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1.1 Registration A free registration for SpinOffice CRM is possible in the web app, desktop software or the mobile app. Web app Start with SpinOffice CRM by registering for free on the website. Enter your first name, last name, company name, email address and your own password to create your free account. You instantly enter your CRM environment in the web browser. Use the web app to explore the basics SpinOffice CRM, and download the desktop version to get more out of your SpinOffice experience. Desktop If you already downloaded SpinOffice CRM on a Windows PC or Mac, you can register within the software. An encrypted database is created for you. Mobile app  If you downloaded SpinOffice CRM from the iOS App Store or Google Play store, register within the mobile app and an encrypted database is created for you. Your database is accessible from any desktop and laptop (macOS 10.13 and later, Windows PC), iOS and Android devices, as long as you have an internet connection and the software installed. 1.2 Your Home Dashboard The first time you log in you will enter the Home dashboard. It contains various widgets such as the last contacts you have done something with, your most recent emails, current tasks and all your upcoming appointments. More widgets are available via the gear icon in the top right corner. Go through the short tour and watch the introduction video per widget to see what the feature can and does. Within every widget (except for tasks) we offer you the possibility to import data. Use the import button or the hamburger icon, menu option Import within the widget. There are a number of steps that will help you set up your account quickly: Integrate your email: go to your inbox to configure your email from there. A wizard will help you bringing it in. When your account allows IMAP, your inbox folder, sent items and trash folder will be in sync. All emails are automatically linked to contacts in the database and they are stored in the archive of the contact. Import existing contacts: from e.g. Outlook, LinkedIn, Google or any other platform that supports an export to .CSV, .XLS or .XLSX format. Other option is the quick import of all your Office 365 contacts or macOS Address Book. Import your calendar: from Office 365 of Apple Calendar. Invite your colleagues: in order to collaborate with your colleagues you may invite them into your database. Rights and roles can be set per user in the Pro edition. We are available to help you with setting up the account via Live by chat, email or by phone (+31 70 3115405). On our website we have included a brief Getting Started list of important steps you can take to set up your database and get off to a good start.

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 2.2 A contact card for every contact 2.3 Header bar, Main menu & Screen preferences 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 € 27,50 per user per month (billed annually) in the first year. Only users with a Pro license will be fully operational. The Pro license fee in following years is € 32,50 per user per month (billed annually). For US users USD price is applicable, for all other countries including EU member state users the EUR price is applicable. An upgrade to Pro gives you: Upgrade your free license(s) to Pro in the license dashboard. 2.2 A contact card for every contact The idea behind SpinOffice is that every business contact has its own file in the database.  The Contact list screen shows all your contacts, where you can search them and filter them on many fields and on various ways. On the right side of the screen all the information of a selected contact is shown. Use the double-click on a name or company name to go to a Contact card. Everywhere in the software it works like that: click on the name of the contact or company to jump to a contact card. The contact card is basically the 'archive'.  It shows, besides the contact information on the left side, all former communication that you and your colleagues have had with this contact. But besides all incoming and outgoing emails, also the tasks, notes, appointments, attachments and all types of files can be found here. We explain this in more detail in the chapter 3. Contacts section. 2.3 Header bar, Main menu & Screen preferences SpinOffice is available on web, desktop (Windows and Mac), and mobile. In general, the layout and features is the same on any platform. Below an example of the Contact list screen on a Mac desktop. At the top you have screen tabs to navigate through the important screens/features of the software. There are a few important points about the screen tabs: Manage the tabs to open when you log in SpinOffice. Go to menu Administration -> User settings -> Default tabs to do this. See below: Drag them in preferred order and tick the screens you want to have opened on login. Click Save to confirm. Next time you log in, the preferred order is applicable. The Pro version allows you to drag tabs outside the application window, for instance to have your Inbox open on another screen. Go do this, go to menu option Administration -> User settings -> Default tabs and tick the checkbox 'Allow dragging tabs out of the application'. Click Save to confirm. Next time you log in, the option is applicable. All new emails, open emails, call reports, memos etc., that you create will appear in a new tab. When you click on ‘Send’ or close, the tab will automatically close and you can continue where you were. Below the screen tabs you have a colored header bar where you find the most used menu items for that screen. This header bar has different color for each important screen: Home dashboard = gray Contacts list = green Contact's archive = green Inbox = blue Kanban board = orange Calendar = purple  In the header bar you have the main menu on the left. This main menu contains all the options and actions that you have access to in your version. Go to Administration to customize the database. Read all about the items here in Chapter 12. Administration menu options. On the right side in the header bar there is the screen preferences. This part is different for each screen and shows you all settings that you can adjust and set for the selected screen.

3.1 Screen layout 3.2 Explanation of labels & fields on the contact card 3.3 Adding new contacts 3.4 Editing name & address information 3.5 Adding, editing & deleting contact details 3.6 Deleting & Merging contacts 3.7 Searching contacts 3.8 Filtering contacts 3.9 Mass mailings based on filters 3.10 Mass contact change 3.11 Contact types: customizing card formats 3.12 Tab items below the contact card 3.12.1 Contacts tab 3.12.2 Note tab 3.12.3 Extra info tab 3.12.4 Keywords tab 3.13 Synchronization of contacts 3.1 Screen layout The main application screen is the contact card with all contact related information. As we mentioned before, you can compare this screen to an old-fashioned rolodex card index. Only this one is interactive, smart and always up-to-date! The contact card contains contact information and many other characteristics. A contact is always classified in a certain category, we call this a contact type. Examples are for instance a customer, prospect, vendor, supplier, company or private contact. The fields and labels on a card are arranged on the basis of this contact type. In the following paragraphs we will discuss all the smart features that are to be found on the main contact screen. But first we will start with an explanation of the main components. SpinOffice’s main screen, the contact card, is divided into four parts. Part 1: The contact card Here you find all contact related information. Any field can be edited and used as a filter. The labels and format of the contact card can be modified via menu item Administration -> Contact type. In the following paragraphs we will explain the features that are related to this part of the contact card. Part 2: Extra contact-related information Additional information is placed here, for instance keywords to filter on, interrelations, extra memo space and extra contact information that is less important and does not need to be seen instantly upon opening. We will also explain the meaning of these tabs later in this chapter. Part 3: The contact list On the left of the screen you will find a complete overview of all the contacts in your database. At the top you see the search box. Your search results will be shown directly and can be selected. Click on the ‘x’ icon to undo your search. Contacts are arranged alphabetically but can be found using first name, last name, company name or email address. Use the 'hamburger' icon to change the order of your contacts.  Part 4: Contact's dashboard On the right of the screen you will find the contact's dashboard. With every contact card that you visit in SpinOffice, you can see at a glance what is involved with this contact. It contains not only items that are meant for you, but also those of your colleagues. The dashboard differs for each contact in the database. Is the dashboard not showning up in your database? Then your screen resolution is unfortunately too low and only part 3. the contact list is shown. Read the following FAQ to learn everything about the contact's dashboard.  