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Menu & tabs

There are two layers at the top of the application window.  Tabs Main Menu Gear menu Screen tabs: Home, Contacts, Inbox, Kanban board, and Calendar. Home Tab is your dashboard and central workspace. It provides an overview of your recent activity and important updates. Use the Home tab to stay informed about what's happening across your CRM environment and quickly navigate to areas that require your attention. Contacts Tab is where you manage your business relationships.  This tab acts as the backbone of your CRM, helping you track every interaction with your clients, leads, or partners. Inbox Tab Integrates your email directly into SpinOffice CRM. All communication is securely stored and linked to the appropriate contact profile, ensuring a full communication history is always at your fingertips. Kanban Board Tab is a visual task and project management tool. Use the Kanban board to keep track of project workflows, sales pipelines, or any process that benefits from visual status tracking. Calendar Tab helps you manage your time and schedule meetings efficiently. Everything scheduled is automatically linked to the relevant contact or project, providing complete context for every appointment. Main Menu The Main Menu in SpinOffice CRM is the primary navigation panel, located on the left side of the interface, giving users easy access to all core modules of the system. From here, you can quickly navigate to essential features such as Home, Contacts, Inbox, Calendar, Kanban Board, and Documents, each designed to manage different aspects of your customer relationships and workflow. The menu is designed for intuitive use, allowing you to move seamlessly between communication, scheduling, task management, and data storage, ensuring efficient and organized CRM operations. Gear Menu The Gear Menu in SpinOffice CRM provides access to system settings and customization options, allowing users to tailor the CRM environment to their specific needs. Located typically in the top-right corner of the interface, this menu includes options for adjusting user preferences, managing account settings, configuring email integration, customizing contact fields, and setting permissions for team members. Administrators can also access company-wide settings such as database management, backup options, and subscription details. The Gear Menu is essential for maintaining control over your workspace and ensuring that the CRM functions align with your business processes.  For Mac users: 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.

Modified on Wed, 14 May at 4:17 PM

How do I install SpinOffice CRM on my desktop?

Our CRM solution can be used on any Mac (MacBook Pro, Air, iMac of OS X 10.7 and later) and Windows PC. For Mac users: Download SpinOffice CRM. Save the download when prompted to do so. Double click the downloaded file to begin. Drag the SpinOffice icon into the Applications folder. Once completed, double click SpinOffice within your Applications folder. Register by filling in your personal details. For PC users: Download SpinOffice CRM. Save the download when prompted to do so. Double click the downloaded file to begin. Once the install has completed SpinOffice will launch automatically. Register by filling in your personal details. Once you completed the registration and you click on 'Register', you instantly end up in your CRM environment!

Modified on Wed, 14 May at 2:34 PM

How to check the SPF records of my domain?

Go to mxtoolbox.com/spf.aspx Enter your domain name (without www) Click on the orange "SPF Record Lookup" button. The following page is shown. (For example, we use the records of our domain) The green shaded area shows the current structure of your domain's SPF records. This will differ from the above image, but you can see in our example that the required SPF record include:spf.spinoffice-crm.com is included. Add that to the DNS zone of your domain. Does your SPF check result also show this line? Perfect, then you have successfully added the record!

Modified on Wed, 14 May at 12:58 PM

How to set up Email Domain Authentication (SPF and DKIM)

