! User manual
! ! ! User manual (last update: May 2014)! ! SpinOffice is the easiest way to manage your relationships. Create a central spot for your mail, business and personal contacts, calendar, projects, documents, files, sms messages, call notes, tasks and memos. Whether you’re a private individual, organizing your personal address book or running your very own business, SpinOffice is here to help you achieve great things! As a new user it is important to have a clear view of all the functionalities of our application. SpinOffice combines a central address book with document management, task management and contact management. Besides that, the application offers more features that will simplify your daily work. In this manual we explain the most important functionalities, the chapters are divided by topic. We recommend to start with SpinOffice step by step and advise you to go through all chapters. A decent start would be using SpinOffice as a contact database in combination with your existing email, task management and archive first and then expand your account over time. If you have any questions or comments, please let us know via info@spinoffice-crm.com. Have fun exploring SpinOffice CRM!! ! SpinOffice Support team - Rudolf Philipse & Hugo van der Horst SpinOffice CRM manual Table of contents 1. Starting SpinOffice CRM! 5! 1.1 Logging in for the first time!.................................................................................5! 1.2 Follow the 5 ‘Getting started’ steps!....................................................................5! 1.3 Please change your password!...........................................................................6! 2. General information! 7! 2.1 The difference between SpinOffice Limited and Pro!..........................................7! 2.2 A contact card for every contact!.........................................................................8! 2.3 Toolbar icons!......................................................................................................8! 2.4 Mac tools and tricks!.........................................................................................10! 2.5 Right mouse click function!...............................................................................10! 2.6 Enable right mouse click on your Mac trackpad!...............................................11! 3. The contact card (main tab)! 12! 3.1 Screen layout!...................................................................................................12! 3.2 Explanation of labels & fields on the contact card!............................................13! 3.3 Adding new contacts!........................................................................................14! 3.3.1. Import multiple existing contacts! 15! 3.3.2. Add individual new contact! 15! 3.4 Editing name and address data!.......................................................................16! 3.5 Add, edit and delete contact information!..........................................................16! 3.6 Searching contacts!...........................................................................................18! 3.7 Filtering contacts!..............................................................................................18! 3.8 Sending mass mailings based on filters!...........................................................19! 3.9 Managing card format via Contact types!..........................................................19! 3.10 Tab items at the bottom of the contact card!...................................................20! 4. The archive (second tab)! 23! 2 / 54 SpinOffice CRM manual 4.1 Screen layout!...................................................................................................23! 4.2 Archive menu items in under right click!............................................................24! 4.3 Drag and drop archive items to a folder!...........................................................25! 5. Sending email from a contact card! 26! 5.1 Configuring your email!.....................................................................................26! 5.2 Screen layout sending a new email message!..................................................27! 5.3 Managing email templates!...............................................................................28! 5.4 Fill in your personal information for email signature!.........................................28! 6. Inbox! 29! 6.1 Screen layout!...................................................................................................29! 6.2 Linking emails to contacts!................................................................................30! 6.3 Linking emails to a folder!.................................................................................31! 6.4 Linking emails to an employee!.........................................................................31! 6.5 Converting emails to a task!..............................................................................31! 6.6 Archiving / checking read emails!......................................................................32! 7. Agenda! 33! 7.1 Adding an appointment!....................................................................................33! 7.2 Linking an appointment to a contact, folder or team member !.........................33! 7.3 Showing birthdays!............................................................................................33! 7.4 Printing the agenda!..........................................................................................33! 7.5 Synchronize agenda with smartphone and tablet!............................................34! 8. Files, folders and the folder list! 35! 8.1 Adding files to a contact!...................................................................................35! 8.2 The file list!........................................................................................................35! 8.3 Creating folders and subfolders!.......................................................................35! 8.4 Adding archive items to a folder or sub folder!..................................................39! 3 / 54 SpinOffice CRM manual 8.5 The folder list!....................................................................................................39! 8.6 Sharing folders with non-SpinOffice users!.......................................................40! 9. Task management! 41! 9.1 Creating tasks!..................................................................................................41! 9.2 The task list!......................................................................................................41! 9.3 Reminders !.......................................................................................................42! 9.4 Finishing / checking tasks!................................................................................43! 10. Call reports and memos! 44! 10.1 Inbound and outbound calls !..........................................................................44! 10.2 Memos!...........................................................................................................45! 11. Facebook & LinkedIn integration! 46! 11.1 Login with Facebook or LinkedIn!....................................................................46! 11.2 Import Facebook friends & LinkedIn connections!...........................................46! 12. MailChimp integration! 48! 12.1 Possibilities of this a great feature!.................................................................48! 12.2 How does it work?!..........................................................................................48! 12.3 Available for all users!.....................................................................................48! 13. Menu items in Administration section! 49! 14. Upgrade your account! 52! 15. Synchronize with mobile devices! 53! 16. Training & support! 54! 16.1 User support!...................................................................................................54! 16.2 Online training!................................................................................................54! Helpful recourses! 54 4 / 54 SpinOffice CRM manual 1. Starting SpinOffice CRM! 1.1 Logging in for the first time! After downloading our application, following icon will be stored at your PC or Mac Launchpad. On click on the icon our register page opens. Fill in the required fields to create your free account: your firstname, lastname, company name and email address. Your personal user name and password will be sent to your email address directly on register. When all fields are completed, you will directly be led to your personal encrypted database. In the sequel, every time you open SpinOffice CRM, your personal user name is already displayed and you will only have to fill in your personal password. Signing up with Facebook or LinkedIn is also possible. By connecting Facebook or LinkedIn you’ll have fast access to your free SpinOffice account without a new password. Your SpinOffice database is accessible from any desktop or laptop, Mac or Windows, as long as you have an internet connection and SpinOffice installed! ! 