3.2 Explanation of labels & fields on the contact card All text labels and fields can be personalized for each contact type created. So a prospect’s contact card may be different from a supplier or prospect. Because you probably would like to store different kinds of information for each contact type. Adjust contact type card labels and fields via menu item Administration -> Contact type. Select the contact type to see the layout of the fields and labels. We will briefly discuss the fields that require some comments: Company name: commonly used as Company name field. (This is the 'Line1’ field in Administration -> Contact type) Address line2: can be used as Attn. as accompanying text. Address line3: is an extra address line, but isn’t visible for relatively small resolution screens. Via menu item Administration -> CRM preferences -> General this field can be managed by checking/unchecking ‘Add Company line3 field’. Street/number: speaks for itself. Via menu item Administration -> CRM preferences -> General the street number can be added to the street field. (Uncheck 'Add Street number field’). City/State/Zip code: default 'US State’ field is shown, disable this field via Administration -> CRM preferences -> General and uncheck 'Add US State field’. Job title (= Info1): default we have set job title here, but the label can be adjusted. Go to Administration -> Contact type and select the contact type for which this label should have another name. Field 'Info1' represents the job title field. Department / Interested in (= Info2): is an extra line and is not visible for relatively low resolution screens. Go to Administration -> Contact type and select the contact type for which this label should be changed. Field 'Info2' represents the extra info field. If you adjust the label here, it will directly change on main screen. Last name: consists of two fields, the second field is meant for prefix. First name: consists of two fields, the second field is meant for initials. Date of birth: consists of two fields, in the second field the current age is displayed. Salutation: default we have set three options, one informal (Hi) and two formal (Dear Mr and Dear Ms) options. This determines the salutation of an email to this person. If you select 'Hi' as salutation, the email salutation for this person will be 'Hi [first name],’. If you choose 'Dear Mr’ or 'Dear Ms’ the person’s last name will be used as their email salutation. Manage the salutation via the menu item Administration -> Salutation. Debtor number: is an extra info field. Go to Administration -> Contact type and select the contact type for which this label should be changed. Field 'Number1' represents this field. If you adjust the label here, it will change directly on the main screen. Creditor number: is also an extra info field. Go to Administration -> Contact type and select the contact type for which this label should be changed. Field 'Number2' represents this field. Contact type: this field indicates the type of relationship and as a result also the layout and color of the card. Account Manager: your name will be shown here. When using SpinOffice with multiple users you can allocate contacts to any colleague. Customer/Prospect since: is an extra date field. Go to Administration -> Contact type and select the contact type for which this label should be changed. Field 'Customer since' represents this field. Active checkbox: when unchecked the contact won’t appear in search results in SpinOffice. Only checked contacts will be synced when enabled. Profile picture: upload a profile picture here (max size: 300M). Multiple Extra info fields: these can be filled with any information you want. Go to Administration -> Contact type and select the contact type of which these labels should be changed.   On the right, all contact details like telephone numbers, fax numbers, websites and email addresses are stored. Websites and email addresses are clickable. If you click on an email address, a new blank email message will open. On click on a website URL, you will be taken to the website in your default web browser. 3.3 Adding new contacts In SpinOffice you can add your relationships in several ways (imported or manually added) in different quantities (multiple or individual) and at different locations. SpinOffice offers the following. 3.3.1. Importing multiple existing contacts Import your business and personal contacts from various sources into SpinOffice CRM. See the options below. You will find the import options at your Home Dashboard, the Contacts widget hamburger icon or via the Contacts screen, than menu option Extra -> Import -> Contacts. All imported contacts instantly end up neatly in your contact list. Apple Contacts:  This option is available for Mac users only. Once you click on the button, SpinOffice imports all your contacts including their contact details. On the mobile iOS app, the option is in right top corner. Office 365 Contacts:  At the touch of a button all contacts, including contact details, addresses and notes are imported into your CRM. You connect your Office 365 account once and SpinOffice does the rest! All your contacts from Office 365 instantly end up neatly in your contact list. From .CSV or .XLS file: Select the option ‘.CSV, .XLS or .XSLX format’ and upload your data file from your local computer. You only have to make a match between the data from the Excel columns and the proper field in SpinOffice. SpinOffice helps you as much as possible in this process. This way we make it a simple and convenient step. Please define the contact type too. If not defined they will all get the contact type 'Import' in SpinOffice. It is possible to mass change this afterwards in case it should be different. Note: Use for import of the country field into SpinOffice the two-letter ISO country code in your Excel file. For a complete list of all codes: https://countrycode.org. Mailchimp In the Pro version you're able to connect Mailchimp by providing a Mailchimp API Key and pick a mailing list to import.  3.3.2. Adding individual new contact You can add a new contact on various spots in the application: At the top of the contact list, via the '+' or 'Add contact' icon. In your Inbox. When you receive an email from an unknown sender, it has a question mark icon. Click on the 'Add contact' button in the left bottom corner or right-click 'Add contact' on the email item. From menu, option New -> Contact. In all cases, the following popup appears. When finished, the added contact will have its own contact card and archive. When you check 'Link all email messages to this contact', SpinOffice collects all emails in the database from and to this email address and automatically links them all to this contact. That is a very fast way of filling up the database! 3.4 Editing name & address information By default, all fields on a contact card are locked. To unlock and edit a contact’s card, click on any field and select ‘Edit’ in the menu that will appear. All fields are now editable. When you have finished editing just continue working. All the modifications you made are automatically saved. 3.5 Adding, editing & deleting contact details On the right, under first tab item CONTACT DETAILS, all contact information like telephone numbers, fax numbers, websites and email addresses are stored.  How to add contact details Click on the '+' icon to add any contact details. Add an email address, phone number, website URL or choose 'Custom' for a fax number, Skype or other. SpinOffice asks you to give specific information about the input, that will be mentioned as 'Description'. If you uncheck ‘Default’ this new item will be stored under OTHER NUMBERS. If you check ‘Private’ this new entry will be hidden from any other database users. If the new item is an email address, all emails from this address will be hidden from other users. Click on ‘Save’ to finish. Important: The first email address mentioned under CONTACT DETAILS will be the default address used for sending individual emails and for mass emails. To move another email address as default, just use the right-click on the email address you want to move to the top and select 'Move up'. See the example below. How to edit contact details Click once on the contact info item which you would like to adjust. Click on the 'gear wheel' icon (or use right-click 'Edit') to edit the contact information item. When done, click on ‘Save’ button to finish. How to delete contact details Click once on the contact info item which you would like to delete. Click on the '-' icon (or use right-click 'Delete') to delete the contact information item. Confirmation is requested. If you check ‘And unlink this email address from this contact’ all communication in the contact’s archive will disappear as well. Otherwise it will be saved in the background. Click on ‘Yes’ to confirm the removal. Websites and email addresses are clickable. If you click on an email address, a new blank email message will open. If you click on a website address, you will be taken to the website in your default web browser. 3.6 Deleting & Merging contacts 3.6.1 Deleting contacts There are various options to delete contacts: an individual in the database, all contacts of a certain contact type or a filtered group of contacts.  