When you send emails, mailbox providers (such as Gmail, Outlook, AOL, and Yahoo) identify if emails are legitimate or are sent by a spammer or phisher. This includes emails sent from SpinOffice CRM. This is why setting up email authentication is important. There are three authentication standards used to verify a sender's identity. SPF, DKIM, and DMARC. Since February 2024, Gmail and Yahoo require DKIM and DMARC authentication to achieve delivery. Other mailbox providers already expect senders to authenticate their email traffic through SPF. With SpinOffice, we offer SPF and DKIM authentication. Therefore, we highly recommend all customers set up both for their sending domains. This is a one-time configuration step per domain name. SPF SPF (Sender Policy Framework) records are TXT records on your domain that authorize specific servers to send mail using your domain name. SPF is like a security guard for emails. It allows you (the sender) to publish a public record that lists what IPs can be sent from your domain. The record is created in the DNS as a TXT record for your domain. When a Mailbox Provider like Gmail receives a message using this domain, it can look at your public DNS record to see if the IP is permitted to send the campaign. In simple terms, SPF acts as a gatekeeper, ensuring only legitimate emails get through, keeping you and your subscribers safe from phishing scams. You can only create one SPF record for your domain name. If you have an existing SPF record, you will need to modify your current record instead of creating a new SPF record. To check if your domain has an SPF record, visit MX Toolbox. To set up SPF, please select the option below that applies to your domain: 1. Your domain does not have an SPF record: Log in to your DNS provider of your domain and locate your DNS record settings. Create a new TXT record and paste the following line in the text box: v=spf1 include:spf.spinoffice-crm.com -all Save the record. 2. Your domain already has an SPF record: Login to your DNS provider of your domain and locate your DNS record settings. Add the following text to the existing TXT record, before the closing -all tag: include:spf.spinoffice-crm.com Save the record. After you've made the required SPF changes, please wait 24 hours for the changes to propagate. DKIM DKIM (DomainKeys Identified Mail) is a signature any sender can apply to their email messages. This signature makes clear that the message's sender is the message's sender and not a bad actor. You can use any domain as the signature. For example, a company called "Red Bananas" will sign their messages with the "redbananas.com" domain to confirm that the message was sent by "Red Bananas." This is accomplished by inserting a hidden, cryptographic signature into your email header (SpinOffice will do this) and then placing a public key on your website's DNS that verifies the authenticity of this signature. DKIM will help prevent spoofing and phishing of your domain, and an added benefit is that it allows Mailbox Providers such as Gmail, Microsoft, Yahoo, and AOL to track the email reputation of your sending domain. If the reputation of your sending domain is stronger than the reputation of the sending IPs, Mailbox Providers may default to your sending domain reputation, which could improve your email performance. To set up DKIM with SpinOffice, follow the instructions for creating new CNAME records: Log in to the DNS provider of your domain. Copy the following values and paste them into the appropriate fields for your domain: Type Naam Waarde CNAME mrsel1._domainkey mrsel1._domainkey.spinoffice-crm.com CNAME mrsel2._domainkey mrsel2._domainkey.spinoffice-crm.com CNAME mrsel3._domainkey mrsel3._domainkey.spinoffice-crm.com Save the CNAME records. Send a message to support@spinoffice-crm.com to indicate which domain(s) DKIM has been set up for. We route your email via the DKIM mail server that has been set up for this purpose. DKIM applies once your domain has been added to this DKIM mail server. Troubleshooting DKIM Issues General Issues If you get an error 'DKIM = did not pass' or 'DKIM_PermError' when sending emails, contact SpinOffice support at support@spinoffice-crm.com with a screenshot of the error. If you have added the DKIM CNAME records for new domains, contact support@spinoffice-crm.com with your request. If the DKIM records are unique and valid but not verified yet, contact your DNS provider's support or contact us at support@spinoffice-crm.com, CCing them in the email. DKIM Verification Issues Records not matching: There may be instances where certain characters are missing or extra characters are added in the DNS compared to what is configured in SpinOffice. In such cases, the DKIM verification may fail. Ensure that there are no spaces in the DNS. Avoid spaces in the CNAME record: Ensure that there are no spaces before or after any of the characters in the CNAME record. Records not published: Even if the DKIM records are correctly added to the DNS, they may not be published. To verify if the records are published, perform a DKIM lookup by entering your domain, mrsel1, in MX Toolbox. For example, for sending domain spinware.nl, enter as DKM lookup spinware.nl:mrsel1. A published CNAME record should look like this: When the test is positive/green, the record is found in your domain.

Modified on Wed, 14 May at 12:49 PM

What is DKIM and how does it work?

DKIM (DomainKeys Identified Mail) is a signature any sender can apply to their email messages. This signature makes clear that the message’s sender is the message’s sender and not a bad actor. You can use any domain as the signature. For example, a company called “Red Bananas” will sign their messages with the “redbananas.com” domain to confirm that the message was sent by “Red Bananas”. This is accomplished by inserting a hidden, cryptographic signature into your email header (SpinOffice will do this) and then placing a public key on your website’s DNS that verifies the authenticity of this signature. Essentially, when you set up a DKIM, you’re telling internet service providers (ISPs) that you are sending mail from an authorized system and that it is not spam or spoofing. Like other email authentication methods, DKIM lets senders associate a specific domain with their email messages. Records published on the DNS vouch for an email’s authenticity. However, DKIM has a unique way of doing this with an encrypted digital signature: A public key is published on the DNS text record. A private key is included in the email header. That private key is the encrypted digital signature, which should be unique to the sender and match what’s published on the DNS. When the two DKIM keys match, mailbox providers verify the identity of the sender and the message goes through to the inbox. If the key pair does not match or if there is no DKIM signature detected by the email provider, it’s more likely that the email will be rejected or filtered into the spam folder.   DKIM itself does not filter emails, but it helps the receiving mail servers decide how to best filter incoming messages. A successful DKIM verification means a reduced spam score for a message, and that’s why setting up DKIM authentication is so important for email deliverability. DKIM will help prevent spoofing and phishing of your domain, and an added benefit is that it allows Mailbox Providers such as Gmail, Microsoft, Yahoo, and AOL to track the email reputation of your sending domain. With SpinOffice, we already offer SPF authentication. But since today, we also offer DKIM. Therefore, we highly recommend all customers set up both for their sending domains. How to implement DKIM for SpinOffice? To set up DKIM with SpinOffice, you need to add two CNAME records in the DNS settings of your domain. Follow the How to Set up Email Domain Authentication (SPF and DKIM) instructions to perform this. DKIM is instantly applicable to SpinOffice.