1.2 Follow the 5 ‘Getting started’ steps! The five steps at the top the application screen will guide you through SpinOffice. By completing all the steps, you’ll get well on track having your account configured. It can be seen as a helping hand in exploring our application. What are the five 'Getting started’ steps? 1. Create your account: this check is always ticked as a result of your registration. 2. Connect with your social networks: connect with your Facebook or LinkedIn on login page to have fast access without password. 3. Import your (social) contacts: fill your database with your current contacts form contact data file or from social networks. (See paragraph 3.3 Adding contacts for more information about the import process) 4. Configure your mail: set the POP settings of your mail provider to bring in your existing mail into SpinOffice. (See paragraph 5.1 Configuring your email for more information). 5. Update your personal profile: please fill in all the fields, so SpinOffice can use this information for generating a personalized email footer. Add your company logo in order go set this as email header in default email template. 5 / 54 SpinOffice CRM manual When SpinOffice is upgraded to Pro, the steps will disappear. So make sure you get all five steps checked!! ! 1.3 Please change your password! We recommend to adjust your password upon registering. This can be done via 5th 'Getting started’ step or via menu item ‘Administration; Change password’. ! ! ! 6 / 54 SpinOffice CRM manual 2. General information! SpinOffice is the only CRM software application that saves you time. Stay connected with your friends and business contacts and save time by getting organized! Get your customers, prospects, mail, calendar, tasks and memos, documents, projects and archive in one central database. All your data is safely stored, encrypted in the cloud! Use SpinOffice CRM for processing your mail and for storage of all your files. You will really save time because many tasks are automatically executed by SpinOffice. Any file or message is stored in the cloud, encrypted and only you will get the key. When working with multiple Pro users, you share the same database and you are allowed to see all contacts, communication and complete history. In security settings the administrator can limit the permission level of each user. Everyone has access to the same most recent data. Integration with social media gives you the opportunity to import contacts and it will keep your database up-to-date. Enrich your database with personal information (profile picture, function, date of birth) of social networks. ! 2.1 The difference between SpinOffice Limited and Pro! Use our free SpinOffice Limited edition for as long as you want to see if it fits your needs. Set up your mail, import existing contacts from various sources, create and manage email templates, archive call notes and memos, create filters and use SpinOffice to sent out mailings to your friends or business contacts. You can try SpinOffice Limited obligation-free until you reached 200 items. Each contact, email, document, attachment added to your database counts as an item. ! Upgrade to Pro via Mac In-App for $33.99/month (€ 29,99) or $299.99/year (€ 269,99): • Unlimited storage • Phone & email support • Daily data backup • Many extra features (including Microsoft Office integration, document templates and mail merge, sending birthday and scheduled SMS messages) View Edition Comparison Chart ! Synchronization with iPhone, iPad and Mac iCal and Contacts or Outlook is additional available for Pro users. 7 / 54 SpinOffice CRM manual 2.2 A contact card for every contact! SpinOffice is actually a digital rolodex, every contact has its own contact card with relevant contact information. Besides the card card, every contact also has its own archive where all communication from the past is stored. All incoming and outgoing emails, outbound and incoming calls, tasks, appointments, attachments and all types of files can be found here. ! 2.3 Toolbar icons! One of the most important icons that we use on many locations in SpinOffice is the blue Save button. Keep this one in mind! ! The toolbar in SpinOffice shows many important actions you can perform. Explanation of these icons can be found below: Back: Using the back button you can navigate to the contacts you most recently used. The list will automatically update as you go along using SpinOffice. Fifteen contacts are remembered. ! Favorites: It is nice to be able to group contacts together and use that for mailings or other group functions. By default, each user will get a ‘My list’ group allowing you to make a favorite group of your most used contacts. Use ‘Organize favorites’ to create and remove groups. ! SpinOffice allows you to make a group common in order to share the group with other team members (available in SpinOffice Pro).! You can add or remove group members by selecting the group and choose ‘Organize group members’. ! ! Import file: Any file can be imported in SpinOffice. Use the import feature to select and import your file(s) you have stored at your local machine. The uploaded files will appear in the contacts’ archive. Email: Create a new mail or select a mail template using the arrow besides the 'Email' button in the toolbar. Any email will be automatically linked to the contact card from where the email is created. To create additional templates or change existing templates, go to menu item ‘Administrator; Email templates’. 8 / 54 SpinOffice CRM manual Memo, Inbound call and Outbound call: To record comments related to a contact, you can use the above mentioned options. A memo is often used to create a small text that is not related to an inbound or outbound call. The other two are specifically used for recording phone calls with the contact person. These messages are internal messages and can be forwarded to team members when you are using SpinOffice with multiple users.! ! ! ! All comments are archived on the ‘Archive’ tab and thus visible to any user in the system. A comment is stored as an individual item and has a data stamp and user linked to the comment. ! Task: Creating task related to a contact person allows you to get a task list and jump from the task list to the related contact. A task can be linked to team members when you are using SpinOffice Pro and thus creates an overview per team member. ! The task list can be filtered by activity codes, status or date in the task list which is found via menu item ‘Go To; Tasks/Timesheet’. The activity codes can be managed via ‘Administration; Activity codes’.! One cool thing of creating tasks in SpinOffice is that you can link attachments to them so for example you can link the proposal that you sent to a contact to the follow up task that you create. When the time is due to contact the prospect, you directly see the proposal related to the task. ! SMS: SMS message that you sent from SpinOffice are sent via the SMS gateway that we use and thus not via your own mobile phone. You do need to fill your mobile number in Getting started step 5 'Update personal profile’. Any reply to an SMS message will be received on your mobile phone.! A fancy Pro feature is that it allows you to schedule SMS messages to be sent at a later period in time. So you can setup an SMS message for someone’s birthday the day before and know that the message will be delivered right on time. Facebook: When you have imported your contacts via our Facebook import feature, a special Facebook button appears in the menu bar. Using this option allows you to sent Facebook messages directly to your Facebook friends. Any message will be automatically stored in the archive when sent from SpinOffice. ! ! Refresh: Allows you to refresh the content of SpinOffice CRM. After many actions you have to click on the refresh button to see the changes you made. For instance, after adding a contact. 9 / 54 SpinOffice CRM manual 2.4 Mac tools and tricks! On top of the application you’ll find the menu with all features divided in separate menu items. Most items will be discussed in this manual. Under last menu item, ‘Support’, this manual and a link to a FAQ section on our website can be found. All Mac shortcuts in SpinOffice: Ctrl-I Go to Inbox Ctrl-T Go to Tasks Ctrl-A Go to Agenda ⌘C Copy content ⌘V Paste content ⌘A Select all ⌘X Cut ⌥⌘T Special Characters ⌘` Activate next open SpinOffice windows ⌘-Shift-` Activate previous open SpinOffice windows ⌘R Refresh SpinOffice ⌘H Hide SpinOffice ⌘M Minimize SpinOffice ⌘Q Quit SpinOffice ! 