Deleting a single contact in the database Go to the contact card of the individual you want to delete Go to menu option Extra -> Delete contacts. Select ‘Delete only this individual contact’. When you check the option ‘Delete the contact’s complete archive too’ the archive will not be restored in case you add the person again in the future. Click on the ‘Delete contacts’ button to confirm the action. Deleting all contacts of one contact type Go to any person that belongs to the contact type you want to delete all contacts for. Go to menu-option Extra -> Delete contacts. Select ‘Delete contacts with specified contact type’. When you check the option ‘Delete the contact’s complete archive too’ the archive will not be restored in case you add the person again in the future. Click on the ‘Delete contacts’ button to confirm the action. Deleting contacts based on a filter Filter all contacts that should be deleted (see chapter 3.8 how to do that).  Click on the ‘Options’ button above the filter result. Choose ‘Delete filtered contacts’. Confirm the action. 3.6.2 Merging contacts In SpinOffice there is the option to merge two contacts to one. Go to the contact card that you want to keep in the database. Go to menu option Extra -> Merge contacts. Find the duplicate contact in the database. Click ‘Save’ to add all contact details and the complete archive to the main contact. 3.7 Searching contacts Use the search box on the left side to search any contact. All matching results are displayed directly when typing. Contacts are arranged alphabetically but can be found on first name and last name, company name or email address. If you check the last item 'Enable Search when left-click on field (right-click remains Edit/ filter)’ in Administration -> CRM preferences -> CRM part you will also find a search box under left-click. 3.8 Filtering contacts Filters allow you to obtain an overview of contacts that meet a certain search criteria. For example, would you like to have an overview of all your prospects, or of all customers that are located in the same country? Or do you want to send a mailing to all your former customers? You can filter on almost every field and you can also filter on filter. How do you do that? We will show you. Let’s give an example! We would like to get an overview of all our clients, for instance to send a mailing: Go to a contact who which is a client. Click once on the contact type field ‘Client’ and choose ‘Filter on selected’. In the left column, instead of the contact list, all contacts are shown which match the filtered criteria contact type = Client. All matching contacts are arranged alphabetically. Remove individual contacts from filter via the ‘x’. Once you have made your filter you can send all of them a mailing or (via the 'Options' button) add them to a favorite group or check/uncheck a keyword for all. Choose ‘Filter exclude selected’ to achieve the opposite result. Or select ‘Filter on’ and enter an entry you want to filter on. You are able to filter on almost any field on the card. Filters can also work on keywords that are listed under tab item 'Keywords’. Filters are a superbly powerful function in SpinOffice and they allow you to select contacts for personalized mailings or other mailings based on document templates. Watch this tutorial in which we explain how to make selections and send group mailings. 3.9 Mass mailings based on filtersPro feature The application gives the option to create an email template and send it to a filtered group of contacts. In the free version you can send 5 emails as group, with a Pro license you can sent 100 emails as batch. To send a group mailing, follow the steps: Create an email template via Administration -> Email templates. Make your filter as described above. When all matching contacts are displayed in the left column you can create your mass email. Click on the arrow next to ‘Email’ in the toolbar menu. Select the created mail template. A popup ‘Create mass Emails’ appears and the process of creating drafts starts automatically. When the process is finished, go to the ‘Draft’ folder in your inbox. Use the right-click and select ‘Send all’ and your mass mailing will be send directly! 3.10 Mass contact change When you want to change the contact type of multiple contacts or check/uncheck contacts for a certain keyword, there is a way to do this quick and easy. Fields on the contact card that can be changed in bulk, are the Contact type field, the Account Manager field, Info1-10 and the keywords under KEYWORDS tab. Make the mass change as follows: Filter the contacts that need to have another value. Above the filter result on the left side an ‘Options’ button appears. Click on that. Choose ‘Mass contact change’ A popup appear where you can select the field/keyword to change. The possible option what to change will be shown in that screen after you made your choice. Confirm by clicking on the ‘Change value for .... contacts’ button. And the option to ‘Move’ is also shown there. On click to move a value of a field/ keyword to one of the Info1-10 fields. 3.11 Contact types: customizing card formats As we mentioned before in this chapter, contact cards can differ per contact type. Our philosophy is that you presumably want to store different kinds of information for the various types of relationship. To manage and adjust the fields, labels and color of the contact card, please go to menu-option Administration -> Contact type where you can manage the different types: Editing a current contact type: click twice on the type you wish to change. In the following example you see the card format of contact type ‘Prospect’. Contact card fields and layout can now be adjusted. When finished, click on ‘Save’. The format of the card will be changed for all contacts of that specific contact type! Creating a new contact type: click on ‘Add’ button in the previous main contact type window. A new empty card will be shown and can be filled and built from scratch. A frequently used way to create a new contact type is to copy an existing contact type: select one in the drop-down menu ‘Copy of’ in the left corner of this window when you have a new empty contact type open.  Read this FAQ too where we explain how to create new contact types.  3.12 Tab items below the contact card On the lower part of main contacts screen SpinOffice provides more space for more background information about the contact. There are four tab items. Below we give more explanation. 3.12.1 Contacts tab Related contacts (interrelations) are shown here. This can be colleagues, friends, business associates or other contacts in the database. It is even possible to add contacts that do not need to have a contact card. To add a related relationship, use the ‘+’ icon at the bottom and choose one of following options: Link to Employer: create a 'parent-child' relationship by linking the contact where you are now to an existing company card in the database. Current contact becomes an employee directly after linking.  (Read this FAQ how it exactly works) Add employee: makes the contact where you are now the parent card and will add a new contact to the database as employee. The ‘Add contact’ popup will appear and a new contact can be added. Add interrelation link: a popup appears where you can search and select any contact to link with and then indicate the type of relationship between those two. Add unlinked contact: add contact details of to person that should not get a contact card and archive, but only to show their basic details. For instance family members, their IT partner, etc. To edit a related contact, use the ‘gear wheel’ icon and the ‘-’ to remove the internal link. Only related employees and contacts are clickable, unlinked contacts are not. 3.12.2 Note tab You can store additional information in this blank text box. Click once, choose ‘Edit’ and text can be added. The data is saved automatically when you leave the contact card, or if you use the right mouse click and choose ‘Lock edit’. 3.12.3 Extra info tabPro feature Under this tab you have 4 extra info fields available in the free version and 20 extra info fields in the Pro version. The fields can be used for saving extra information about the contact that you have in front of you and it is used for filter purpose. When any of the fields 'Info3’ up to ‘Info20’ are labeled for a certain contact type (in menu option Administration -> Contact type) the fields are shown and you can fill them for your contact. These fields commonly used for storing information that is not needed to see instantyly on the card. Thus for instance a contact's VAT number, bank account number, etc. In your free Limited database, check for instance the EXTRA INFO tab information of Hugo van der Horst. We labeled for the contact type supplier the Info 3, 4 and 5 fields. This way you have more space to enter relevant contact information which does not necessarily need to be displayed on the contact card. 3.12.3 Keywords tabPro feature Under this tab you have 8 keywords available in the free version and 40 keywords in the Pro version. Adjust the keywords via menu item Administration -> Keywords. Following screen appears: After defining all the keywords in the database, you can tick and untick them via right-click 'Edit’ for any individual contact or for multiple contacts via the mass change option (see paragraph 3.10 above). In the Edit mode, all keyword can be tick and untick. All changes are automatically saved when you leave the contact card or if you use the right mouse click and choose ‘Lock edit’. Use the keyword feature to classify and filter your contacts. You will really leap the benefits of this smart feature as soon as you use it frequently! 3.14 Synchronization of contacts In both the free Limited and Pro edition it is possible to sync any contact in SpinOffice with your mobile devices via a CardDAV account. Please go to chapter 14 to read how to activate this.

