Your Account Settings is where you control the core configuration of your smartAI account. From here you can update your bot profile, connect your email, manage your Vincere integration, set up third-party tools like Calendly and Microsoft Bookings, and keep track of your subscription and SMS credits.
Configure Your Account Settings
To get started, click the Settings icon in the top-right corner of any page, then select Settings from the dropdown menu.
This takes you to the Account Settings page, which is organised into four tabs: Settings, Vincere Setup, Other Integrations, and Plan & Billing.
Update Your General Settings
The Settings tab is where you manage your bot profile and email configuration.
Update Your Bot Profile
On the Account Settings page, make sure you are on the Settings tab.
Update the Account Name field with your agency or company name.
Enter your preferred bot name in the Bot Name field — this is the name candidates will see when chatting with your bot.
Enter your agency website in the Website field.
Update the Bot Admin Email field with the email address that should receive bot-related notifications.
Select your preferred colour using the Bot Color field to match your brand.
Click Save to apply your changes.
Set Up Your Email
Email setup allows you to connect the email account your bot uses to send and receive messages. smartAI supports Microsoft, Google, smartAI Relay, and custom SMTP connections.
Click Email Setup in the top-right corner of the Account Settings page.
The SMTP Setup modal will appear. Select one of the following options:
smartAI Relay Setup — use smartAI's built-in relay to send emails without connecting an external account.
Sign in with Microsoft — connect your Microsoft 365 or Outlook account.
Sign in with Google — connect your Gmail or Google Workspace account.
Connect SMTP — enter your own SMTP server details manually.
Follow the prompts for the option you selected, then click Save to confirm.
📌 Note: If you need to set up SMS sending instead, click SMS Setup at the bottom of the SMTP Setup modal before saving.
⚠️ Important: Before your SMS invites will work, you must register a Sender ID for your account. This is a new requirement and involves providing your company details on a signed document.
To get this set up, contact our support team via the chat messenger or email us at [email protected]. A step-by-step guide for this process is coming soon.
Configure Your Vincere Integration
The Vincere Setup tab controls how smartAI syncs with your Vincere recruitment system, including candidate sub-statuses, invite criteria, and your website chatbot settings.
For a full walkthrough of the Vincere Setup tab, see Configure Your Vincere Integration.
Connect Third-Party Integrations
The Other Integrations tab lets you connect smartAI to external tools that support your recruitment workflow.
Available Integrations
The following integrations are available:
Onboarded — a flexible onboarding platform that supports induction training, onboarding videos, specialised forms, and custom requirements unique to your business or agency.
Calendly — automates your candidate interview booking process. Candidates can book themselves into interview slots you make available in Calendly. The booked date and time will display directly in smartAI, alongside any diaries connected to your Calendly account.
Microsoft Bookings — works in the same way as Calendly, allowing candidates to self-book into interview slots you make available in Microsoft Bookings. Booked times display directly in smartAI and any connected MS Bookings diaries.
Connect an Integration
On the Account Settings page, click the Other Integrations tab.
Find the integration you want to connect, then click More Info to read about it or Connect to proceed.
For Onboarded, a modal will appear asking for your Host URL, API Key, API User Name, and API Password. Enter these details, click Try Connection to verify, then click Save.
For Calendly and Microsoft Bookings, follow the authentication prompts to sign in and authorise the connection.
📌 Note: Contact your Onboarded, Calendly, or Microsoft Bookings account manager if you need your API credentials or are unsure how to locate them.
Manage Your Plan and Billing
The Plan & Billing tab shows your active subscription details and lets you manage your SMS credits.
View Your Subscription
On the Account Settings page, click the Plan & Billing tab.
The Subscriptions panel shows each module (Screening, Reconnect, Compliance, FAQ, Automation), its billing frequency, next billing date, and cost.
Your next billing date is shown at the top of the Subscriptions panel.
Manage SMS Credits
Your SMS credit balance is shown in the SMS Credit panel on the right side of the Plan & Billing tab.
⚠️ Important: SMS invites will not work until you have a registered Sender ID set up on your account. This is a new requirement that applies to all customers. To register your Sender ID, contact our support team via the chat messenger or email us at [email protected] — you will need to provide your company details on a signed document. A step-by-step guide for this process is coming soon.
To add SMS credits manually:
Click Add Credits.
The Purchase SMS modal will appear. Each SMS pack includes 2,000 SMS credits at a cost of AUD $200 (plus applicable taxes).
Use the pack quantity selector to choose how many packs you want to purchase, then click Ok to confirm. An invoice will be sent for the transaction.
To download a usage report:
Click SMS Usage Report to download a record of your SMS usage.
Set Up Auto SMS Top-Up
The Auto SMS Top-Up feature automatically purchases additional SMS packs when your credit balance drops below 500 credits, so your messaging is never interrupted.
In the Auto SMS Top-Up panel, set the number of packs you want to auto-purchase using the pack quantity field.
Toggle the switch from Off to On to enable auto top-up.
Click Save to confirm.
📌 Note: When auto top-up is enabled, 1 SMS pack (2,000 credits) will be purchased automatically each time your balance falls below 500 credits. You will receive an invoice for each automatic top-up. Remember that SMS invites will not function until your Sender ID has been registered with our support team.
FAQs
Q1: How do I change the name my bot uses when talking to candidates?
Answer: Go to Settings, then click the Settings icon in the top right and select Settings. Under the Settings tab, update the Bot Name field and click Save.
Q2: Which email options can I connect to smartAI?
Answer: You can connect via smartAI Relay Setup, Sign in with Microsoft, Sign in with Google, or Connect SMTP using your own server details. Click Email Setup in the top-right corner of Account Settings to get started.
Q3: How much does an SMS pack cost and how many credits does it include?
Answer: Each SMS pack includes 2,000 SMS credits and costs AUD $200 plus applicable taxes. You can purchase packs manually via Add Credits in the Plan & Billing tab, or enable Auto SMS Top-Up to purchase automatically when your balance drops below 500 credits.
Q4: What happens if my SMS credits run out?
Answer: If your balance reaches zero and Auto SMS Top-Up is not enabled, your bot will be unable to send SMS messages until you purchase additional credits. We recommend enabling Auto SMS Top-Up to prevent this.
Q5: Can I connect more than one third-party integration at the same time?
Answer: Yes. You can connect Onboarded, Calendly, and Microsoft Bookings independently. Each integration is managed separately under the Other Integrations tab.