Your profile

Profile, from your account menu in the top bar, is your own settings. Everything here affects only you, and nobody else can change it for you.

At the top you see your name, job title, company and when you last signed in. Beside it, Finish setting up lists the few things still worth doing - click one to go straight to it. It disappears once they are all done.

The page is split into sections down the left. A dot beside a section means you have changed something there and not saved it yet; SmarteBuild warns you before you leave with unsaved changes.

Your details

Field	What it does
First name / Last name	How you appear on orders, tenders, emails and to your team. First name is required.
Job title	Shown under your name - for example Estimator or Site supervisor
Mobile or phone	So suppliers and your team can reach you

Save details keeps them; Undo changes puts back what was there.

Beside them, Company, Account type and Last signed in are shown but cannot be edited here. Account type is where you check whether you are an Administrator — that is what decides if the Admin panel opens for you, and only another administrator can change it.

Your picture

Drop a picture on the box, or click Upload. Any JPG, PNG or GIF up to 5 MB works: SmarteBuild turns it the right way up, crops it to a square and shrinks it, so a photo straight off your phone is fine. Remove takes it away and your initials show instead.

Your picture makes Messages, the activity lists and the assignee columns readable at a glance.

Sign-in & password

Changing your sign-in address

Type the New sign-in address and your current password, then Change address. This is the address you sign in with and where SmarteBuild sends your notifications. It cannot be one another SmarteBuild account already uses.

Changing your password

Type your current password, then the new one twice. The rules show as you type and tick off as you meet them:

• at least 8 characters
• an upper-case and a lower-case letter
• a symbol such as ! # $ %

A strength bar shows how hard the password would be to guess. Longer is better - a short sentence is easy to remember and hard to crack.

Never share your login

Every action records who did it. A shared account destroys that record, and it is the record you rely on when a number is queried. If a colleague needs access, they need their own account.

After several wrong current passwords in a row, SmarteBuild stops accepting tries for a few minutes - the same protection as the sign-in page.

Last signed in

Worth a glance occasionally. If it shows a time you were not working, change your password and tell your administrator.

Email sending

This is the address your orders, tender invitations, variations and claims go out from. Mail from your own address gets replies to you, and the sent copy sits in your own mailbox. If you have not set it up, the section shows three choices:

Choice	When to use it
Outlook or Microsoft 365 (recommended)	Your email is Outlook, Office 365 or Microsoft 365. Sign in with Microsoft once - no password is stored.
Gmail or Google Workspace	Your email is Gmail or a Google Workspace address. Sign in with Google once.
Another provider	Anything else. Type your mail server’s details and password.

The first two open a Microsoft or Google sign-in in a new tab. When you come back to the profile page it shows the connection straight away.

Another provider

Pick your Mail provider and SmarteBuild fills in the Outgoing mail server, Port and security for you; choose Other and type them if yours is not listed. Then type the Mailbox password and your SmarteBuild password, and click Test and save.

Test and save sends a real test message to you first. If it does not go through, nothing is saved and the page tells you why in plain words - wrong password, server not reachable, app password needed. Your old settings, if you had any, keep working.

Microsoft 365 and Gmail usually need more than your normal password

Microsoft is switching password sending off, so for Outlook and Microsoft 365 use Outlook or Microsoft 365 above instead. Gmail and Google Workspace accept a password only if it is an App Password made in your Google account’s security settings - your normal Gmail password is refused.

See Email settings for the server details of common providers.

Once it is set up

The section shows the address, how it connects, and a status:

• Working - the last send through it worked.
• Needs attention - the last send did not work. The reason is shown underneath.

Send a test sends yourself a test message at any time. Change settings (or Connect again for Microsoft and Google) fixes a mailbox that has stopped working - for example after you changed your email password. Stop sending from this address removes it, and anyone you shared the mailbox with loses access to it too.

The coloured dot beside Email sending in the left list shows the same status at a glance.

Email signature

Your signature is added wherever an email template says $Signature$ - orders, tender invitations, variations and claims. There is one signature and it is the one that goes out.

The editor works like a small word processor: Bold, Italic, Underline, Text colour, Link, Bulleted list, Add a picture (your logo) and Clear formatting.

• Start from my details writes a tidy starting signature from your name, job title, company and phone - edit it from there.
• Pasting from Outlook or Word works. SmarteBuild strips the hidden Word formatting that makes signatures look broken in other people’s mail, and keeps bold, colours and links. Pasted pictures are uploaded for you.
• How it looks in an email shows your signature under a sample order email, as a supplier would see it.

Save signature keeps it.

Keep it short: name, job title, company, phone and website. A subcontractor reading an order on a phone does not need six lines of disclaimer.

You also have an older signature

The old profile page had a second signature tab that was never actually put on any email. If you typed something there, the page shows it and offers Use this one to bring it into your real signature.

Mailbox sharing

Lets someone else in your company send from your address - for example an office manager sending orders on your behalf. Only works once your email sending is set up.

Type a name in Add someone and pick them (or press Enter for the first match). Add everyone gives the whole company access in one go - you are asked to confirm. Remove takes access away again.

Mailboxes shared with me lists the addresses other people have shared with you. These appear in the “send from” list on orders, tenders and variations. Here each one shows Working or Not checked - if it is not checked, ask its owner to send a test.

Preferences

Switches that change how SmarteBuild behaves for you. Each one saves the moment you flick it and follows you to any computer.

Group	Preference
General	Hide the Getting started page - the checklist that opens after you sign in on a new account
General	Show job numbers in project lists
Bill of Quantities	Warn me when a price list rate changes - flags BOQ items whose price-list rate has moved since you priced them
Bill of Quantities	Open BOQ operations in a new window
Documents	Publish my uploads straight away
Documents	Share my uploads with everyone - not only people on the project
Documents	Open each file in its own window
Email	Development reminders - overnight, when an approval is overdue, a consent is about to lapse or a buyer’s sunset date is near on one of your developments. Each one sent once. On unless you switch it off. The switch turns off the email only: the bell and the phone app show these reminders whether it is on or off
Email	Weekly procurement email - on Monday morning, the items you look after on every job’s procurement list that have to be chosen or ordered this week or next. On unless you switch it off; sent only when something is due
Email	Late procurement warnings - straight away, when someone changes a schedule and an item you look after on a procurement list becomes due this week or overdue. On unless you switch it off
Xero	Connect when you sign in, reconnect when the connection runs out, switch organisation when you switch company, disconnect when you sign out

The Xero ones only matter if your company is connected to Xero.

Appearance

Night mode and Narrow side menu change the look of SmarteBuild on this computer only - another computer keeps its own setting. Changing either reloads the page, so save anything else first.

Worth doing on day one

Five minutes, and it makes everything you send afterwards look right. Finish setting up at the top of the page tracks the first four:

1. Add a picture.
2. Add your phone number (and check your name and job title).
3. Set up email sending - Outlook or Microsoft 365 if you can.
4. Write your signature - Start from my details is a good start.
5. Change your password to something unique.

My activity, at the bottom of the left list, shows what you have done in SmarteBuild recently. AI credits, just above it, opens your company’s AI credit: what is left and what it went on.