The archive gives an overview of all correspondence with a contact. All emails, tenders, attachments, tasks, files and (telephone) notes are clearly displayed on this screen in a recognizable Outlook-style. All communication in the archive can be linked to folders. More about this later in the next paragraph. 4.1 Screen layout 4.2 Archive menu items under right-click 4.3 Drag & Drop option in the archive 4.1 Screen layout The archive is divided into 4 parts. Below we explain what information can be found where. Part 1: Correspondence overview In this overview all communication with this contact is shown, in chronological order. So, all sent and received messages, attachments, documents, outstanding and finished tasks, calendar items, call reports, notes, etc., related to this contact will automatically be stored here. If you right-click on an individual archive item a menu appears with a number of options. We’ll discuss these in paragraph 4.2. Use Drag & drop of local files from your desktop or Finder into this part to instantly import them into SpinOffice and to link them to the specific contact.  Part 2: Preview of selected correspondence Beneath the overview you see the preview presented the way you are used to in any email application. The first part of the email content is shown, with a scroll to see all.  Part 3: The list bar The list bar in the top left corner consists of two elements: Folder overview: all existing folders for the present contact are shown. Create folders via the ‘+’ icon and drag and drop archive items to folders. More information about creating folders and their uses will be discussed in chapter 8. Communication overview by item type: all archive items will be assigned a type. This makes it easy to see all items of the same type. Via menu item Administration -> CRM preferences -> CRM part you can determine which of the two should initially be shown unfolded in the archive.  Part 4: Contact information In the left bottom left corner you will see a small summary of the contact’s information. This way you can always check if you are in the correct archive. 4.2 Archive menu items under right-click As mentioned at the beginning of this chapter, a lot of smart tools are available in your archive, many of them under the right-click. Each archive item can be: linked to a folder, another contact or a colleague when using SpinOffice with multiple users marked as unread highlighted in yellow printed or deleted converted to task (including reminder!) marked as private notes can be added versions can be seen all documents in the archive can be converted to PDF All archive items can be dragged and dropped into folders in the left ‘Folder’ section. Linked items are displayed with a yellow folder icon. 4.3 Drag & Drop option in the archive On various spots within the application this smart feature is implemented.   4.3.1 Drag & Drop archive items into folders All created folders (linked to this particular contact) are listed in the left list bar section. To add an archive item to a folder, drag the item by its subject and drop it into any folder you want. Use double click on the folder to view the complete content. In the inbox the same folders are shown and the same drag & drop option is possible. In chapter 8 we discuss this and in general the benefits of using folders. 4.3.2 Drag & Drop local files to import into the archive Use Drag & Drop of local files from your desktop or Finder into the archive screen to instantly import them into SpinOffice and to link them to the specific contact. Multiple files is possible but a folder is unfortunately not yet an option.

In order to import your previous communication and to build up your database it is essential that you have configured your email. Go to the inbox and provide SpinOffice the correct IMAP settings of your email account. Multiple accounts can be added in the Pro version. In the free Limited edition we only synchronize the last 30 days of your inbox, sent items and your trash folder. In the Pro edition all email history is being fetched. 5.1 Configuring your email 5.2 Sending emails from out of the contact card 5.3 Compose new email message; screen layout 5.4 Managing email templates 5.5 Personal information for your email signature 5.6 Action types 5.1 Configuring your email SpinOffice will help you via a wizard in the inbox where you can enter the proper account credentials and incoming mail server settings (IMAP) from the mail account(s). Until your email has been configured correctly, SpinOffice will show you the following popup every time you open your inbox: (When this popup not shown, go to the Inbox tab / window, then the gear icon at the top right of your screen, choose 'Email accounts' and then the '+' icon) Select the email account of your choice. Enter the email address and click on 'Start'.  Enter the account password. Office 365: follow the steps and SpinOffice will connect with your Office 365 account. Outlook: follow the steps and SpinOffice will connect with your Outlook account. Gmail: it will automatically connect. It might block SpinOffice to connect. 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.  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.  Do you see a red gear at the top right of your inbox? Then there is something wrong with the email settings. Double-click the account name, manually enter / adjust the IMAP setting and test the connection. Important: If you don’t know your IMAP settings or you don’t succeed, please do save any (incorrect) settings so we have some information to use in order to try to help you! 5.2 Sending emails from out of the contact card Within SpinOffice, sending an email is of course possible via the 'Compose' option in the inbox. But besides that, it is very easy to send emails from the contact card: Find the person you would like to send a message to, via the search box in the top left corner. This ensures that the email will be created including the correct contact information (email address and salutation) and that the email will end-up in the archive of this contact. Double click on the email address stated in the CONTACT DETAILS section on the right or click on ‘Email' in the toolbar. An existing email template can also be selected by clicking on the small arrow next to the email icon in the toolbar. In the drop-down menu which will appear you can select your template. A new message window will appear. In the nexyt paragraph we will explain the screen layout. After composing an email, click on ‘Send’ and the message will be stored in the contact’s archive. 5.3 Compose new email message; screen layout When creating a new email the screen is showing as follows. Most of the options in email message screen will be clear, but let's discuss them. First the menu items: Send: the email will be sent. Internal to: when using SpinOffice with multiple users, the option to send internal messages to colleagues. Links: link the email to multiple contacts in the database, to any folder, and add internal attachments to it. Draft: save the email to your Draft folder. Print: print the email. Now, the options in the salutation part: To: Select any contact in the database you want to send the message to. Cc/Bcc: Once you add any Cc address, the Bcc row will instantly appear too. Upload: upload any file and add this to the email. Now, the options at the bottom: Template picker: select any email template that you have created in Template builder. Priority: give priority. Private: mark the email as private for all other database users. Drag local files into the screen to have them attached or embedded. When you have finished composing the message, click on ‘Send’ in the top left corner. The email will be displayed in your sent items and in the contact‘s archive. 5.4 Managing email templates In SpinOffice it is possible to create your own templates. Go to menu item Administration -> Email -> Email templates. Choose one of the two options: New: create new templates based on the default template. What's the default template? See below:Add merge-fields e.g. «My Email», «My first name», «My last name», or «My Job title» from -My list- to customise the template.When finished, click on 'Save'. Open: open an existing template in order to adjust the content of it. When finished, click on 'Save'.  Choose 'Edit’ to set the subject, some preferences and to add attachments and determine the template tab that the template should be saved under. Click on ‘Save’ when finished and close this template builder section. 5.5 Personal information for your email signature Go to menu item Administration -> User settings -> User profile to complete your own contact information. Most of the information can be used as mail-merge field in the email template builder (Administration -> Email -> Email templates). So make sure you completely fill in your profile. If you upload your company logo, it will be automatically added to the default email template. 5.6 Action types Last menu item in the Email templates screen is ‘Action types’. In this section you define the template to use for each action. What should be the template for sending an email, for forwarding an email and for replying? And which template to use for incoming and outgoing call reports.

