! User manual

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User manual
(last update: May 2014)!
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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!
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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!
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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!
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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!
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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.
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When SpinOffice is upgraded to Pro, the steps will disappear. So make sure you get all five steps
checked!!
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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’.
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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.
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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
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Synchronization with iPhone, iPad and Mac iCal and Contacts or Outlook is additional available
for Pro users.
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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!
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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.
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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’.
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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’.
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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.!
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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.
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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.
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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.
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Refresh:
Allows you to refresh the content of SpinOffice CRM. After many actions you have to click
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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
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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:
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- 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
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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’.
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(Default trackpad settings on a Mac)
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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.
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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.
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Part 2: Extra information tab items
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Additional information can be placed here. We will also explain the meaning of these tabs a bit
further in this chapter.
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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.
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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.
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- 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.
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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:
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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.
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3.3.2. Add individual new contact!
1. Via the ‘+’ icon on top of the left contact list. Following window appears:
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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.
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3.5 Add, edit and delete contact information!
On the right, under first tab item CONTACT INFO, all contact information like telephone numbers,
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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.
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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.
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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:
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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
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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
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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
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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. !
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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.
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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.
!
!
!
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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.
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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
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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.
!
!
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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,
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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:
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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
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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.
!
!
!
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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.
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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.
!
!
!
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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.
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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.
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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
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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. !
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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.
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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!
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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
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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.
!
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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.
!
!
!
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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’.
!
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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. !
!
!
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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.
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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/)
!
!
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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.
!
!
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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.
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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. !
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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.
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Edit password
Ability to change your password here. We recommend to do this frequently.
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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.
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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.
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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!
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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/
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