2.5 Right mouse click function! In SpinOffice, there are many menus hidden under the right mouse click. For Windows users this is not a surprising action, but for Mac users this is something to get used to. Apple calls the right mouse click the 'secondary click’. Default action on Mac is to click or tap with two fingers on your trackpad. In many Mac software applications, menus are also hidden under the secondary click. Important locations where SpinOffice has menu options under secondary click: 10 / 54 SpinOffice CRM manual - Menu options for archive items - Menu options for agenda items - Menu options for inbox items - Menu options for folder list items - Menu options for file list items ! 2.6 Enable right mouse click on your Mac trackpad! Follow the steps to enable secondary click on your Mac, when this is disables (for instance for MacBook Pro users with a mouse trackpad): 1. Go to your Mac 'System preferences’; 2. Select 'Trackpad’; 3. And enable second option ’Secondary click’. ! ! ! (Default trackpad settings on a Mac) ! ! ! 11 / 54 SpinOffice CRM manual 3. The contact card (main tab)! The main application screen is the contact card with all contact related information. As we mentioned before, you can compare this screen with an old-fashioned rolodex card index. Only this one is interactive, smart and always up-to-date! The contact card contains contact information and many other characteristics. A contact is always classified in a certain category, we call this a Contact type. Examples are for instance a customer, prospect, vendor, supplier, company or private contact. Based on this contact type, the fields and labels on a card are arranged. In the next paragraphs we’ll discuss all smart features that are found on the main contact screen. But first we start with an explanation of the main components. ! 3.1 Screen layout! SpinOffice’s main screen, the contact card, is divided into three parts. Part 1: Contact information Here you find all contact related information. Any field can be edited and used as filter. The labels and format of the contact card can be modified via menu item ‘Administration; Contact type’. In the following paragraphs we explain features that are related to this part. ! Part 2: Extra information tab items 12 / 54 SpinOffice CRM manual Additional information can be placed here. We will also explain the meaning of these tabs a bit further in this chapter. ! Part 3: The contact list On the left part of the screen you find a complete overview of all the contacts in your database. On top you see the search box. Contacts are arranged alphabetically but can be found on firstname and lastname, company name and email address. Your search results will be shown directly and can be selected. Click on the ‘x’ icon to undo your selection. ! 3.2 Explanation of labels & fields on the contact card! All text labels and fields can be personalized for each contact type created. So a prospect’s contact card may be different from a supplier or prospect. Because you probably would like to store different kind of information of each contact type. Adjust contact type card labels and fields via menu item ‘Administration; Contact type’. Select the contact type to see the layout of the fields and labels. ! We will briefly discuss all contact card fields: - Company name: commonly used as Company name field. Is 'Line1’ field in ‘Administration; Contact type’. - Address line2: can be used as Attn. or as accompanying text. - Address line3: is an extra address line, but isn’t visible for relatively low resolution screens. Via menu item ‘Administration; CRM preferences’ this field can be managed ‘Add Company line3 field’. - Street/number: speaks for itself. Via menu item ‘Administration; CRM preferences’ street number can be added to the street field. (Uncheck 'Add Street number field’). - City/State/Zip code: default 'U.S. Stats’ field is shown, disable this field via ‘Administration; CRM preferences’ and uncheck 'Add U.S. state field’. - Country: speaks for itself. - Job title: default we set job title here, but the label can be adjusted. Go to ‘Administration; Contact type’ and select the contact type of which this label should have another name. Field 'Info1' represents job title field. - Extra info field: is an extra line and is not visible for relatively low resolution screens. Go to ‘Administration; Contact type’ and select the contact type of which this label should be changed. Field 'Info2' represents the extra info field. When you adjust the label here, it will directly change on main screen. 13 / 54 SpinOffice CRM manual - Lastname: contains of two fields, the second field is meant for prefix. - Firstname: contains of two fields, the second field is meant for initials. - Date of birth: contains of two fields, in second field current age is mentioned. - Salutation: default we have set three options, one informal (hi) and two formal (dear mr. and dear mrs.) options. This determines the salutation of an email to this person. In case you select 'hi' as salutation, email salutation for this person will be 'Hi [name],’. When you choose 'dear mr.’ or 'dear mrs.’ the person’s lastname will be used as email salutation. Manage the salutation via menu item ‘Administration; Salutation’. - Debtor number: is an extra info field. Go to ‘Administration; Contact type’ and select the contact type of which this label should be changed. Field 'Number1' represents this field. When you adjust the label here, it will directly change on main screen. - Creditor number: is also an extra info field. Go to ‘Administration; Contact type’ and select the contact type of which this label should be changed. Field 'Number2' represents this field. - Contact type: this field indicates the type of relationship and as a result also the layout and color of the card. - Acc. Mgr: your name will be shown here. When using SpinOffice with multiple users you can allocate contacts you coworkers. - Customer since: is an extra date field. Go to ‘Administration; Contact type’ and select the contact type of which this label should be changed. Field 'Customer since' represents this field. - Search value: is an extra info field. Go to ‘Administration; Contact type’ and select the contact type of which this label should be changed. Field 'Search value' represents this field. - Code: this field can be used for filter purpose. - Active checkbox: when unchecked the contact won’t appear in search results in SpinOffice. Only checked contacts will be synced with additional synchronization module. - Photo: add a profile picture here. Max size: 300M. ! On the right, all contact information like telephone numbers, fax numbers, websites and email addresses are stored. Websites and email addresses are clickable. On click on an email address, a new blank email message will open. On click on a website address, you will be lead to the website in your default web browser. ! 3.3 Adding new contacts! In SpinOffice you can add contact in several ways (imported or manually added), different quantities (multiple or individual) and on different locations. SpinOffice offers the following: 14 / 54 SpinOffice CRM manual 3.3.1. Import multiple existing contacts! 1. Via 'Getting started’ step 3: ‘Import my contacts’. A popup is show and you have the possibility to add contacts from: - Existing contact data file: This can be a .CSV or .XLS file. It is important that you have a file where all columns are proper and without any error. After uploading your file our application will help you to make a match between your column order and SpinOffices’ fields. (Watch our tutorial in which we show you how to import contacts from an Excel (.CSV) data file into your SpinOffice account: www.spinoffice-crm.com/tutorials/importcontacts-excel-data-file/) - Facebook: SpinOffice will connect to your Facebook account. In a popup we ask you to enter your login details. When accepted, all your friends will be displayed. Click on ‘Import from Facebook’ to import all of them. You can also click on the friends to import one by one. (Watch our tutorial in which we show you how to import your Facebook friends into your SpinOffice account: www.spinoffice-crm.com/tutorials/import-facebook-friends/) - LinkedIn: SpinOffice will connect to your LinkedIn account. In a popup we ask you to enter your login details. When accepted, all your connections will be displayed. Click on ‘Import from LinkedIn’ to import all of them. You can also click on the friends to import one by one. 2. via menu item ‘Extra; Import; Contacts’. The same popup will be shown as mentioned above. ! 3.3.2. Add individual new contact! 1. Via the ‘+’ icon on top of the left contact list. Following window appears: 15 / 54 SpinOffice CRM manual Pay attention to the first field ‘Contact type’. When you change this field, other fields and labels can change. This because, like mentioned before, contact cards differ per contact type. At least a company name or lastname is a required field to have your contacts added. 2. Via your Inbox; when you received an email from unknown sender that you would like to add to SpinOffice, use your right click and choose ‘Add contact’. The same window as mentioned above will be displayed. Below we make it visually clear how to do this. 3. When finished adding contacts, they all get their own contact card and archive. After an import or addition, please click the ‘Refresh’ icon. ! 