Modified on Wed, 14 May at 12:17 PM

Setting up iCloud mail in SpinOffice with 2-step authentication or App password

With an app-specific password, you can use iCloud Mail through IMAP, even with 2-step authentication enabled. Security and convenience for your iCloud Mail account 2-step authentication is the way to lock your iCloud Mail account for good—and that does include the good email programs on your computers and devices that you set up to access iCloud Mail through IMAP. The password you used in the past will be rejected, and the email client will be without new mail. That does not mean you have to do without IMAP access and your favorite email program, though: you can have iCloud Mail create a safe and random password for each program or service you use to access the account. The password will ideally only be stored in the program you created it for and can be easily revoked at any time when you stop using that program or service or when you fear the password may have been stolen. How to create an iCloud application password for SpinOffice CRM To set up a password that allows an email program to access an iCloud Mail account (for which you have enabled 2-step authentication) through IMAP, for example, to set up iCloud Mail on Android: Make sure 2-step authentication is enabled for your iCloud Mail account. See at the bottom of this page how to enable 2-step authentication. Go to https://appleid.apple.com and sign in to your Apple account. Use your Touch ID to log in or select an iOS device or phone number to receive a verification code for logging in with 2-step authentication under Verify Your Identity. Type the verification code received under Enter Verification Code. Click Edit in the Security section. Select Generate Password… under APP-SPECIFIC PASSWORDS. Enter the email program for use (SpinOffice CRM) in which you create the password under Label. Example: For a password to set up iCloud Mail in SpinOffice CRM on your Mac using IMAP, for instance, you could use "SpinOffice CRM." Click Create. Save the App password to your clipboard. Enter the password immediately in SpinOffice CRM. Important: Case and punctuation matter for the app-specific password to work. Do not save the password anywhere but in SpinOffice CRM; you can always go back to revoke it (see below) and create a new password. Click Done. How to enable 2-step authentication for iCloud Mail To turn on 2-step authentication for maximum security for your iCloud Mail account: Go to https://appleid.apple.com Click Sign in. Type your iCloud Mail email address under Apple ID under Sign In. Enter your iCloud Mail password over Password. Click Sign In. Select Password and Security. If prompted, enter your answers to the security questions under Please answer your security questions, then click Continue. Follow the Get Started… link under Two-Step Verification. Click Continue under Two-step verification for Apple ID. Click Continue again. Now click Get Started. Click Add a phone number… under Step 1 of 4: Set up your trusted devices. Make sure your country code is selected under Country. Enter a phone number where you can receive SMS messages under Phone Number. Click Next. Type the verification code received at the phone number under the Verification Code. Click Verify. Optionally, click Add another phone number…, repeatedly perhaps, to add additional phone numbers for trusted devices. Click Continue. Click Print Key and print a copy of your Apple ID recovery key. Type the key from a printout under Enter your Recovery Key. Click Confirm. Make sure I understand the conditions above. Is checked. Click Enable two-step Verification. Now click Done. How to revoke an app-specific password To delete a password you created for an application in iCloud Mail: Open My Apple ID. Click Manage your Apple ID. Type your iCloud Mail email address over Apple ID under Sign In... Enter your iCloud Mail password under Password, also under Sign In... Click Sign In. Select an iOS device or phone number to receive a verification code for logging in with 2-step authentication under Send a verification code to: Click Send. Type the verification code received under Verification Code. Click Continue. Open the Password and Security category. Click View History under Generate an app-specific password. Now, click Revoke next to the password you want to delete. Click Revoke. Now click Done.

Modified on Wed, 14 May at 12:12 PM