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How do tags work?
Tags are the successor to the current keywords option in SpinOffice. Use tags to distinguish and group your business contacts. Decide for yourself which tags you want to use for your contacts. For example, make a distinguish between certain products or services, categories, a certain status or customer characteristics. Then give the correct tag(s) to any contact in your CRM. This way you can search, categorize and filter your contacts even more efficiently. How do you tag your contacts? When you add or edit a contact in SpinOffice, you will find the tags as a tab on the left side of the Add contact / Edit contact details screen. Add new or predefined tags here for this specific contact. It is also possible to add tags directly from the Contact list screen. To do that, go through these steps: Go to the Contact list screen. Find the desired contact for which you want to add tags. You will find the tags option under the CONTACT DETAILS widget on the right. Add tags as you want by entering them manually. Or choose previously selected tags from a drop-down list. AAll added tags are immediately shown. Go through your contacts to add your tags. You have an unlimited number of tags at your disposal. Manage all tags As mentioned, you can determine and manage all your tags yourself. Go to the main menu and choose option Administration -> Tags. Here you can add and remove an unlimited number of tags. See an example below. All tags that you have manually used for contacts are also shown in this screen. Important: In the Pro and Enterprise versions you have access to tag groups. This offers the possibility to create categories and use different colors. Search and filter contacts based on tags Searching by tags is very easy. Start the search with a hashtag "#" and then enter the tag. Below is an example where we filter on the tag "hot prospect". Pressing #hot will show the tag. Click on the tag in search list and all contacts with the tag "hot prospect" will be filtered and displayed. Another way to make a filter of your contact based on a filter is to create a filter on an existing tag at a contact. First, go to a contact that has the tag you want to filter on. Then click on the 'tag' icon next to the tag shown. Choose Apply filter. All contact with this tag are filtered and shown. Removing tags Of course you can easily remove the tags from an individual contact by clicking on the 'tag' icon next to the displayed tag and choosing Delete. Do you want to delete an entire tag? Then go to menu option Administration -> Tags and remove the tag itself. The tag will be removed for all contacts.
Modified on 27 September 2022
How do I add a new email account?
SpinOffice will help you via a wizard where you can enter the proper account credentials and incoming mail server settings (IMAP) of your mail account. Start the configuration from various places in the software; on the Home Dashboard, in your Inbox or from main menu option Administration -> Email -> Email accounts and than '+' for a new account. In all cases, SpinOffice will show you the following popup: Select the email account of your choice. If it is not an Office 365, Outlook or Gmail/Google account, select the IMAP option. Enter the email address and click on 'Start'. Enter the account password. Office 365: We recommend to select OAuth2.O as authentication method. Follow these steps and SpinOffice will connect with your Office 365 account. Outlook: Also for Outlook, we recommend to select OAuth2.O as authentication method. Follow this steps and SpinOffice will connect with your Outlook account. Gmail: It will automatically connect. It might block SpinOffice to connect. Having problems? Here's a checklist to solve that. IMAP: SpinOffice will try to find the right IMAP settings. Click on 'Show server settings' to manually enter the right account credentials. Is it a me.com, iCloud.com or mac.com account? Then it requires an 'app-specific password' for IMAP. Click here how to create that for SpinOffice within your iCloud account. Click on 'Connect' to make connection. After a few minutes SpinOffice shows you the result: If connection is made successfully, the setup wizard is closed and your emails will come in. If not, please adjust the server settings; your account name, password and incoming email server. Tip: check how the account is configured on your phone, the same IMAP settings are used there. When SpinOffice keeps saying that we cannot connect, please contact us for free support to solve the issue. When the connection is successful, go to Inbox to see all incoming messages. In the free Limited version, you can connect 1 email account. And all messages over the last 30 days will be brought into your inbox. With a Pro license, for 5 email accounts all incoming messages, sent items and trash items will be in sync.