3.4 Editing name and address data! By default, all fields on a contact card are locked. To unlock and edit a contact’s card, click on any field and select ‘Edit’ in appearing menu. All fields are now editable. When finished editing just continue working with SpinOffice. All modifications you made are automatically saved. ! 3.5 Add, edit and delete contact information! On the right, under first tab item CONTACT INFO, all contact information like telephone numbers, fax numbers, websites and email addresses are stored. 16 / 54 SpinOffice CRM manual How to add contact information? 1. Click on the '+' icon to add contact information. 2. Add the telephone number, fax number, website address or email address in first 'Number' field. 3. SpinOffice will recognize most common input and autofills the second field 'Description'. 4. When you uncheck 'Default’, this new item will be stored under OTHER NUMBERS. 5. When you check 'Private’, this new entry will be hidden for possible other database users. In case new item is an email address, all emails from this address will be hidden for other users. 6. Click on 'Save' button to finish. ! How to edit contact information? 1. Click once on the contact info item which you would like to adjust. 2. Click on the 'gear wheel' icon to edit the contact information item. 3. When done, click on 'Save' button to finish. ! How to delete contact information? 1. Click once on the contact info item which you would like to delete. 2. Click on the '-' icon to delete the contact information item. 3. Conformation is asked. 4. When you check 'And unlink this email address from this contact’, all communication will disappear in archive as well. 5. Click on 'Yes please’ confirm the removal. ! 17 / 54 SpinOffice CRM manual Websites and email addresses are clickable. On click on an email address, a new blank email message will open. On click on a website address, you will be lead to the website in your default web browser. ! 3.6 Searching contacts! Use the search box on the left to search any contact. All matching results are displayed directly when typing. Contacts are arranged alphabetically but can be found on firstname and lastname, company name and email address. When you check last item 'Enable Search when left-click on field (right-click remains Edit/filter)’ in ‘Administration; CRM preferences’ you will also have a search box under left-click. ! 3.7 Filtering contacts! Filters allow you to get an overview of contacts that meet a certain search criteria. For example, do you want an overview of all your hot prospects or all customers that are located in the same country? Or do you want to sent a mailing to all your former customers? ! How to make a filter? You can filter on almost each field by clicking once on the desired field to filter and choose ‘Filter on selected’. In our example below, we would like to have an overview of all our Facebook friend and thus filter on label ‘Contact type’ and field ‚Facebook’. In the left column, instead of the contact list, all contacts will be shown that match the filtered criteria contact type = Facebook. All matching contacts, 608 in this example, are arranged alphabetically. Choose ‘Filter exclude selected’ to have the opposite result. And select ‘Filter on’ and enter an entry you want to filter on. You are able to filter on almost any field on the contact card. 18 / 54 SpinOffice CRM manual Filters can also be applied on keywords that are mentioned under tab item 'Keywords’. Filters are a super powerful function in SpinOffice and allows you to select contacts for personalized mailings or other mailings based on document templates. Watch our tutorial in which we explain how to make selections and send group mailings: www.spinoffice-crm.com/tutorials/filter-contacts/ ! 3.8 Sending mass mailings based on filters! To send a group mailing, these are the steps: 1. Compose or define an email template via ‘Administration; Email templates’. 2. Create a filter like we mention above. When all matching contacts are displayed in the left column you can create your mass email. 3. Click on the arrow next to ‘Email’ in the toolbar menu. 4. Select the composed mail template. 5. A popup ‘Create mass Emails’ appears and the process of creating drafts starts automatically. 6. When process is finished, go to the ‘Draft’ folder in your inbox. 7. Use the right click and select ‘Send all’ and your mass mailing will be send directly! ! 3.9 Managing card format via Contact types! As we mention before in this chapter, contact cards can differ per contact type. Our philosophy is that you assumably want to store different kind of information for the various types of relationship. Where can you manage and adjust the fields, labels and color of the contact card? Via menu item ‘Administration; Contact type’ you can manage the different types: 19 / 54 SpinOffice CRM manual To edit a current contact type, click on the item to change. In following example you see the card format of contact type 'Company’. Now contact card fields and layout can be adjusted. When finished, click on ‘Save’. Would you like to create a new contact type? Click on the yellow ‘+’ button in the main previous window. A new empty card will be shown and can be filled and built from scratch. Often used way of creating new contact type is to copy an existing contact type. This can be done by selecting one in the drop-down menu in the left corner of this window when on a new empty contact type. ! 3.10 Tab items at the bottom of the contact card! On the lower part of screen 1 SpinOffice provides more space for more background information about the contact. There are four tab items. Below we give more explanation. ! CONTACT tab: Related contacts (interrelations) will be shown here. This can be employees, other contacts in your SpinOffice database or unlinked contacts that does not have their own contact card. 20 / 54 SpinOffice CRM manual To add a related contact, use the ‘+’ icon at the bottom and choose one of the just mentioned relationships: - Add an employee: the ‘Add contact’ window will appear and a new contact can be added. - Add link to an existing contact in SpinOffice: a window appears where you can select a contact to link with and then indicate the type of relationship between those two. - Add an unlinked contact: this option gives you the opportunity to establish a relationship between a SpinOffice contact and a person that does not have its own contact card, for instance family members, electrician, gardener etc. ! To edit a related contact, use the ‘-’ and to remove use the ‘gear wheel’ icon. Only related employees and contacts are clickable, unlinked contacts not. ! MEMO tab: In this blank text box additional information can be stored. Click once, choose ‘Edit’ and text can be added. The data is saved automatically when you leave the contact card, or when you use the right mouse click and choose ‘Lock edit’. ! EXTRA INFO tab: The fields mentioned here are for filter purpose. When any of the fields ‘Info 3’ up to ‘Info 10’ is appointed in the administration section ‘Administration; Contact type’, these labels and fields are shown on this ‘Extra info’ tab. 21 / 54 SpinOffice CRM manual This way you have more space to enter relevant contact information which does not necessarily needs to be displayed on the main screen, the contact card. Examples of common used fields are ‘IBAN’, ‘CoC’, ‘VAT no.’ and ‘BIC/SWIFT’. ! KEYWORDS tab: Use the keyword feature to classify your contacts for filter purpose. On this tab item, there is place for forty keywords which can be defined via menu item ‘Administration; Keywords’. After adding several keywords, you are able to check and uncheck the checkboxes. Use the keyword feature to classify and filter your contacts. You will experience the advantage of this smart feature as soon as you use it well! To check and uncheck keywords for a contact, go to the KEYWORDS tab, click once on one checkbox and choose ‚Edit’. All checkboxes will become adjustable. Just like on the ‘MEMO’ tab, the data is automatically saved when you leave the contact card or when you use the right mouse click and choose ‘Lock edit’. 22 / 54 SpinOffice CRM manual 4. The archive (second tab)! The archive gives an overview of all correspondence with a contact. All emails, tenders, attachments, tasks, files and (telephone) notes are clearly put on this screen in a recognizable Outlook-style. All communication in the archive can be linked to folders. More about this later in the next paragraph. ! 4.1 Screen layout! SpinOffice archive is divided in four parts. Below we explain which information can be found where. Part 1: Correspondence overview In this overview all communication with this contact is shown, in chronological order. So, all send and received messages, attachments, documents, outstanding and finished tasks, agenda items, call reports, notes etc. related to this contact will automatically be stored here in the archive. On right click on an individual archive item a menu appears with many option. We’ll discuss them in paragraph 4.2. ! Part 2: Preview of selected correspondence Beneath the overview you see the preview like you are used to in your mail application. The first part of the content of a message, attachment or other document is shown. ! 