Many settings can be adjusted via menu item Administration. We will explain each menu item. Do not hesitate to contact us when you have any questions about any of these settings.
Note: the available menu options in Administration may differ per user; this depends on the rights that you have been granted as a user by the 'super administrator' within your database. We cannot adjust this for you, so if you do not find the items below within Administration menu then you will have to ask the 'super administrator' within your organization for the right user rights.
This menu option is only shown to users with 'Administrator' rights. Manage many preferences in order to personalize the database. For instance the option to adjust date format, the ability to show an extra company name line, street numbers and US states. All items in CRM preferences are discussed in Chapter 16. All options in CRM preferences.
The first tab is ‘My Profile’. All information entered there is used for email templates as mail-merge field.
Second tab ‘Sychronization’ gives you the possibility to activate the sync options. Both the Limited and the Pro edition support synchronization of all contacts and calendar in SpinOffice with your iPhone, iPad and Mac and Android mobile device via a CardDAV / CalDAV sync account. Enable the options and an email with details will be send to you.
Third tab is 'Notifications' where you are able to define the style of notifications on your desktop, when the application is open. For Mac, it is possible to overrule the notification style via System preferences -> Notifications on your Mac.
Last tab here is 'Default tabs' where you can define the default tabs to open when starting SpinOffice.
'Email settings': your POP/IMAP email properties are saved here. If you have configured your email in the during first login, the information you have set will be displayed in this admin section. Multiple new mail accounts can be added here by entering POP/IMAP information of any domain in the last empty row. (Chapter 5 Integrating your email)
'From addresses': define the email addresses per user that he/she may use for sending emails. For instance info@ can be added as outgoing mail address for each user, including his/her name.
'Email templates': via this menu item you are able to manage your mail templates. By default there is an incoming and outgoing 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. (Paragraph 5.4 Managing email templates)
'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 appear in the menu under the arrow next to 'Email' in the toolbar.
In this section you are able to manage the different contact types. The meaning of contact types is explained in chapter 3. The section 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 ‘Add’ button icon. Deleting contact types is only possible if there are no contact matching that type. (Paragraph 3.11 Managing the card format via Contact types)
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 first name or last name. This way you are able to create email salutations like 'Dear Mr. Smith' or 'Hi John’. (Paragraph 3.2 Explanation of labels & fields on the contact card)
The keywords that are listed at the bottom of the contact card screen, can be arranged and adjusted via this menu item. There is space for 40 keywords and these are often used for filtering purposes. (Paragraph 3.12 Tab items below the contact card)
In this section, mail templates can be linked to all possible actions. You can determine which template should be used when you send, respond to or forward a message and when you write a memo or fill in a call report. (Paragraph 5.5 Action types)
Define default folders based on the types of files that can be added to it. In the folder list via menu item Go To -> Folder list you will find all previously created folders with the default types on the left. Every folder you create requires a folder type. (Chapter 8.5 The folder list)
Define default folders that should be created automatically when a contact of a certain type is added to the database. So it is a place to create rules like; once a contact of the contact type ‘Client’ is added to the database, instantly create the folder in the archive named “Invoices” and “Contract”.
Tasks, appointments and folders can be allocated to an activity. In the task list and folder list you are able to filter on activity. In the calendar, when you add an activity to an appointment (for instance 'Private' or 'Sales'), the corresponding activity code color is shown.
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 field1’ is ‘Job title’ for every contact type and is stated as such on the contact cards.
For this active info field ‘Job title’, you are able to add the job titles that will be shown at this contact card fields’ drop-down list.
You have the ability to change your password here. We recommend doing this frequently.
In SpinOffice, credits are used for exporting contacts to MailChimp and for sending SMS text messages. This menu-option gives a status of the amount of credits left, where credits were spend on and it gives the ability to purchase extra credits. (100 credits cost $5.99)
Extra SMS options
A Pro feature. It allows you to send birthday & scheduled short text messages to your contacts. Plus there is an option to create text message templates.