Modified on 21 September 2022
Mollie is one of the largest Payment Service Providers (PSP) in the Netherlands. This means that Mollie facilitates all payments from your customers and pays out the amount at a time of your choosing. Your customer can choose from the most common payment options within Europe, such as iDEAL, credit card, SEPA direct debit, Bancontact (Belgium), Sofort (Germany) and recently also Apple Pay. Mollie meets the requirements of the The Dutch Authority for the Financial Markets (AFM). SpinOffice CRM offers the possibility to integrate Mollie into your CRM. The options are very diverse and are developed by us in consultation with you as a customer. Your wishes and what you want to achieve with the integration of the payment module via Mollie will be discussed in detail beforehand. It is also possible to integrate the SpinOffice invoice module with Mollie. What are the advantages of an integration with Mollie? save time processing payments easier payment method ensures faster payments payments are processed directly with the customer data in your CRM system automation of your sales process (status proposal -> invoice paid) securely everything in the cloud What are the requirements? a Mollie account a SpinOffice Pro- or Enterprise license willingness to invest in automation Below are some examples of Mollie integrations and SpinOffice CRM that we have developed for customers. Customer portal It is possible to process payments within your website, by means of an iframe and including a login environment, linked to your Mollie account. All payments are processed directly with the customer data in your CRM system. Your customers can log in within a login environment on your website, check and purchase your products or services, and pay directly via, for example, iDEAL, PayPal, credit card, Apple Pay, etc. All payments are received into your Mollie account. Booking module Do you want your customers to be able to book services online in a schedule and make payments immediately? They can. Decide for yourself which services you offer within the refraction module, at what rates and manage the availability of your services. Here too, all payments are processed directly with the customer data in your CRM system. Easy payment of invoices and proposals It is possible to integrate Mollie in the invoice module of SpinOffice CRM. Mollie is then added to the digital invoice as a 'fast payment option'. After payment, the status of the invoice is converted to status 'paid' and the customer automatically receives a payment confirmation and the invoice is sent. Would you like to send a proposal including the option to pay immediately as confirmation of the order? That is of course also possible! Only when this has been paid, the proposal is converted to an invoice with status 'paid'. Interested in the Mollie integration? This integration is not standard functionality in the CRM, but we can quickly assess the time and costs involved in developing the ideal Mollie payment integration on your website or app. Express your interest in SpinOffice by going to menu option Administration -> Integrations -> Mollie and click on Submit request. We will then contact you shortly to discuss the options. If you do not have a Mollie account, we can offer you a free reseller account.
Modified on 13 September 2022
For how long are deleted items from the database stored in a backup?
Contacts, documents, files If a user deletes contacts, documents or files, we will keep them for another 30 days. We do this so that we can restore any incorrectly deleted data at the request of a customer within a foreseeable period of time. After these 30 days, the deleted data will be automatically deleted. Email messages Deleted email messages will remain in the deleted folder for another 90 days, after which we will keep them in backup for another 90 days. After that, they will be permanently removed from our server. You can adjust the retention period for e-mail messages yourself. Go to the Auto-clean option in menu option Administration -> CRM Preferences. Read about the possibilities in chapter 16 All options in CRM preferences.
Modified on 31 August 2022
What does SpinOffice CRM do to be GDPR compliant?
We will process any personal data according to legislation in respect of the processing of personal data (such as the Personal Data Protection Act and the GDPR. SpinOffice does not share any information with third parties, except when required by law, or with explicit permission from you. Here are a number of measures that we offer you as a user to guarantee the security of your data and to increase the reliability of data. Data Processing Agreement When using SpinOffice CRM, our organization (Mulberry Garden B.V.) is the ‘processor’ of your data. In accordance with the upcoming GDPR legislation, it is required to conclude a ‘data processing agreement’ with all your processors. The data processing agreement is an agreement between the controller (you as the customer) and the processor (we), which specifies how the processor must deal with the personal data. The responsibility for having such an agreement lies with the 'controller', but we as processor have drawn up a processing agreement for you. This is signed by both of us and is immediately applicable. Do you want to conclude a processing agreement with us? Please contact us. Two-factor authentication on login In view of the GDPR we have upgraded our security with the introduction of two-factor authentication for SpinOffice CRM. This feature enables secure access to your account and ensures safety of your data and resources that reside in your SpinOffice account. When you log in to your average social networking site or app, you typically enter your username/email and password to access your account. This may be the single step taken by the website/app to verify your identity and grant access to your account. This is known as one-factor authentication. When you add another factor to this password-only authentication system, it is known as two-factor authentication (2FA). In such a setup, you are required to provide an additional piece of information to verify your identity. 2FA ensures that even if one of the factors have been compromised or leaked, the other factor keeps hackers/criminals from breaking into your account, thereby minimizing the risk of data theft. This is an option available in Pro and Enterprise. For more information, see the article How to enable two-factor verification in Pro? Periodic Pentest Although all data is stored encrypted, we periodically review our software to guarantee security. We do this by having a pen test performed by an external specialized agency Penetra Cyber Security. The purpose of a pentest is to gain insight into the risks and vulnerabilities of the examined system and to define improvements for the security - in other words, to combat the risks and vulnerabilities. Check out Storage, Backup & Security for more related articles about backups, security and data leaks.
How will data leaks be reported?
As mentioned in the Data Processing Agreement between the controller (you as the customer) and the processor (we), without unreasonable delay and no later than 24 hours after discovery, the processor shall notify the controller of a data breach via email to the controller’s contact person. SpinOffice is committed to cooperate with the controller to meet all the legal requirements in relation to the reporting to the Dutch Data Protection Authority. SpinOffice shall keep the controller informed of the progress of the internal investigation and the developments with regard to the data breach, and will keep the controller informed on the recently implemented security measures.