23 / 54 SpinOffice CRM manual Part 3: The list bar The list bar in the left top corner contains of two elements: - the Folder overview: all created folders for present contact are shown. Create folders via the ‘+’ icon and drag and drop archive items to folders. More information about creating folders and the purpose of that, will be discussed in chapter 8. - the Communication overview by item type: all archive items will be assigned per type. This makes it easy to see all items from the same type. Via menu item ‘Administration; CRM preferences’ you can determine which of the two should be shown at first and unfolded. ! Part 4: Contact information In the left bottom corner you see a small summary of the contacts’ information. This way you can always check if you are in the correct archive. ! 4.2 Archive menu items in under right click! As mentioned at the beginning of this chapter, many smart tools are available in your archive, inter alia under the right click. Each archive item can be: - linked to a folder, an other contact or an employee (when using SpinOffice Pro with multiple users). - marked as unread. - highlighted in yellow. - printed or deleted. - converted to tasks. - made private (when using SpinOffice Pro with multiple users). ! And; - notes can be added. - document versions can be seen. - all documents in archive can be converted to PDF. 24 / 54 SpinOffice CRM manual Each archive items can be drag and dropped into folders in the left ‘Folder’ part. Linked items are displayed with a yellow folder icon. ! 4.3 Drag and drop archive items to a folder! All created folders are mentioned in this left section. To add a received message to an existing folder, drag and drop it. Use double click on the folder to view the complete content. In chapter 8 we discuss the benefits of using folders. ! ! ! 25 / 54 SpinOffice CRM manual 5. Sending email from a contact card! To send emails from within the application, it is essential that you have configured your email. Configure you POP settings via startup step 4 or via menu item ‘Administration; Incoming mail server’. ! Within SpinOffice, sending an email is possible via the 'Compose' button in the inbox. But besides that, it is very easy to sent mails from the contact card: 1. Find the person you would like to sent a message via the search box in the left top corner. This ensures that the email will be created including the correct contact information (email address and salutation) and that the email will end-up in the archive of this contact. 2. Click on ‘Email' in the toolbar or double click on an email address mentioned in left CONTACT INFO part. 3. An other, earlier created, email templates can also be selected by clicking on the black arrow next to ‘Email’ in the toolbar. In appearing drop-down menu you can select your template. 6. A new message window will appear. In paragraph 5.2 we will explain the screen layout. 7. After compiling, click on ‘Send’ and the message will be stored in contacts’ archive. ! 5.1 Configuring your email! To be able to sent and receive email messages, your existing POP settings should be entered into SpinOffice. Go to ‘Configure my email account’ in the getting started steps on top of the application. The following window will appear: Enter your email address and password plus the incoming mail server information from your email provider and press the ‘Save’ button. When information is correct, messages will pour into the ‘Inbox’ from that moment on. When account information is incorrect, ‚Invalid email settings’ alert will be shown in your inbox. 26 / 54 SpinOffice CRM manual Thus, before sending messages you first have to set your mail correctly! Do not hesitate to contact us (info@spinoffice-crm.com) when you need any help with this! ! 5.2 Screen layout sending a new email message! When you have selected a contact to sent a message to, according to the steps we mention at the beginning of this chapter, the following window appears. Many items in email message will probably familiar. We will discuss a few: Address book: select other contacts to add as Cc or Bcc, from your favorite lists you created or from filters that have been made. Attachment: choose a file that is already stored at SpinOffices’ archive of this particular contact. If present, choose the file you want to attach and move it downwards. Import: a fast way to upload files from local files directly. These will also be stored at the contacts’ archive. ! On the right side of this message window: Default email template: you can select another email template when available. Contact: a fast way to link existing contacts to your message. Note, the additional added contacts do not receive this message!! So here you do not select recipients. Folder: link the message to an existing folder. More information about folders can be found at chapter 8. When using SpinOffice Pro, the option to sent internal messages is also visible. 27 / 54 SpinOffice CRM manual When finished composing the message, click on ‘Send’ in the left top corner. The email will be displayed in the sent items of your inbox and in the contacts‘ archive. ! 5.3 Managing email templates! In SpinOffice it is possible to create email templates. - Go to menu item ‘Administration; Email templates’ or click on the arrow next to ‘Email’ in the toolbar on contact card screen and select ‘Manage email templates’. - Now you have the ability to create new templates via ‘New’. Fill a new template with default fields like «My Email», «My firstname», «My lastname» etc.. Your job title is in default «My Info1». - Choose ‘Edit’ to set the subject, some preferences and to add attachments. - When done, click on ‘Save as’ and determine under which template tab the template should be saved. ! 5.4 Fill in your personal information for email signature! Go to ‘Getting started’ item 5 ‘Update my personal profile’ on top of the screen. All information you set there, can be used as field in our email template builder ‘Administration; Email templates’. So make sure you complete this step! When you upload your company logo, it will be automatically added to the default email template. ! ! 28 / 54 SpinOffice CRM manual 6. Inbox! All email messages will be displayed in your inbox. Incoming messages that are recognized will automatically be linked to corresponding contact. When sender is unknown, the following question mark icon is shown: In the next paragraphs we explain more about the tools the inbox contains. ! 6.1 Screen layout! The inbox screen is divided into five parts and is comparable with the archive layout. Below we explain which information can be found where. Part 1: Received message overview This part speaks for itself; all received messages are displayed. They can be arranged by name, subject or date (= default). 29 / 54 SpinOffice CRM manual Important points of attention: - double click on the sender = you will be led to corresponding contact card. - double click on the message subject = message opens in full screen. - right click provides a menu with many smart tools. This is the same menu that can be called in your archive (chapter 4). - Individual messages can be drag and dropped to folders (only when created). ! Part 2: Preview of selected correspondence Beneath the message overview you see the preview like you are used to in your mail application. The first part of the content of a message is shown. ! Part 3: The folder list The left top corner shows all folders that are created for this contact. You can create a folder via using your right click ‘Create folder’. This way you can organize and classify messages from one contact. (Examples of common used folders are; Service, Support, Sales, Tenders, Projects, Visits, Invoices) All created folders are mentioned in this left section. To add a received message, drag it to a folder. Use double click on the folder to view the complete content. In chapter 8 we discuss the benefits of using folders. ! Part 4: Inbox menu items Under the folders you find the menu structure you are used to in your mail program. Only ‘Checked’ is different than you are used to. This will be discussed in paragraph 6.6. ! Part 5: Contact information In the left bottom corner you see a small resume of the contacts’ information when email address is familiar in SpinOffice. ! 