All email messages will be displayed in your inbox. Incoming messages that are recognized will automatically be linked to a corresponding contact. If the recipient is unknown you can add the contact to your database as new or link it to an existing contact. In the following paragraphs we will explain more about the tools that the inbox contains. 6.1 Screen layout 6.2 Linking emails to contacts 6.3 Linking emails to a folder 6.4 Linking emails to colleagues 6.5 Converting emails to a task 6.6 Archiving / finishing emails 6.7 The difference between Finish & Delete 6.8 Menu items under right-click 6.1 Screen layout The inbox screen is divided into five parts. Below we explain what information can be found where. Part 1: Messages overview All messages from the selected IMAP folder on the left side are displayed. Default, your Inbox folder is selected of course. Messages are arranged by date, but you can change that on top of the list under 'Filter on'. Arrange items by date or email address. Other options to filter the messages on, is by unread items, highlighted, private items or unlinked items. Important points of attention: Double-click on the sender: you will be taken to the corresponding contact card. Double-click on the message subject: the message will open. Right-click provides a menu with a number of smart tools. This is the same menu that can be called up in your archive. (Chapter 4. Archive section) There is an important difference between the 'Finish' and 'Delete' function. We explain this in paragraph 6.7. Part 2: Preview of selected message Next to the messages overview you see the preview presented the way you are used to in your email application. The first part of the content of a message is shown. Part 3: Mailaccount folders Under the folders you will find the menu structure you are used to in your mail program. Only ‘Finished’ is different from what you are used to. This will be discussed here below in paragraph 6.6. Part 4: Linked folders and tasks Here all folders and tasks appear that are linked to for this contact. Add new folders via the '+' or on the contact card. This way you can organize and classify messages from one contact. (Examples of commonly used folders are; Service, Support, Sales, Tenders, Projects, Visits, Invoices) To add a message to a linked folder or task, just drag it to the folder. Use double click on the folder to view the complete contents. In chapter 8 we discuss the benefits of using folders. Part 5: Contact information In the bottom left corner you find some contact’s information, when the contact is known to SpinOffice based on the email address. 6.2 Linking emails to contacts Any message, from a familiar and unknown email address, can be linked to any contact. Why would you link a mail to a contact? To make sure that emails end up in the proper archive. Unknown senders are marked with the question mark icon. Add them as new contact to the database by clicking on the question mark icon or link to an existing contact via right-click menu-option ‘Link to contact’.  You can link emails to several types of contacts in your inbox: Link an unknown sender to an existing contact: use the right-click, choose ‘Link to Contact’ and search for the right contact in your SpinOffice to link to, in the search box which will appear. After linking the correct contact, the current message and subsequent messages will be stored in the corresponding archive, and the contact and email address are paired. Add unknown sender as new contact to the database: use the right-click, choose ‘Add contact’ and fill in all relevant information. After saving, contact will be added and the current message and subsequent messages will be stored in the corresponding archive. Link a familiar sender to an existing contact: use the right-click, choose ‘Link to Contact’ in menu and search for the right contact to link to, in the search box which will appear. After linking the correct contact, only this particular message will be stored in the corresponding archive. An individual email message can be linked to more then one contacts. 6.3 Linking emails to a folder An email can be linked to a folder. With folders you can organize and classify messages from a contact. Examples of commonly used folders are; service, support, sales, tenders, projects, visits, invoices. A link can be made in two ways: Right-click when on the message and select ‘Link to Folder’. All existing folders are listed and can be linked by double clicking on the folder name so that it is moved to the right part of the screen. Drag and drop the message by its subject directly into a folder into a folder in the list on the left. Linking to a folder is only possible once folders have been created. Note that if a new folder is created, it is always linked to the contact that is visible/active on your screen! To see the complete content of the folder, double click on the folder in the list on the left. 6.4 Linking emails to colleagues A smart feature in SpinOffice is the option to link any email to a colleague. You don't have to forward messages anymore, just link the colleague of your choice to the message.  Use the right- click on an email message in the inbox and choose ‘Link to Colleague’ or use the quick way as shown below, here in the Preview part. Click on your name and tick the user(s) where the email should be linked to. If needed tick or untick yourself. (there might be cases where it is useful to keep yourself linked too.  In both cases, the message is automatically visible in the colleague’s Inbox. 6.5 Converting emails to a task Is there a follow-up action required to a message? Convert the email to a task also via right- click on the message and choose ‘Convert to Task’. You can schedule and prioritize it for yourself. A reminder can be set and also this action can be linked to a folder. 6.6 Archiving / finishing emails This is an important feature. To prevent the inbox from becoming over full, messages should be archived when read and finished with. In SpinOffice we call this 'Finish’. Click on the 'Finish’ icon to remove the message from your inbox; the message itself remains stored in the archive. So the ‘Finish’ function is a way of cleaning up your inbox. All finished items are to found in the ‘Finished’ folder in the inbox on the left. (see inbox screen layout image in paragraph 6.1) 6.7 The difference between Finish & Delete As mentioned in the paragraph above, finishing an email message in the inbox will make the item disappear. For the ‘Delete’ option the same counts, but there is a different behavior. And there is a difference if the email is linked to one user or to multiple users.  An email that is only linked to you ‘Finish’: the message will be moved from inbox folder to the ‘Finished’ folder and the item is archived behind the contact card of the contact. ‘Delete’: the message will be moved from inbox folder to the ‘Trash’ folder and is not saved behind the contact card of the contact. An email that is linked to multiple users When an email is linked to you and other colleagues and you click on finish or delete, the behavior is as follows: ‘Finish’: the message is only finished for yourself, the message remains in the Inbox of your linked colleagues. The message is to be found in your ‘Finished’ folder, the item is archived behind the contact card of the contact. ‘Delete’: the message is deleted for all users, the item is moved from Inbox folder to the ‘Trash’ folder and is not saved behind the contact card of the contact. 6.8 Menu items under right-click As mentioned before in this manual, many smart options are available under the right-click. Use the right-click menu to quickly take an action on the selected item in your Inbox.

