SpinOffice will help you to manage your relationships; in the long run it will really save you time. You will stay connected with your friends and business contacts and save time by getting organized. All your customers, prospects, email, calendar, tasks and memos, documents, projects and archive will be in one central database and will be accessible for you and your colleagues. Any file or message is stored in the cloud, encrypted and only you will receive the key.
When working with multiple users, you will all share the same data but in the security settings the administrator can manage the permission level of each user.
2.1 The difference between Limited and Pro
You may work with the Limited obligation-free edition until you have reached 50 items. What is an item? Each manually added contact, each email sent, and all documents and attachments added to your database count as items. Mass importation of contacts and incoming emails do not count as items.
Use SpinOffice Limited edition for as long as you want to see if it fits your needs. Set up your email, import existing contacts, create and manage email templates, archive call notes and memos, create filters and use SpinOffice to send out mailings to your friends or business contacts.
Upgrade to Pro for $299.99 (€ 299.99) per year* to receive:
- Unlimited number of contacts
- Storage up to 100.000 items
- Full email history fetch
- Data encryption
- Daily backup
- File versioning
- Phone & email support
- Many extra features (including time registration, document templates and mail merge, multi-user capabilities, sending birthday & scheduled SMS)
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 contact card, each contact has its own personal archive where all former communication 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
The toolbar in SpinOffice shows many important actions you can perform:
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.
It is nice to be able to group contacts together and use them 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. You can add or remove group members by selecting the group and by selecting ‘Organize group members’.
SpinOffice allows you to make personal groups and groups that are shared with your colleagues.
Any file can be imported into SpinOffice. Use the import feature to select and import your file(s) you have stored in your local machine. The uploaded files will appear in the contacts’ archives.
Create a new email or select an email template using the arrow besides the 'Email' button in the toolbar. Any email will be linked automatically to the contact card from where the email is created. To create additional templates or change existing templates, go to the menu item Administration -> Email templates.
Memos, inbound & outbound call notes:
Create a small memo that will end up in the contact’s archive. When working with multiple users, you are able to send a memo internally to your colleagues. In that case, the memo will also end up in your colleague’s inbox.
Make notes of incoming and outgoing phone calls with the related contact. These messages are internal messages and can also be forwarded to team members.
All memos and call notes are stored in the contact’s personal archive, which can be found under the ‘Archive’ tab, and is therefore visible to any user of the database. So these items are stored as individual items and they have a data stamp and user linked to them.
Creating tasks related to a contact person allows you to create a task list and jump from the task list to the related contact. Reminders can be set, colleagues can be linked and priority can be given.
A cool thing with a task is that you can link attachments to it, so for example a proposal that you sent to a contact can be linked to the task of following it up. When the time comes for getting in contact with the prospect, you instantly have the proposal at hand.
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.
SMS (short text messages):Short text messages that you send from SpinOffice are sent via the sms gateway that we use, and thus not via your own mobile phone. You do need to fill in your mobile number in the Administration -> Personal settings -> My profile. Any reply to a short text message will be received on your mobile phone.
A smart Pro feature is that it allows you to schedule SMS messages to be sent at a later point in time. So you can set up an sms message for someone’s birthday in advance, and SpinOffice will automatically send the message right on time.
Please inform us if you would like to use this feature; we will connect your scanner with SpinOffice. Once that has been done, this is a really great feature! All scanned documents will be linked to the particular contact; they can be sent out as attachments and they can be added to a folder.
Allows you to refresh the content of SpinOffice CRM. After certain actions you need to click on the refresh button to see the changes you have made. For instance, after adding a contact.
2.4 System menu & tabs for Mac users
There are three layers at the top of the application window. In the illustration you can see what we mean and below the illustration we will explain you what you can do with all three of them:
The first layer is the system menu which you as a Mac user are used to. All menu items can be found there. Go through them the first time you enter SpinOffice so you know what can be found where. Many things in SpinOffice can be customized; go to the menu item Administration for that. In chapter 12 we explain all the elements of that menu.
(So for Mac users the menu is on top as system menu; for our Windows users the menu is to be found in the right top corner of the application window)
The second layer is the screen tabs. There are two important points to mention here:
You are able to manage which important screens should always be open when you open and work within SpinOffice. This can be managed via the menu Administration -> CRM preferences; Default tabs. See below:
Check and uncheck the screens you want to have active. Inactive screens will open in a separate tab once you open them via the menu. For example, when Agenda is not active and you go to your agenda via the menu, it will automatically open in a new tab. Do you want to have your Inbox or Agenda open on a second screen? No problem, just drag it out of the application!
- All memos, new emails, call reports, etc., which you create will appear in a new tab. When you click on ‘Send’ this tab will automatically close and you can continue where you were.
The third layer is the contact/archive tab: here you can toggle between the contact information and the contact’s archive section.
2.5 Mac keyboard shortcuts
Several keyboard shortcuts can be used within SpinOffice. Below you will find a list of all shortcuts:
|Control-I||Go to Inbox|
|Control-T||Go to Tasks|
|Control-A||Go to Agenda|
|Command-C||Copy selected item or text|
|Command-V||Paste selected item or text|
|Command-X||Cut selected item or text|
|Command-A||Selected all text|
|Command-Accent (`)||Activate the next tab|
|Command-Shift-Accent (`)||Activate the next open window|
2.6 Right mouse click function
In SpinOffice, there are many menus hidden under the right mouse click. For Windows users this is nothing new, 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. Some important locations where SpinOffice has menu item under secondary click are: in the archive, agenda, the inbox, the folder list and file list.
2.7 Enabling right mouse click on a Mac trackpad
Follow the steps below to enable the secondary click on your Mac, if this is disabled (for instance for MacBook users with a mouse trackpad):
- Go to System preferences;
- Select 'Trackpad’;
- Enable second option ’Secondary click’.