6.2 Linking emails to contacts! Any message, from familiar and unknown sender, can be linked to any contact. Why should you link a mail to a contact? To make sure that emails end up in the proper archive. Unknown senders are marked with a question mark. In your inbox, you can link emails to several types of contacts: 30 / 54 SpinOffice CRM manual Connect unknown sender to existing contact; use the right click, choose ‘Contact link’ and search for the right contact in your SpinOffice to link to in appearing search box. After linking the correct contact, current message and following messages will be stored in corresponding archive and contact and mail address are paired. Add unknown sender as new contact: use the right click, choose ‘Add contact’ and fill in all relevant information. After save, contact will be added and current message and following messages will be stored in the corresponding archive. Connect familiar sender to existing contact: use the right click, choose ‘Contact link’ in menu and search for the right contact to link to in appearing search box. After linking the correct contact, current message and following messages will be stored in corresponding archive. Thus, an email can be linked to more contacts! When multiple contacts are linked, it does not mean that future messages will be send to all linked contacts! ! 6.3 Linking emails to a folder! An email can be linked to a folder. Through folders you can organize and classify messages from a contact. (Examples of common used folders are; Service, Support, Sales, Tenders, Projects, Visits, Invoices). A link can be made in two ways: - via right click when on the message and select ‘Folder link’. All created folders are mentioned and can be linked through the blue arrow and unlinked via the red arrow. - via dragging the message directly to a folder to the left folder list. Linking to a folder is only possible when folders are created. Beware that if a new folder is created, it is always linked to the contact that is visible/active on your screen! To see the complete content of the folder, double click on the folder in the left folder list. ! 6.4 Linking emails to an employee! This option is only available for SpinOffice Pro users with multiple users and thus a shared database. They can link messages to a each other. The message will automatically be visible in the employees’ inbox. ! 6.5 Converting emails to a task! Is there a follow-up action required to a message? Convert the email to a task also via right click on the message and choose ‘Convert to task’. You can schedule and prioritize it for yourself. A reminder can be set and also this action can be linked to a folder. 31 / 54 SpinOffice CRM manual 6.6 Archiving / checking read emails! To prevent the inbox from flooding, messages should be archived when read and done. In SpinOffice we call that ‘Checked’. Click on the ‘Checked’ icon to remove it from your inbox, the message itself remains stored in the archive. The ‘check’ function is thus a way of cleaning up your inbox. ! ! ! 32 / 54 SpinOffice CRM manual 7. Agenda! The agenda in SpinOffice does not differ very much from the one you are used to, but this agenda has some tools which makes this a useful feature. We will discuss them in this chapter. When using SpinOffice with multiple Pro users, all agendas are merged into one central office agenda. In order to keep the agenda orderly, every employee/user has a different color. You can immediately see whether a colleague is available for a meeting and appointments can be created and adjusted. The main agenda is fully integrated and accessible for every user. Shield appointments for others are also possible. ! 7.1 Adding an appointment! 1. Open your agenda by clicking on the second icon in the right top corner. 2. Go to the date where the appointment should be made 3. Use the right click and select ‘Add appointment’. Appointments can be set as recurrent, all day or on specific time. 4. Created appointments are clickable and visible. Via the right click they can be removed, printed and linked. ! 7.2 Linking an appointment to a contact, folder or team member ! When at point of creating and thus the ‘Add appointment’ screen is shown, you have the possibility to link an appointment to a company or a contact. Advantage is that the appointment will also be stored in the contacts’ archive. When an appointment took place, it will be mentioned under communication type ‘Appointments’ in the left ‘Communication’ list of the archive. Besides linking to a contact, a folder can be selected. This makes a folder more complete then just a collection of files. For instance when you are working on a project with multiple contacts, it is easy to retrieve when you had an appointment with whom. Linking to a team member is only available for SpinOffice Pro. Then users make use of the same database and are able to see and schedule appointments for each other. A central office agenda will be created. ! 7.3 Showing birthdays! Via the wrench icon in the right top corner of the agenda showing birthdays can be activated. This can be interesting when Facebook friends are imported. ! 7.4 Printing the agenda! The agenda can be printed or exported as .pdf file via the printer icon in the right top corner. 33 / 54 SpinOffice CRM manual 7.5 Synchronize agenda with smartphone and tablet! With SpinOffice Sync, which is additional available to Pro, the agenda will synchronize with your iPhone, iPad and Mac. More information about sync can be found in the last chapter of this manual. ! ! ! 34 / 54 SpinOffice CRM manual 8. Files, folders and the folder list! In order to make SpinOffice your daily working environment, store all your contact related files into your database. Create folders to have your files structured and organized. Almost any file can be stored into the application. ! 8.1 Adding files to a contact! Via toolbar menu item 'Import file’ it is possible to add files directly from your local disc to a contact. All uploaded files will be visible in the contacts’ archive. This makes the transition from previous used CRM application or other relationship tool to SpinOffice more easy. ! 8.2 The file list! A complete overview of all added/uploaded and received files by email is available via menu item ‘Go To; File list’. A window opens with the complete list of all files in your SpinOffice. On top of the window there is the ability to search files based on description, company or contact. Use right click on file item for many more options. For instance to see file properties, to sent as attachment, to export, to print, to see properties or to convert to PDF. It is not possible to add new files to SpinOffice via the file list. This is only possible via the contact card, the archive or when in a folder. ! 8.3 Creating folders and subfolders! In this paragraph we explain how to create folders and what the main benefits are of using folders. To create a new folder, go to the archive of the contact of which you are planning to create a folder for and click on the ‘+’ icon in the left folder list. ! ! ! ! The following ‘Create folder’ window appears. 35 / 54 SpinOffice CRM manual The ‘Folder name’ field is required. ‘Folder type’ and ‘Activity code’ can be filled to give more specific information about the content. Leave second line ‘Is sub folder of’ empty when it isn’t a subfolder. Click on the save button when finished. ! The created folder will automatically open and will directly be visible in the archive’s left folder list. It will also be added to your complete folder list. This overview is accessible via menu item ‘Go to; Folder list’. To open a folder, click on the folder in the folder list. ! ! ! ! As mentioned above, the folder will automatically open in a new window. On the next page we show you the folder and important tools and icons. 36 / 54 SpinOffice CRM manual All types of files can be added to a folder. Thus also email messages, memos, SMS’s, call reports and tasks! It is even possible to sent emails from a folder. It will then automatically be stored in this folder. Important icons that have an important role in this part of SpinOffice: Link folder: Manage the contacts that are linked to the folder. Newly added contact will also be displayed on the left part of the window. (In our example, right under ‘Green, Justin’).! ! Folder properties: All folder details can be seen and adjusted here.! ! Time registration:! Use the right click to write time. Give date, description, minutes and fee.! ! Import files:! Import files that are already stored at the archive of the contact or click on the icon with the green arrow in this window to add files from your local work station. ! Creating a subfolder works exactly the same way as creating a folder, except that the field ‘Is sub folder of’ should be appointed. 37 / 54 SpinOffice CRM manual In our example, 2013 is a sub folder of Invoices. By adding several sub folders to Invoices, we create a framework grouped by year in which we can store/divide all the former and future invoices. After sub folders are made, it will be shown like this. All folders and sub folders are visible. Main folders can be folded and unfolded via the small unfold icon. ! ! ! ! Use the right mouse click on a folder or sub folder to have a small menu where several actions can be done. ! 