In general, the calendar in SpinOffice does not differ very much from any other calendar client, but our calendar has some smart tools that make it a very useful and distinctive from others. We will discuss them in this chapter. 7.1 Screen layout 7.2 Create new appointment 7.3 Set up recurrence 7.4 Linking appointments to contacts, folders or colleagues 7.5 Showing birthdays 7.6 Sending appointments by email 7.7 Marking appointments as private 7.8 Calendar sharing 7.9 Calendar preferences (the gear-icon) 7.10 Synchronization of the calendar 7.1 Screen layout SpinOffice contains a shared calendar. All users have access to it, and it looks as follows: In the top bar there several options that we will point out. New appointment: create a new event. < date/period >: allow you to go through the months/week/days.  Today: navigate to today when you are on another month/week. Calendar icon: toggle through the months/week/days, depending on the view. Click on the icon to select your preferred view. Users: where you can select the calendars of your colleagues whether to show or not in your calendar screen (paragraph 7.8 below). 'Gear' icon: extra options and preferences, which will be discussed in paragraph 7.8 below as well.  In the calendar you see different colors for each event. These are based on the type of the event, so called 'Activity'. Manage these activities when you're on the main Contacts screen, menu option Administration > Activity codes. Once the activities are made there, you can select them in your calendar. Add an activity to an appointment to make clear that the event is sales related, internal, service, etc.. Appointments can be sent to any contact in the database by email, attached as .isc file, appointments can be marked as private and linked to any contact and folder. In the following paragraphs we discuss all features in the calendar. 7.2 Create new appointment Open your calendar via menu option Go To -> Calendar. Click on New appointment on top left of the screen or double-click on the desired day/time to get following ‘Appointment’ screen. Set all details related to the appointment; specific date & time, location, participants, a reminder, recurrence. Click on ‘Save' to confirm. Created appointments are instantly shown in the calendar of the assigned user(s).  Use the right-click on a calendar item for many options (e.g. delete, duplicate, mark private, print, jump to contact, or to link the event to other contacts, folders or colleagues) 7.3 Set up recurrence The ‘Recurrence’ option allows you to have recurrence on a daily, weekly, monthly or monthly base with all possible variations. Click on Repeat on the left tab, check the Repeat checkbox and set it all up. Once you make an exception in a recurrence, the individual event is disconnected from the serie. 7.4 Linking appointments to contacts, folders or colleagues When creating an appointment you have the option to link 'participants' (=contacts in your database) to an event. This is a useful for three reasons. When a contact is linked to an appointment, the event will be stored in the contact’s archive. Besides that, it is clear for you and your colleagues with whom the appointment will take place. And, after creating the event you can sent the appointment by mail to all linked contacts (see paragraph 7.6 below how to do that) Besides linking an event to a contact, the appointment can be linked to folders. This makes a folder more complete than just a collection of files. For instance if you are working on a project with multiple contacts, it is easy to retrieve information on when you had any appointments and with whom. Use the right-click on any event in the calendar and select the 'Link to folder' option.  When you assign an event to multiple colleagues, the event will be shown in their calendar as well.  7.5 Showing birthdays Activate ‘Show birthdays’ via Preference option on top of the calendar screen. The date of birth field on the contact card will be picked for all active contacts in the database and will be shown in the calendar. 7.6 Sending appointments by email When creating a new appointment and included any contact link to the appointment, you can send it as attachment by email. On any event in the calendar, use the right-click option 'Send as attachment'. The event will be send as .isc calendar file by email. In SpinOffice, a new tab is opened where you can select an email template and to add a personal message.  When only one contact linked; SpinOffice opens a new email window with the appointment in the attachment. When multiple contacts are linked with it, SpinOffice asks if the mail can be sent. If you choose Yes, SpinOffice will jump to your Drafts folder where the messages are ready. The participant / receiver of the mail can add it to his calendar simply by opening the attached file in the email. Do you are planning to use the option to send the appointment as attachment more often? Than create a standard email template and add it in menu option Administration > Action types as action type "Calendar". When done, this template will automatically be called in the future if you want to send the appointment as an attachment. 7.7 Marking appointments as private After the appointment has been made and saved, use the right-click on an appointment to have to the option to mark the appointment as private. Nobody, unless you have admin-rights, will see the content of the event. A hand icon is shown and only the time is blocked. Colleagues that are linked to a private appointment are able to see the content of the appointment. 7.8 Calendar sharing In the free version of SpinOffice you share you calendar with all users. As Pro user, you can define with which colleague(s) you want to share your own calendar with.  Go to the Calendar preferences via the Gear-icon on top, click on 'Calendar sharing' and define with whom you share your calendar with: Tick the users that may get access to your calendar and click on 'Save' to confirm. In your SpinOffice calendar, click on 'Users' you see the list of all calendar that you got access to. Thus that are all users that granted you access to their calendar. See below an example: Check an uncheck calendars at any time to manage which calendars you want to see, or click on 'My calendar' to see only your items. So this mechanism works both ways; you give access to others (they have your calendar in theirs) and they should give you access to their calendar in order to see it in yours. 7.9 Calendar preferences (the gear-icon) Click on the gear-icon in right corner on top for preferences like the option to 'Show shared events separately' instead of combined and the option to disable/enable the right list view. But also the day to start the week with (Sunday or Monday), the time interval on a day (15, 30, 45 or 60 minutes), and the times the day starts and ends. Adjust all the setting of your choice. All changes are only applicable for you.  You all have the 'Print' and 'Import calendar' option here. The option to define with whom you want to share your calendar with, is also available here. We have explained this option in paragraph 7.8. 7.10 Synchronization of the calendar In both the free Limited and the Pro edition it is possible to sync your personal calendar in SpinOffice with your mobile devices via a CalDAV account. The sync works both ways. Go to chapter 14 to read how activate this.

