12. Administration menu options

Fit your data to your business by customizing templates, contact types, info fields, keywords, tags, activity codes, and many more. How? Many of the customizations can be done within menu options Administration. We will explain each menu item.

Note: The available menu options in Administration may differ per user; this depends on the rights that you have been granted by the 'super administrator' in your database. So if you do not find the items below within the Administration menu, please ask the 'super administrator' within your organization for the right user rights.

CRM preferences

Manage all the company settings from here. All changes apply to all users.

This menu option is only shown to users with 'Administrator' rights. Manage many preferences to personalize the database. For instance, the option to adjust the 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.

User settings

Manage all the settings per user.  

By default, your profile is loaded. Select the user of your choice in the top corner on the left for whom you want to manage the settings.

We explain all the tabs for you:

User Profile

Personalize your profile and complete the missing information. Any information you enter here can also be used in your email template. Under the sub-tab 'Security' you can disable a user by entering a no longer employed date. This ensures that a user can no longer log in.

CRM part

This part gives the option of how to sort your contacts everywhere they are shown. For instance Company (Last name, First name) or Firstname, Lastname (Company). Besides that, a grid is shown where you can define which contact types you want to be able to see. Exclude contact types that are not interesting to you, and you will not be able to find any of the contacts in your database.

Synchronization

Activate the sync options. Both the Limited and the Pro editions support synchronization of all contacts and calendars in SpinOffice with your iPhone, iPad Mac, and Android mobile device via a CardDAV / CalDAV sync account. Enable the options and an email with details will be sent to you. More information about the sync can be found in Chapter 14.

Notifications

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.

Default tabs/screens

Define the default tabs (on Mac) or screens (on Windows) to open when starting SpinOffice. For Limited users, the Home dashboard is shown as a starting screen by default.

Mailboxes

Here you will find the configured mail accounts for the selected user. Add new mail accounts here. The sender settings can also be found here.

The last two tabs 'Rights' and 'Contact types' are only shown if you have the SuperAdmin rights.

Rights

Determine the rights of the selected user. More information about rights in SpinOffice can be found in chapter 13.

Contact types

Determine which contact types the selected user is allowed to use.

Integrations

Here you will find all the integrations available for your account. Here you will find all the manuals.

Email

Email Settings

Your IMAP email properties are saved here. If you have configured your email 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 the 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 an outgoing mail address for each user, including his/her name.

Email templates 
Via this menu item, you can 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 the previous menu item), the tab will appear in the menu under the arrow next to 'Email' in the toolbar.

Contact type

Manage all the contact types that you and your colleagues can use. Read here what you can do with contact types.

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 the salutation is formal or informal and if it should be followed by the first name or last name. This way you can create email salutations like 'Dear Mr. Smith' or 'Hi John’. (Paragraph 3.2 Explanation of labels & fields on the contact card)

Keywords

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)

Keywords are since 2022 replaced by tags.

Contact card fields

Customize all extra fields mentioned on the contact. These are generic fields; not different per contact type.

Info fields

You have 4 info fields in the Limited version and 20 info fields available in Pro. These are also generic fields.

Action types

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)

Folder types

Define default folders based on the types of files that can be added to them. 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)

Default folders

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”.

Activity codes

Tasks, appointments, and folders can be allocated to an activity. In the task list and folder list, you can 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.

Drop-down lists

Choose an Info field and make a predefined list of choices that will be chosen for that field. Users can then only choose the entered values from the predefined list. For example, you can use an Info field for 'industries' and enter all industries here. This prevents other values from being entered.

Tags

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 distinction 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. Read here How do tags work?

Credits

In SpinOffice, credits are used for exporting contacts to Mailchimp and for sending SMS text messages. This menu option gives a status of the number of credits left, where credits were spent 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.