38 / 54 SpinOffice CRM manual 8.4 Adding archive items to a folder or sub folder! First you will have to create folders in order to have the ability to store archive items into a folder or sub folder. Then drag and drop the preferred archive item, wether it is an attachment, email, file, note or else to the destination folder or sub folder. When done, the item will show a folder icon to make clear this item is linked to a folder! 8.5 The folder list! The folder list gives an overview of all created folders. On top you have the ability to search folders by description or by contact/company (click on the button to toggle). Use the right click on a folder for more options. Click once on the folder to go to the content. The image above this paragraph shows how this looks like and gives you more information. 39 / 54 SpinOffice CRM manual The left list can be adjusted via administration menu ‘Administration; Folder types’. This is assigned by you as user when folder has been created, but is still adjustable via the folder properties. ! 8.6 Sharing folders with non-SpinOffice users! Folders can be shared only when you are connected with contact via Facebook or LinkedIn. Than, when folder is opened, the following green ‘Share’ icon will appear. Click on the green icon and select the social network you would like to use as sharing point. The contact will receive an email from SpinOffice with the invitation “[Your name] want to share folder “....” with you!”. When receiver accepts your invitation and will be led to a secure, web based SpinOffice environment. After login with corresponding social network the content of the folder will be accessible. Use this smart feature to share data (files & messages) with contacts that does not use SpinOffice! 40 / 54 SpinOffice CRM manual 9. Task management! For many of our prospects, a proper task management component is essential. SpinOffice provides a simple and clear way of creating and managing tasks. ! 9.1 Creating tasks! When on a contact card, click on the ‘Task’ icon in the toolbar menu or via the menu item ‘New; Task’. The following window will appear: Many fields can be filled besides scheduling, prioritizing and adding a note to the task. Thus, it is possible to link the task to a folder and/or an activity (support, service, declarable etc.). Even attachments can be added. When a task has been saved, it will appear in your ‘Task list’ and also in the contacts’ archive. In this archive, finished tasks are shown with a green checkmark. High priority tasks are shown red. ! 9.2 The task list! As we just mentioned, tasks can be viewed per individual contact via everyone’s archive. But SpinOffice also provides an overview of all outstanding tasks. This we call the ‘Task list’. All tasks are sorted by expiration date. The longest outstanding task appears at the top. The task status is displayed red when it has a past date. The task itself is displayed red when it is labeled as high priority. blue if medium priority and green if low priority. In the example below you will see the task we made in the previous paragraph. 41 / 54 SpinOffice CRM manual Click on the name of the contact and you will be lead to the contact card. Click on the task itself to see the actual task and the ability to check and finish the task. The task list can be printed via the print icon in the right top corner. When using SpinOffice Pro with multiple users, use the filter option at the top of the window to view team members tasks. ! 9.3 Reminders ! When the reminder checkbox has been checked at creating a task, you will receive a reminder at expiration time. Below an example: Check and finish the task or snooze and move action forward. All taken actions will be logged. So, when action is snoozed, next time task it is opened the number of snoozes is visible. ! 42 / 54 SpinOffice CRM manual 9.4 Finishing / checking tasks! Outstanding tasks can be opened from the contacts’ archive and from the task list. To finish a task, open and click on the ‘Checked’ button! The task will be removed from task list and will remain, checked, in the contacts’ archive. All tasks, finished and outstanding, will remain visible at individual archive level. They are all stored in the contacts’ archive. Click on the Task’ item in the left list bar to get an overview of all tasks that have been carried out or that are still outstanding. Click on an individual task to see more information. It is also possible to finish / check tasks from here. ! ! ! 43 / 54 SpinOffice CRM manual 10. Call reports and memos! Both call reports and memos are smart tools for archiving communication with relations, for internal use or in order to retrieve information. Call reports and memos are stored in the contacts’ archive. When working with SpinOffice Pro with multiple users, these messages can be linked to other team members. The message will then be forwarded and be placed in team members’ inbox. ! 10.1 Inbound and outbound calls ! Nowadays, many communication takes place by phone. It is therefor very important to make call reports of your incoming and outgoing phone calls. In SpinOffice, this is very easy. We even created a template for you, already filled with relevant information about your contact. An example of a filled default incoming call report: To create a call report, go to the contact card of concerning contact and click on the ‘Inbound call’ or ‘Outbound call’ icon in the toolbar menu. Relevant contact information is mentioned and there is enough space to add text. Attachments from local file or already in SpinOffice can be added, priority level can be given and a folder can be linked to the report. Create your own customized call report templates via the menu item ‘Administration; Email templates’. ! 44 / 54 SpinOffice CRM manual 10.2 Memos! Create a memo, also via the toolbar menu, to add relevant information that can be useful in the future. Examples of memos are passwords and login details. Attachments can be added to a memo, priority level can be given and folders can be linked. All call reports and memos will be stored in the contacts’ archive. ! ! ! 45 / 54 SpinOffice CRM manual 11. Facebook & LinkedIn integration! The implementation of social media in a CRM allows you as a user to get to know your customers better, to interact better and quicker and to get more details about prospects. Now, what does SpinOffice specifically offer? ! 11.1 Login with Facebook or LinkedIn! Huge advantage of logging in with one of those two is that you don’t have another password you have to remember. Click on the ‘Sign in with Facebook’ or ‘Sign in with LinkedIn’ button on the initial login screen of SpinOffice. After connecting to the platform, you will enter SpinOffice and next time you login you will only have to click on ‘Login with Facebook’ or ‘Login with LinkedIn’ and you will enter automatically! ! 11.2 Import Facebook friends & LinkedIn connections! Bring your customers’ profiles inside your account within a second! Personal data like profile picture, date of birth and current job title will be imported into the relations' contact card. The data you collect ensures you to build up a better relation with your customer and it allows you to work more efficient. Importing social connections can be done via the ‘Import’ item in the ‘Getting started’ steps mentioned on top. The following popup appears: Click on the network which you wish to import the relations from. if there is already a connection with the network of your choice, your friends/connections will appear. Otherwise, fill in the proper login details first. Following window will show all friends/connections. Import all at once or click on them individually to add them to SpinOffice. When import process has finished, a new contact type has been created for this import. Click on the green ‘Refresh’ button in the toolbar to update your database and find your recently added contacts via the several search possibilities. 46 / 54 SpinOffice CRM manual When duplicates occur during social import, and thus a contact has two then one card, a merge will take place automatically. The LinkedIn contact card will remain and will be supplemented with information from other card(s). ! (Watch our tutorial in which we show you how to import your Facebook friends into your SpinOffice account: www.spinoffice-crm.com/tutorials/import-facebook-friends/) ! ! 47 / 54 SpinOffice CRM manual 12. MailChimp integration! More than 5 million people use MailChimp to design, send, and track email marketing campaigns. Keep your MailChimp and SpinOffice data updated with this new integration from MailChimp. Manage subscribers, bounces, and more. SpinOffice’s integration with MailChimp allows for two-way interaction between your customer database and your email list(s). Build highly specific filters in SpinOffice and share them with MailChimp! ! 12.1 Possibilities of this a great feature! - Import MailChimp contacts to SpinOffice based on list(s). - Export SpinOffice contacts to MailChimp mailing list(s) based on filters. - Get hard bounces to SpinOffice contacts’ profiles. Manage email contacts and campaigns with SpinOffice’s MailChimp integration. Use this integration to segment your lists based on profiles of contacts in SpinOffice CRM. ! 