Account Overview & Settings

Last Updated: August 2025
Reading Time: 7 minutes

Your CallGrid account settings are the foundation of your call tracking operations. This comprehensive guide walks you through every setting to ensure your account is configured for success.

🎨 Profile Settings

Your profile controls how you interact with CallGrid and how the platform appears to you.

Profile Information

• Full Name: Your display name across the platform
• Email Address: Your primary contact for notifications and login

Theme Customization

CallGrid offers extensive theme customization to match your preferences and reduce eye strain during extended use.

Pre-built Themes

Choose from our professionally designed themes:

• CallGrid Light: Clean, bright interface for daytime use
• CallGrid Dark: Easy on the eyes for extended sessions
• Midnight Dusk: Deep blues and purples for late-night work
• Arctic Frost: Cool, calming color palette
• Matrix: High-contrast green for maximum visibility
• Rose Gold: Warm, sophisticated tones
• Crimson Night: Bold reds with dark backgrounds
• Forest Canopy: Natural greens and earth tones
• Royal Velvet: Rich purples and deep contrasts

Pro Tip: Try different themes based on your working hours - lighter themes for day, darker for evening.

Custom Theme Options

For ultimate personalization, enable Custom Theme to fine-tune every interface element:

• Accent: Primary action colors (buttons, links, highlights)
• Background: Main interface background color
• Foreground: Primary text and icon colors
• Muted Text: Secondary information and labels
• Well: Container backgrounds for cards and sections
• Border: Divider lines between elements
• Input: Form field backgrounds and borders

Call Status Colors

Customize how different call statuses appear in your reports:

• Stats Billable: Revenue-generating calls (Default: Orange)
• Stats Live: Currently active calls (Default: Green)
• Stats Completed: Successfully finished calls (Default: Blue)
• Stats Non-Connect: Failed connections (Default: Red)

Quick Setup: Click "Reset All" to return to default colors if needed.

🏢 Organization Management

Access organization settings by clicking your Organization name in the lower left of the side navigation

Settings Tab

Organization ID

• Unique identifier for your account
• Required for API integrations
• Click to copy for easy sharing with support

Organization Details

• Name: Your company name as it appears in reports
• Domain: Primary domain for your business
• Phone: Main contact number for account verification
• Timezone: Critical for accurate reporting and scheduling

Important: Timezone affects all reporting data. Change with caution as it won't retroactively adjust historical data.

API Keys Tab

Manage programmatic access to your CallGrid account:

Creating API Keys

1. Click "Create API Key"
2. Provide a descriptive name
3. Select appropriate role permissions
4. Copy the key immediately (shown only once)

API Key Management

• Name: Descriptive identifier for the key's purpose
• Key: Masked for security (click eye icon to reveal)
• Role: Permission level (Admin, Reporting, etc.)
• Created: Timestamp for audit trail
• Actions: Delete compromised or unused keys

Security Best Practices:

• Create separate keys for different integrations
• Rotate keys every 90 days
• Never share keys in emails or messages
• Delete keys immediately if compromised

Manage Section

Plan & Billing

Access your subscription and payment settings:

• Current plan details
• Usage statistics
• Payment methods
• Invoice history
• Auto-recharge settings

Users

Manage team access:

• Add new team members
• Set user roles and permissions
• Remove access for departed employees
• View last login times

👥 User Management

CallGrid supports multiple user types for secure collaboration:

User Roles

Admin

• Full access to all features
• Can modify organization settings
• Manage billing and users
• Create/delete API keys

Member

• Access to campaigns and reporting
• Can create/modify destinations
• Cannot access billing or org settings

Adding New Users

1. Navigate to Organization → Users
2. Click "Add User"
3. Enter email address
4. Select appropriate role
5. User receives invitation email

💳 Billing Settings

Access comprehensive billing management through the Manage Billing interface, providing full control over your payment methods, usage tracking, and auto-recharge settings.

Plan & Balance Overview

The Plan & Balance card displays your current subscription status:

• Current Balance: Real-time account balance (shown as negative when credits are available)
• Plan Type: Your current subscription tier (Starter, Growth, Enterprise)
• Monthly Cost: Recurring subscription fee
• Plan Status: Active/Inactive indicator
• Renewal Date: Next billing cycle date

Available Actions:

• Change Plan: Upgrade or downgrade your subscription
• Add Funds: Manually add credits to your account

Auto Recharge Configuration

Keep your campaigns running smoothly with automatic balance replenishment:

Settings

• Minimum Balance: Threshold that triggers auto-recharge (e.g., $25.00)
• Recharge Amount: Amount to add when triggered (e.g., $100.00)
• Status Toggle: Enable/Disable auto-recharge with one click

Configuration Best Practices

1. Set minimum balance at least 2x your daily spend
2. Choose recharge amounts that cover 3-5 days of usage
3. Monitor initial settings for first week to optimize

Example: If you spend ~$20/day, set minimum at $40 and recharge at $100

Payment Methods

Securely manage your payment options:

Adding a Payment Method

1. Click "Add a default payment method"
2. Enter card details:
3. • Card number
   • Expiration date (MM/YY)
   • CVC security code
3. Click "Add Card" to save

Managing Payment Methods

• Set default payment method for auto-recharge
• Remove expired or unused cards
• Update billing information
• View saved payment methods

Security Note: CallGrid uses Stripe for PCI-compliant payment processing. We never store your full card details.

