User Management.
2. Select your user and click Delete.
3. Select the user to reassign records to.
4. Click Delete.

Log a user out

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To be sure that you have complete control over who has access to your account, account owners can log out users. Here’s how:

1. Go to → Manage Users.
2. Select the user you want to log out and click Log out from the action bar.

3. Click Log out again on the confirmation pop-up.

Send a password reset email

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Account owners can send a password reset link to users so they can reset their passwords.

1. Go to → Manage users.
2. Select the user you want to log out and click Reset password from the action bar.

3. Click Reset password again on the confirmation pop-up.

Lock a user out

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If you are an account owner, locking users out allows you to control who can log in to your account using their credentials.

1. Go to → Manage users.
2. Select the user you want to log out and click Lock out from the action bar.

3. Click Lock user out on the confirmation pop-up.

Users who have been locked out of your account, can be unlocked, have their status updated to “Active” and allowed to log back in to your account.

1. Go to → Manage users.
2. Select the user you want to log out and click Unlock from the action bar.

3. Click Unlock again on the confirmation pop-up.

Custom user fields

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Custom user fields are a valuable way to merge information about your users into your assets. For example, you can create a custom disclaimer or signature field and merge fields to your pages and emails. Here’s how:

1. Go to → Administration → User Management → User field editor.
2. Add the fields, sections and/or tabs you’d like to include in your user records.
   • Follow the same steps to add new fields as you used adding custom fields to your contact records.
3. Click Save.

Default merge fields

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If you add a merge field to an asset and your user doesn’t have a value saved for that field, you can use default merge fields to ensure your content will still make sense. These default fields replace blank fields with filler content.

For example, if you’ve created a company directory page and your user doesn’t have a public email address in their record, add a default support address as the default public email field.

User default merge fields work exactly just like contact default merge fields.

Here’s how to set up your user default merge fields:

1. Go to → Administration → User Management → Default Merge Fields.
2. Type a default value into the fields of your choice.

3. Click Save.