System/Settings — Limitations & best practice

Things to keep in mind when configuring Settings, plus recommendations for keeping your account tidy and secure.

Limitations

• Permissions are required for many pages. Audit logs, user and group management, and Settings access itself all require specific permission toggles. If you can't see a page, ask your system administrator.
• Portal custom fields have edit limits. Where custom fields are exposed to the Login Portal, non-text custom fields are viewable but not editable by members. (Portal exposure itself is covered in the Login portal guides.)
• Text message numbers and sender IDs are provisioned by Support. You can view the current setup, but new numbers or custom sender names must be set up by SwiftFox Support.
• Invoice heading wording is your responsibility. The document title (for example Tax Invoice vs Invoice) should align with your legal requirements.
• Preview features are in testing. Anything behind the Preview features permission may change.

Best practice

• Secure your own login first. Set a strong password and enable two-factor authentication in My account.
• Use small, focused user groups. Because permissions combine across groups, build groups around capabilities and combine them, rather than one large group per role.
• Set a sensible default group. Configure a default group so first-time users get a safe baseline of access automatically.
• Standardise classifications early. Define your category types, default roles & titles, post tags and custom fields up front so data stays consistent and filterable, and to prevent misspelling.
• Plan custom field types carefully. Choose the right field type when you create a field — changing a field's fundamental type later can disrupt existing data.
• Keep Company details current. Because they feed invoices and receipts, an out-of-date logo, address or ABN will show on finance documents.
• Use the Audit logs for governance. Review the system-wide log for account-wide activity and the per-contact log when investigating a specific record.
• Honour contact restrictions. Only contact people who have not been restricted, and only override exclusions where it is necessary and lawful.

Good to know

• Campaign periods live under Data & records → Campaign periods and set the time windows used as temporary contact restrictions.
• The Custom fields page is at Data & records → Custom fields, where you choose each field's type when you create it.
• Permission toggle names referenced in the User groups guide should match those in your account's current build.