Usage & Transaction History

Monitor your spending with detailed tracking across three tabs:

Payments Tab

View all transactions with:

• Date: When the payment was processed
• Payment Method: Card used for transaction
• Status: Success/Failed/Pending
• Amount: Total charged

Download Option: Export payment history for accounting purposes

Usage Tab

Track detailed platform usage:

• Daily breakdowns by feature
• Call minutes (local and toll-free)
• Recording storage
• AI transcription usage
• Bid requests ($0.0005 each)
• Custom reporting

Rates Tab

View your current pricing:

• Per-minute rates by call type
• Feature-specific costs
• Volume discounts (if applicable)
• Custom negotiated rates

Billing Alerts & Notifications

Stay informed about your account:

• Low balance warnings
• Successful auto-recharge confirmations
• Failed payment notifications
• Monthly invoice delivery
• Usage spike alerts

Invoice Management

Access your billing documents:

• Download monthly invoices
• View payment receipts
• Export for accounting software
• Request custom billing periods

Common Billing Scenarios

Setting Up a New Account

1. Add payment method
2. Configure auto-recharge
3. Add initial funds
4. Monitor first week's usage
5. Adjust settings as needed

High-Volume Operations

• Consider negotiated rates
• Set higher auto-recharge amounts
• Enable usage alerts
• Review weekly spending patterns

Budget Management

• Use daily usage reports
• Set conservative auto-recharge
• Monitor cost per acquisition
• Optimize campaigns based on ROI

🚨 Billing Troubleshooting

Payment Declined?

• Verify card details are correct
• Check with bank for restrictions
• International cards may need approval
• Consider wire transfer for large amounts

Auto-Recharge Not Working?

• Confirm it's enabled (not "Disabled")
• Check payment method is valid
• Verify minimum balance is set correctly
• Ensure default payment method is selected

Usage Higher Than Expected?

• Review Usage tab for breakdown
• Check for failed calls (still incur costs)
• Verify campaign settings
• Look for toll-free vs. local usage

Need a Custom Invoice?

• Contact billing@callgrid.com
• Provide date range needed
• Allow 24-48 hours processing

💡 Billing Best Practices

1. Prevent Interruptions
2. • Always maintain positive balance
   • Set auto-recharge 20% above typical usage
   • Keep payment method current
2. Optimize Costs
3. • Use local numbers when possible
   • Monitor failed call rates
   • Review usage weekly
   • Adjust campaigns based on ROI
3. Financial Planning
4. • Export monthly reports
   • Track cost per conversion
   • Budget for seasonal variations
   • Negotiate volume discounts

🔐 Security Settings

Password-less Authentication

CallGrid uses modern authentication:

• Google Sign-In: Link your Google account
• Email Magic Links: Secure login via email
• No passwords to manage or compromise

Session Management

• Automatic timeout after inactivity
• "Remember me" option for trusted devices
• View active sessions
• Remote logout capability

🔔 Notification Preferences

Configure how CallGrid communicates with you:

Email Notifications

• Daily performance summaries
• Alert thresholds exceeded
• Failed destination warnings
• Billing notifications
• New user invitations

Platform Alerts

• Real-time dashboard notifications
• Campaign performance alerts
• System maintenance notices

🌍 Regional Settings

Timezone Configuration

• Affects all reporting data
• Changes apply going forward only
• Consider impact on team members
• Standard timezone format (e.g., US/Pacific)

Currency Display

• USD default
• Affects reporting displays
• Does not change billing currency

🛠️ Advanced Settings

Data Retention

• Call recording storage duration
• Report data archival
• Compliance settings

Export Preferences

• Default file formats
• Report templates
• Scheduled export settings

💡 Best Practices

1. Perfect Your Theme
2. • Test different presets during various times of day
   • Customize colors to match your brand
   • Save configurations before major changes
2. Complete Your Profile
3. • Add profile picture for multi-user accounts
   • Keep contact information current
   • Set appropriate timezone immediately
3. Secure Your Account
4. • Use Google authentication when possible
   • Regularly review user access
   • Monitor API key usage
4. Regular Maintenance
5. • Review user access monthly
   • Check billing settings quarterly
   • Update payment methods before expiration

🚨 Common Issues

Can't access organization settings?

• Verify you have Admin role
• Check with your account owner
• Contact support if access seems incorrect

Theme changes not saving?

• Refresh your browser
• Clear cache if persistent
• Try a different browser

API key not working?

• Verify correct permissions
• Check if key was deleted
• Ensure proper formatting in your code