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Communication controls shared outbound behavior across SMS, email, calls, and automation. Open Settings > Advanced Settings > Communication, then pick a section from the rail: Templates, Voicemail, Email Forwarding, Email Signature, Proof of Funds, Operating Hours, or Limits. Anything you change here applies to the whole team - Messages, Bulk Messaging, and Sequences all pull from these settings.
Key things to know
  • Templates power one-off messages, bulk sends, and sequences - keep a template for both New Conversation and Existing Conversation contexts.
  • The voicemail greeting is read aloud by an AI voice (male or female) - use Play preview to hear it before saving.
  • Operating Hours and Limits are platform-managed and read-only; outbound messages outside the window are offered a delayed send instead.
  • Only admins can edit these settings; members see the current values.

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Section-by-section reference

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Templates

Templates are reusable SMS and email messages. Click New Template to create one, choosing:
  • Message type - SMS or Email (email templates have a preview).
  • Conversation Context - New Conversation templates only show when there is no prior thread with the contact; Existing Conversation templates show once a thread exists.
  • Body with merge fields such as , , , and more - placeholders are replaced with real values when the message is sent.
You can mark a template as the default for its message type and context so it is pre-selected when composing. Templates can be browsed in grid or list view. See Message Templates for writing tips, and review your templates after changing Buyer Identity, Deal Terms, or your sender domain.

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Voicemail

The voicemail greeting plays when an incoming call isn’t answered (or when you send a call to voicemail), and it is read aloud by an AI voice:
  • Pick the voice (male or female) and click Play preview to hear the current script.
  • Edit the Voicemail message text, or click Reset to default to restore the standard script. Insert buttons add your company name and your ProPilot phone number into the script.
  • Keep it short - callers hear it before the beep. Click Save voicemail to apply.

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Email Forwarding

What this section shows depends on how your organization sends email. With a Gmail account connected, your emails send directly from your Gmail account, so mirror copies are not needed - Gmail already keeps every sent email in its own Sent folder, and replies arrive in your Gmail inbox. The section instead offers:
  • Default CC (visible to recipients) - addresses added as CC on every outbound email.
  • Default BCC (hidden copies) - addresses added as a hidden copy on every outbound email. Use this to keep a copy in another mailbox. Copies are read-only: replying from that mailbox goes to your Gmail address, not to the person you emailed, and does not route through ProPilot.
  • Propilot server options (mirror & routing) - the mirror settings described below, collapsed. They still apply to emails that send through ProPilot’s server, for example replies to older email threads that didn’t go through Gmail.
Without Gmail connected, Email Forwarding mirrors copies of ProPilot emails to a real mailbox such as Gmail or Outlook, while ProPilot remains the system of record:
  • Enter one or more Mailbox addresses (comma-separated). You cannot use your ProPilot sender subdomain here - it must be a real external mailbox.
  • Toggle Inbound emails and Outbound emails independently to choose which direction gets copied.
  • Each copy carries a special reply address so that replying from your mailbox routes back through ProPilot and keeps the conversation thread in sync. Use Reply, not Reply All - Reply All can send a duplicate without reaching the recipient through your branded sender.

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Email Signature

Set the signature text appended to outbound emails, and optionally upload a signature image that is added in HTML emails. The sender address and domain themselves are configured in Email Setup.

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Proof of Funds

Upload your organization’s proof of funds document (PDF or image) so teammates can attach it to emails with one click using Attach POF. Keep the file under 1MB so attachments don’t fail. The section shows the current file with Download and Remove actions; only admins can upload or remove it.

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Operating Hours

A read-only view of the platform-managed sending window, displayed per weekday (Monday-Sunday) in your organization’s timezone. Outbound SMS and automated outreach send during these hours; if you try to send outside them, you are prompted to delay-send so the message goes out when the window opens. A Change org timezone link jumps to Organization > Timezone. See Operating Hours for the day-to-day behavior.

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Limits

A read-only view of the SMS compliance limits enforced for your organization: the Daily SMS limit, Hourly SMS limit, and Cooldown duration. These are enforced server-side; when a limit is reached, further SMS sends are blocked until the window resets.

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Used by

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Common questions

Open Settings > Advanced Settings > Communication > Templates and click New Template. Choose SMS or Email, pick the conversation context, and write the body with merge fields like .
Check its Conversation Context. New Conversation templates only appear when there is no prior thread with that contact; Existing Conversation templates only appear once a thread exists.
Yes - admins pick between the male and female AI voice in the Voicemail section and can preview the result with Play preview before saving.
Forwarding must point to a real external mailbox (for example Gmail or Outlook). Addresses on your ProPilot sender subdomain are blocked because they would create a mail loop.
You may have hit the daily or hourly SMS limit shown in the Limits section, or you may be outside Operating Hours. Limits are platform-enforced and reset on their own schedule; outside operating hours you can schedule a delayed send instead.
Admins and the owner. Members can see the current values (and everyone can use templates when composing), but editing voicemail, forwarding, signature, templates, and proof of funds requires the admin role.