12.2 How does it work?! It’s easy! Open the module in SpinOffice, enter your MailChimp API Key, connect and select one of the above mentioned options. ! 12.3 Available for all users! This integration module is indeed available for all our users. Importing MailChimp contacts to SpinOffice is free of charge, per unique exported SpinOffice contact to MailChimp you pay one credit. Let’s give a calculation example of a monthly export. You would like to send out a monthly mailing to all your customers via MailChimp. The first time you will have to export all your 200 customers from SpinOffice to a MailChimp mailing list. We charge you for one credit per exported contact, thus this initial action will cost you 200 credits (€ 10,-). Next month, with 5 new happy customers which should to be added to your mailing list in MailChimp, you export the same filtered group to MailChimp again. This action will only cost you 5 credits (€ 0,25), thus you only pay for the unique exported contacts. As you can see, in general it will mean that the first target group export will cost you several credits. For recurrent exports only new contacts will be paid for via credits. ! ! 48 / 54 SpinOffice CRM manual 13. Menu items in Administration section! Many settings can be adjusted via the administration section of SpinOffice. We will exemplify every menu item. ! CRM preferences Check and uncheck general preferences that will enlarge the ease of using SpinOffice. For instance the possibility adjust date format, the ability to show an extra company name line, street numbers and US states. When you have added your company logo and adjusted background color under tab 'Design', it will personalize your CRM account. This is possible for Pro users. When using SpinOffice with more Pro users this can be seen as the company preference part. All settings here count for every user of the database. ! Email templates Via this menu item you are able to manage your mail templates. Default there is a call report template and an email template. New templates can be added, edited and saved. This menu item is also accessible via the arrow next to 'Email' in the toolbar menu. 49 / 54 SpinOffice CRM manual Manage template tabs Email templates can be categorized into tab items here. New tab items can be made by entering text in the last row. Next to ‘Default templates’, the following are created in your account; ‘General templates’, ‘Internal templates’ and ‘Tender templates’. As soon as you add a new email template to one of these (via previous menu item), the tab will occur in the menu under the arrow next to 'Email' in the toolbar. ! Incoming mail server (POP) Your POP email properties are saved here. Configure your email via fourth ‚Configure mail’ getting started item. When your existing email is configured correctly, the information will be displayed in this admin section. ! Contact type In this section you are able to manage the different contact types. The meaning of contact types is explained in chapter 3. It gives an overview of all contact types created. Click on them to see and edit the format of the contact type. Add a contact type via the yellow “+” icon. Deleting contact types is only possible if there are no contact matching that type. ! Salutation Manage the drop-down items of the ‘Salutation’ field on the contact card in this admin menu item. But this feature is smart; you can indicate if salutation is formal or informal and if it should be followed by the firstname or lastname. ! Keywords The keywords that are mentioned at the lower part of the contact card screen 1, can be arranged and adjusted via this menu item. There is place for 40 keywords and are often used for filtering purposes. ! ! 50 / 54 SpinOffice CRM manual Action types In this section, mail templates can be linked to all possible actions. Which template should be used when you sent, respond to or forward a message and when you write a memo or fill in a call report. ! Folder types Define default folders based on type of files that can be added to it. In the folder list via menu item ‘Go To; Folder list’ you will find all your created folders with the default types at the left. Every folder you create requires a folder type. ! Activity codes Tasks, appointments and folders can be allocated to an activity. In the task list, via menu item ‘Go To; Tasks/Timesheet’, you are able to filter on activity. ! Folder type activity codes All folder types can also be linked to any activity code. ! Manage info fields Info fields are extra information fields on the contact card. They are only visible when labeled in the administration section via the menu ‘Administration; Contact type’. As default, ‘Info field 1’ is ‘Job title’ for every contact type and thus is mentioned on the contact cards. For this active info field ‘Job title’, you are able to add job titles that will be shown at this contact card fields’ drop-down list. ! Edit password Ability to change your password here. We recommend to do this frequently. ! ! 51 / 54 SpinOffice CRM manual 14. Upgrade your account! Use our free SpinOffice Limited edition for as long as you want to see if it fits your needs. Set up your mail, import existing contacts from various sources, create and manage email templates, archive call notes and memos, create filters and use SpinOffice to sent out mailings to your friends or business contacts. You can try SpinOffice Limited obligation-free until you reached 200 items. Each contact, email, document, attachment added to your database counts as an item. Upgrade anytime to Pro right from your free account! Click on the Upgrade to Pro in your Limited account: • Unlimited storage • Phone & email support • Daily data backup • Many extra features (including Microsoft Office integration, document templates and mail merge, sending birthday and scheduled SMS messages) View Edition Comparison Chart ! Prices for Pro are $33.99/month (€ 29,99) or with 35% discount for $299.99/year (€ 269,99). Both prices do not apply auto-renewal. Synchronization with iPhone, iPad and Mac iCal and Contacts or Outlook is additional available for Pro users. ! ! ! 52 / 54 SpinOffice CRM manual 15. Synchronize with mobile devices! The Limited free version does not support synchronization with smartphones and tablets. The ability to sync SpinOffice across iPhone, iPad, Mac iCal, Mail and Address Book, Android devices and MS Outlook is available for Pro license users. All agenda items, contacts and emails are saved online and synced automatically so that you’ll have access to your data from everywhere. With SpinOffice Sync, every contact, appointment or email will automatically be available on any other device you have on which a SpinOffice exchange box is installed. For example, you can add new appointments from your SpinOffice account or Mac iCal and then see them on the road using your iPhone, iPad or Android device. Your agenda, contacts and emails are saved online and synced automatically so that you’ll have access from everywhere. SpinOffice Sync is available for all Android, Apple, BlackBerry and Windows devices with ActiveSync. The annual cost are $44,99 (€ 39,99) per exchange box. ! ! 53 / 54 SpinOffice CRM manual 16. Training & support! 16.1 User support! In your Limited free version email and phone support will cost € 45 per support item. When upgraded to Pro, you will have email and phone support with a maximum of 4 support tickets per month. Each subsequent support ticket will also cost € 45 per support item. ! 16.2 Online training! The most essential key in a successful CRM project is to ensure that users know how to use the software. Without that knowledge, new software is a stumbling block that can actually decrease productivity and cause frustration among you and your colleagues. Professional training from us will teach you how to get things done efficiently and teach you how to use it effectively in the context of your business. Training for you and your users will pay for itself many times over and will help ensure the success of your project. We experience that customers who were trained report significant higher user adoption rates. - We can train users anywhere in the world - We use TeamViewer remote support - We hold interactive classes so you can ask questions - Online training sessions are typically two hour Follow our online training for only € 180,-. Sign up here! ! ! ! Helpful recourses! On our website you find an online support center which answers most of the common questions that our customers ask us. And you’ll find help with getting started via some useful tutorials. Please visit our: - Support center: www.spinoffice-crm.com/support/ - Edition comparison: www.spinoffice-crm.com/edition-comparison/ - FAQ: www.spinoffice-crm.com/faq/ - Contact information: www.spinoffice-crm.com/about-us/contact/ - Online training sign up: www.spinoffice-crm.com/about-us/online-training/ 54 / 54
© Copyright 2024