📢 Shape System Limits*: What You Need to Know 📢

Shape CRM System Limits: Out-of-the-Box for Performance & Scalability

At Shape, we are committed to providing a high-performance CRM that scales with your business. Below are the default system limits designed to optimize efficiency, maintain system stability, and ensure security.

*If your business needs higher limits, please contact your Account Manager or Shape Support to explore potential accommodations.

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System-Wide Limits

• Total System Records – Store up to 100,000 records in Shape.
• List Page Columns – Up to 40 columns per list or report page (using more than 20 may cause latency).
• Total System Storage – 2GB per user to store files and documents securely.

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Data Management & Workflow Limits

• Distribution Rules – Up to 30 rules for lead distribution.
• Prioritization Lists – 30 lists, each supporting 15 rules (more than 10 lists may cause latency).
• Post URL Leads – Receive 1,000 leads per month via post URL.
• Triggers – Configure up to 300 automated trigger rule formulas.
• Outbound Webhooks – 5 webhook formulas with 100 outbound calls per month.
• Departments – Up to 15 departments for team segmentation.
• Teams – Create up to 100 teams in the system.
• Duplicate Management – Set up 5 duplicate management rules.

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Calling & Communication Limits

• Inbound Voicemail Recordings – 1 voicemail greeting per phone number.
• Outbound Voicemail Drop – 3 pre-recorded voicemail drops per user.
• Call Outcomes – 10 defined call outcomes in the settings.
• Call Scripts – Up to 20 call scripts for guided conversations.
• Bulk Texts – 900 text messages per hour per phone number.
• Bulk Emails – 1,000 automated or bulk emails per hour.
• Manual Emails via Gmail – 20 emails per hour (Google API limit).
• Manual Emails via Outlook – 300 emails per day (Outlook API limit).
• Calendar API Sync – 10,000 requests per 10-minute period (Google & Outlook limits).

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Statuses, Tags & Lead Management

• Status Lists – 10 status lists, each supporting 40 statuses (more than 5 lists may cause latency).
• Manage Tags – Create 100 unique tags for classification.
• Tag Field – Apply up to 10 tags per record.
• Shark Tank – 3 lists with 15 rules per list (more than 1 list may cause latency).
• Needs List Portal Doc Sets – 50 pre-defined document sets.
• Portal Documents – 50 documents stored in the system.
• Custom Portal Questions – 20 custom fields for customer intake.

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Email, Text, & Document Management

• Email Templates – 1,000 email templates for streamlined messaging.
• Text Templates – 1,000 text message templates.
• MMS Templates – 100 MMS templates, each up to 2MB in size.
• eSignature Documents – 10 uploaded eSignature document templates.
• Editable Documents – 10 editable document templates.
• Company Resource Documents – 30 uploaded company-wide documents.

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Tasks, Events, & File Uploads

• Tasks – 500 tasks per user per month.
• Events – 300 events per user per month.
• File Uploads per Record – 15 uploads per record without portal, 30 uploads with portal.

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Reporting & Analytics

• Marketing Sources – Track up to 100 marketing sources.
• Number of List Page Filters – More than 3 filters per list may cause latency.
• Saved Lists on Normal View – 10 saved lists per user per record type.
• Exports – 3,000 records per export during business hours, larger exports processed after hours. 10 exports per day.
• Custom Reports – 10 custom reports per user.

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API, Security & System Performance

• Open API – 2,500 API calls per 24-hour period.
• Page Views per User – 10 page views per minute per user (security feature).
• Import Limits – 3,000 records per file, 5 files per day.
• Link Tracking – Track 25,000 email and website link clicks per month.

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Need Higher Limits? Contact Us!

These default system limits are in place to maintain optimal system performance and meet the needs of most businesses. However, we understand that some businesses require additional capacity.

📩 Reach out to your Account Manager or Shape Support to explore custom solutions tailored to your needs.