In order to make SpinOffice your daily working environment, you need to import all your contact related files into your database. Create folders in order to have your files structured and organized. Almost any file can be imported into the application. 8.1 Adding files to a contact 8.2 The file list 8.3 Creating folder and subfolders 8.4 Adding items to a folder or subfolder 8.5 The folder list 8.1 Adding files to a contact Via Drag & Drop or menu option Extra -> Import -> Files it is possible to add files directly from your local disc to a contact. All uploaded files will be visible in the contact’s archive. This simplifies the transition from previously used CRM applications or other relationship tools to SpinOffice.   8.2 The file list A complete overview of all files added/uploaded and of files received via email is available via menu item Go To -> File list. A window opens with a complete list of all files in your SpinOffice. At the top of the window there is the ability to search files based on description, company or contact. Use right click on file item for many more options. For instance to see file properties, to send as an attachment, to export, to print, to see properties or to convert to PDF. It is not possible to add new files to SpinOffice via the file list. This is only possible via the contact card, the archive, or when in a folder. 8.3 Creating folders and subfolders In this paragraph we explain how to create folders and what the main benefits are of using folders. Folders can be created: From a contact’s archive: go to the archive of the contact for whom you are planning to create a folder for and click on the ‘+’ icon in the folder list on the left. Within the inbox: once you receive an email and you want store it in a folder that is not yet created for that particular contact, you can create a folder also via the ‘+’ icon in the folder list on the left in your inbox.  In both situations following 'Create new folder' window appears: The ‘Folder name’ field is required. Only select one of the folders in the ‘Is subfolder of’ list if applicable. ‘Folder type’ is a way to make easy filters in the folder list based on a folder type. (Define ‘Folder types’ via menu-option Administration -> Folder types)  Click on the save button when finished. The newly created folder will be directly visible in the archive’s folder list on the left and it will instantly open: It will also be added to your complete folder list. This overview is accessible via menu item Go to -> Folder list. To open a folder, click on the folder in the folder list. As mentioned above, the folder will automatically open in a new window. On the next page we will show you an example of a folder and important tools and icons. All types of files can be added to any folder; email messages, memos, short text messages, tasks, appointments, call reports, etc. Any contact in your database or a colleague can be linked to a folder. It is even possible to send emails from a folder. The message will automatically be stored in this folder. Important icons that have an important role in a folder: Link folder: Manage the contacts and colleagues that are linked to the folder. A newly added contact will also be displayed on the left part of the window. Folder properties:  All folder details can be seen and adjusted here.  Time registration: A Pro feature. Time can be written on a folder, and a timesheet can be exported.  Import files: Import files from your local disks.  Scan: Scan local files in a snap. Export folder: A Pro feature. A zip-file can be made of all content of the folder.  Creating a subfolder works exactly the same way as creating a folder, except that the field ‘Is subfolder of’ should be completed. After your subfolders has been made, it will be shown like this. All folders and subfolders are visible. Main folders can be folded and unfolded via the small unfold icon. Use the right-click on a folder or subfolder to access a small menu where several actions can be taken.      8.4 Adding items to a folder or subfolder First you have to create folders and subfolders in order to be able to store archive items into these folders. Once you have done so the rest is pretty easy: In the inbox or in the archive, drag the selected archive item, whether it is an email, a file, a task, a note or something else by its description and drop it into the destination folder or subfolder. After you have dropped the item into the folder, the item will show a folder icon to make clear this item is linked to a folder. And there will be a link mark shown in the folder list on the left to indicate that the item is linked to this particular folder. In the contact’s archive you will have the same for the item and the linked folder. Manage the folders for an archive item via right-click menu item ‘Link to folder’.   8.5 The folder list The folder list (Go To -> Folders) gives an overview of all existing folders. At the top you have the ability to search folders by description or by contact/company. Use the right-click on any folder for more options. Click once on the folder to go to the content. The image above this paragraph shows what this looks like and gives you more information. The folder type list on the left can be adjusted via administration menu Administration -> Folder types. This is assigned by you as user when the folder is created, but it is still adjustable via the folder properties.

For many of our customers, a solid task system is essential. Since 2020 SpinOffice offers a simple but clear way of creating and managing your tasks through the 'Kanban board'. The application will help you get through the day even better. 9.1 Creating tasks 9.2 The Kanban board (your task list) 9.3 Finishing tasks 9.4 Reminders 9.1 Creating tasks All tasks for your contacts are saved and displayed in the Kanban board. Create new tasks from your Home dashboard, the Kanban board or from the contact card for which the task applies and then click on the "task" icon in the toolbar. The tasks screen looks like this: Enter all relevant details for the task including the linked contact. If you create a task for a colleague, he / she will receive a notification in the Inbox. You can also add an activity, such as 'Sales', 'Support' or 'Invoicing'. See Chapter 12 for more information on activities. The other fields are probably clear. After you have created the task, it will automatically be added to your Kanban board (task list). If a contact link has been added, the task will be displayed in the archive of that contact. Finished tasks are marked in the archive by a green check mark in front of the item and tasks with a high priority are shown in red. 9.2 The Kanban boord (your task list) As we just mentioned, tasks can be created per relationship. All tasks are stored and displayed in the archive of the relevant contact. But SpinOffice also provides an overview of all your current and upcoming tasks. We call this the Kanban board. This screen can be accessed from the Home dashboard, or via menu option Go to -> Kanban board. Your Kanban bord looks like this: The Kanban board is a so-called scrum board. A scrum board is a useful tool to visualize the tasks during a project or process in a scrum framework. Tasks go from to do, to doing to done. The Kanban board is divided into four columns: Open tasks: these are tasks without a date; you just ever have to do it; Upcoming: tasks to be completed tomorrow or within 7 or 30 days; Current: tasks to be performed today; Finished: these are all tasks that you have successfully completed. Double-click on the name of the contact to go to the contact card. Double-click the task subject to view all the details of the task and the option to edit or complete it. The Kanban board contains a very good search function that allows you to search by subject, name or content. And via the gear icon at the top right you can adjust the layout of the Kanban board as desired. High priority tasks are red, normal tasks are black, and low priority tasks are green. All your colleagues have access to your Kanban board and thus also insight into the status of your tasks. 9.3 Finishing tasks In the Kanban board, drag tasks from column to change the status of a task. It is visually very clear which tasks have already been completed and what you still need to do. This is very clear and motivating! The ultimate goal is of course to get all tasks in the right 'Recently finished' column and therefore to complete them all. If the task is linked to a contact, then the task will of course also be finished on the contact card. The task will have a green check marks next to the item in the archive. All tasks, both finished and outstanding, thus remain visible in the contact's archive. In the archive, click the "Task" item in the left "Communication" bar to view all tasks associated with this contact. 9.4 Reminders At the moment we have temporarily removed reminders from the task management. We will add this back a.s.a.p.. For now we recommend that you add reminders to calendar events.

Both call reports and memos are smart tools for archiving communication with relations, for internal use or in order to retrieve information. Call reports and memos are stored in the contact's archive. When working with multiple users, these messages can be linked to other team members. The message will then be sent and placed in team member’s inbox. 10.1 Inbound and outbound calls 10.2 Memos 10.1 Inbound and outbound calls Nowadays a lot of communication takes place by phone. It is therefore very important to make call reports of incoming and outgoing phone calls. In SpinOffice, this is very easy. We even created a template for you, already filled with relevant information about your contact. An example of a completed incoming call report: To create a call report, go to the contact card of the relevant contact and click on the ‘Inbound call’ or ‘Outbound call’ icon in the toolbar menu. Relevant contact information is displayed and there is enough space to add text. Attachments from local a file or one already in SpinOffice can be added, priority level can be given and a folder can be linked to the report. Create your own customized call report templates via the menu item Administration -> Email templates. 10.2 Memos Create a memo, also via the toolbar menu, to add relevant information that can be useful in the future. Examples of memos are passwords and login details. Attachments can be added to a memo, priority level can be given and folders can be linked. All call reports and memos will be stored in the contact's archive.

More than 5 million people use Mailchimp to design, send, and track email marketing campaigns. Keep your Mailchimp and SpinOffice data updated with this new integration from Mailchimp. Manage subscribers, bounces, and more. 11.1 What can you do with it? 11.2 How does it work? 11.3 Find or Generate your MailChimp API Key 11.4 Available for all users 11.1 What can you do with it? SpinOffice’s integration with Mailchimp allows for two-way interaction between your customer database and your email list(s). Build highly specific filters in SpinOffice and share them with Mailchimp. Import Mailchimp contacts to SpinOffice based on list(s). Export SpinOffice contacts to Mailchimp mailing list(s) based on filters.  Add hard bounces to SpinOffice contacts’ profiles. Manage email contacts and campaigns with SpinOffice’s Mailchimp integration. Use this integration to segment your lists based on profiles of contacts in SpinOffice CRM. 11.2 How does it work? It’s easy! Open the module in SpinOffice, go to menu item Extra -> Mailchimp, enter your Mailchimp API Key, connect and select one of the above options. 11.3 Find or Generate your Mailchimp API Key If you want to set up an integration with your Mailchimp account, you'll need to generate an API key. Users with Manager permissions can generate and view their own API keys. Users with Admin permissions can also see API keys for other account users. Below, you'll learn how to grab an existing API key or generate a new one. Log in to your Mailchimp account Click your profile name to expand the Account Panel, and choose Account. Click the  Extras drop-down menu and choose API keys. Copy an existing API key or click the Create A Key button. Name your key descriptively, so you know what application uses that key. 11.4 Available for all users This integration module is available for all our users. Importing Mailchimp contacts to SpinOffice is free of charge, but for each new exported SpinOffice contact to Mailchimp you pay one credit. Let’s give a worked example of a monthly export. You would like to send out a monthly mailing to all your customers via Mailchimp. The first time you will have to export all your 200 customers from SpinOffice to a Mailchimp mailing list. We charge you for one credit per exported contact, so this initial action will cost you 200 credits ($10). Next month, with 5 new happy customers who need to be added to mailing list in Mailchimp, you export the same filtered group to Mailchimp again. This action will only cost you 5 credits ($0.25), so you only pay for the new exported contacts. As you can see, in general it will mean that the first target group export will cost you several credits. For recurrent exports only new contacts will be paid for via credits. Watch this tutorial in which we show details about the Mailchimp integration.

Fit your data to your business by customizing templates, contact types, info fields, keywords, tags, activity codes, and many more. How? Many of the customization 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 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 are applicable for all users. 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. User settings Manage all the settings per user.   By default your profile is loaded. Select the user of your choice in 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 missing information. Any information you enter here can also be used in your own 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 give the option 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 for you, and you will not be able to find any of the contacts in your database. Sychronization 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. 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 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 for 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 manuals. Email Email settings Your 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 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. 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 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) 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 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 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) 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 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. 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 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. 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 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.

Basically SpinOffice is an application where all data is accessible to every user, because this is what makes a shared CRM application so powerful. But of course limitations in functionalities can be set per user such as the right to delete relations, merge, export, etc. and permissions who can see what. For example, mailboxes can be shielded, but also, among other things, groups of contacts, individual files, files and calendar appointments. In this chapter we discuss the following topics: 13.1 Where can I set the rights per user?  13.2 Explanation of all user rights and permissions 13.3 Who can set rights per user? 13.1 Where can I set the rights per user? In the main menu, go to menu option Administration -> User Settings and choose the Rights sub-tab on the left. Don't have this option? Then you do not have the 'SuperAdmin' right. Ask within your organization for the correct user with the 'SuperAdmin' right with the request to also give you the 'SuperAdmin' right. Below you see the permissions screen. Every user with the 'SuperAdmin' right therefore has the right to manage the rights of all users. SuperAdmin also gives the right to determine who is entitled to which contact types. This option can also be found under Administration -> User Settings, and then the Contact types sub-tab on the left. 13.2 Explanation of all user rights and permissions So there is a difference between the rights a user has and the permission a user can give to share certain parts. All rights Most rights are clear. A few special ones are worth mentioning. SuperAdmin gives a user the right to manage all rights of all users. Users without 'SuperAdmin' rights do not have access to this section. Administration menu access gives the user the possibility to adjust email templates, contact types, labels, info fields, etc. All messages, All files and All folders gives the right to see privately marked items. This is a dangerous one because it allows a user to view files that are actually protected. Permissions In addition to the above rights, each user has the option to decide with whom they share their Inbox, Calendar and Kanban board. This is regardless of the assigned permissions. To determine the permissions, in the main menu go to menu option Administration -> User Settings and choose the sub-tab CRM part. Contact types SuperAdmin also gives the right to determine who is entitled to which contact types. This option can also be found under Administration -> User Settings, and then the Contact types sub-tab on the left. Check for the selected user which contact types this person can see. When setting up the database, it is therefore wise to think about the contact types. These are decisive in the rights. 13.3 Who can set rights per user? All users, regardless of the assigned permissions, can decide with whom they share their Inbox, Calendar and Kanban board under menu option Administration -> User Settings and choose the sub-tab CRM part. In the free Limited version, every user has the right to see everything by default. Users can decide for themselves what they want to protect from each other. In the Pro version, users with the 'SuperAdmin' right can control the rights of all users. See above.

Synchronization of data is crucial these days. SpinOffice offers sync of contacts, calendar and email. 14.1 Contacts sync 14.2 Calendar sync 14.3 Email sync   14.1 Contacts sync Both the free Limited and the Pro edition support synchronization of all contacts in SpinOffice with your Contacts application on your iOS (iPhone/iPad) or Android device. In SpinOffice, on the Contacts screen please go to menu option Administration -> User settings -> Synchronization to activate the sync. We create a so called CardDAV sync account. Instantly an email with the configuration manual will be sent to you and we let you choose the contact types you want to have in sync. Once the CardDAV account is activated, all contacts added in SpinOffice or on your device will be in sync (as long as SpinOffice is set as default contact list). Click here for the configuration manuals of you choice. 14.2 Calendar sync The ability to synchronize the calendar in SpinOffice with the Calendar application on an iPhone, iPad and Mac iCal but also Android is also possible for Limited and Pro users. In SpinOffice, on the Contacts screen please go to menu option Administration -> User settings -> Synchronization to activate the sync via a CalDAV sync account. Just like for the contacts sync, instantly an email with the configuration manual will be sent to you. Once the CalDAV account is activated, all calendar items added in SpinOffice or on your device (when SpinOffice is selected as calendar) will be in sync. Click here for the configuration manuals of you choice.   14.3 Email sync Email in SpinOffice is in sync when IMAP is set as incoming email server for the configured email account. Many email clients like Gmail, Hotmail/Outlook, AOL mail, Mail.com, Office365.com, Yahoo, Strato, etc., do support IMAP. Both the incoming and send items are synced with SpinOffice and the primary client. Check following FAQ's for email configuration support 

15.1 User support & tickets For Limited free edition users we provide initial free support to help you setting up the account. If you have questions in the first few weeks, please write us an email or call us: +1 (360) 209-5609 (US support)   +31 70 311 5400 (Dutch)   +39 386 776 085 (Italian) Skype (English) is also possible. After initial support, email and phone support will cost $45 per support item. Once you have upgraded to Pro, you will be entitled to email and phone support with a maximum of 4 support tickets per month. Each subsequent support ticket will also cost $45 per support item. 15.2 Online training The most essential key to a successful CRM project is ensuring that users know how to use the software. Without that knowledge, new software is a stumbling block that can actually decrease productivity and cause frustration among you and your colleagues. Our professional training will teach you how to get things done efficiently, and how to use the system effectively in the context of your business. Training for you and your users will pay for itself many times over and will help ensure the success of your project. Our experience is that customers who were trained report significantly higher user adoption rates. We can train users anywhere in the world We use TeamViewer remote support We hold interactive classes so you can ask questions Online training sessions are typically two hour One-off costs: $180 Sign up here for our online training!