Popular Questions (12)

How to get started?

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. The first time you log in you will enter the Home dashboard. Go through the short tour and watch the introduction video. 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). Find more information about Registration & Get started in the user guide.

To what extent the software is free?

Feel free to use the free Limited version for as long as you want until you have reached a storage of 50 items added manually. Mass import of contacts (Excel, Apple Contacts or social media) and incoming emails do not count as an item. You will get a notification when you’ve reached the storage limit and you will have to upgrade to SpinOffice Pro in order to add more items. SpinOffice Pro offers: Access to Pro features Extensive storage space per user: up to 100,000 items 5 email accounts per user Full email integration Unlimited templates (documents & mail) Data security (2FA, backups, user rights) Mass mailings API integrations Helpdesk support View the complete edition comparison you see the differences between the free Limited version and Pro.

How do I add a new email account?

SpinOffice will help you via a wizard where you can enter the proper account credentials and incoming mail server settings (IMAP) of your mail account.  Start the configuration from various places in the software; on the Home Dashboard, in your Inbox or from main menu option Administration -> Email -> Email accounts and than '+' for a new account. In all cases, SpinOffice will show you the following popup: Select the email account of your choice. If it is not an Office 365, Outlook or Gmail/Google account, select the IMAP option. Enter the email address and click on 'Start'. Enter the account password. Office 365: We recommend to select OAuth2.O as authentication method. Follow these steps and SpinOffice will connect with your Office 365 account. Outlook: Also for Outlook, we recommend to select OAuth2.O as authentication method. Follow this steps and SpinOffice will connect with your Outlook account. Gmail: It will automatically connect. It might block SpinOffice to connect. Having problems? Here's a checklist to solve that. IMAP: SpinOffice will try to find the right IMAP settings. Click on 'Show server settings' to manually enter the right account credentials. Is it a me.com, iCloud.com or mac.com account? Then it requires an 'app-specific password' for IMAP. Click here how to create that for SpinOffice within your iCloud account. Click on 'Connect' to make connection. After a few minutes SpinOffice shows you the result: If connection is made successfully, the setup wizard is closed and your emails will come in. If not, please adjust the server settings; your account name, password and incoming email server. Tip: check how the account is configured on your phone, the same IMAP settings are used there. When SpinOffice keeps saying that we cannot connect, please contact us for free support to solve the issue. When the connection is successful, go to Inbox to see all incoming messages. In the free Limited version, you can connect 1 email account. And all messages over the last 30 days will be brought into your inbox. With a Pro license, for 5 email accounts all incoming messages, sent items and trash items will be in sync. 

How do I add my Office 365 email account?

We advise to configure your Office 365 account in SpinOffice with OAuth 2.0. With OAuth 2.0, instead of storing the username and password of your account, we use an access token and refresh token provided by Microsoft. These tokens are given to us as third-party, not the actual login data. Follow the steps to add your Office 365 email account: Before integrating your email account, make sure to sign out of your Office 365 account. This is to prevent us from connecting to an incorrect Microsoft account that is already signed in. Return to SpinOffice. On the Home dashboard or the Inbox, click on Configure email. Choose Office 365. Please input your email address and click on Start. SpinOffice will give "Settings found!". Click on Connect to continue. You will be redirected to the Microsoft login page within a new browser tab. If this page does not open, check if your web browser blocks the action and allow the popup. Log in to your Office 365 account with your login details. After you log in, you are requested to give permission for SpinOffice to access your mail. Click on Accept.  You are done now, and you will be lead to our website. Return to SpinOffice CRM and your email account should be ready to use. Also watch the video below where we show you the configuration steps too. If you have problems going through the above steps, please contact us.

How to add my Microsoft Outlook email account?

We advise to configure your Outlook account in SpinOffice with OAuth 2.0. With OAuth 2.0, instead of storing the username and password of your account, we use an access token and refresh token provided by Microsoft. These tokens are given to us as third-party, not the actual login data. Follow the steps to add your Outlook email account: Before integrating your email account, make sure to sign out of your Outlook account. This is to prevent us from connecting to an incorrect Microsoft account that is already signed in. Return to SpinOffice. On the Home dashboard or the Inbox, click on Configure email. Choose Outlook. Please input your email address and click on Start. SpinOffice will give "Settings found!". Click on Connect to continue. You will be redirected to the Microsoft login page within a new browser tab. If this page does not open, check if your web browser blocks the action and allow the popup. Log in to your Microsoft Outlook account with your login details. After you log in, you are requested to give permission for SpinOffice to access your mail. Click on Accept.  You are done now, and you will be lead to our website. Return to SpinOffice CRM and your email account should be ready to use. If you have problems going through the above steps, please contact us.

How do I merge the duplicate contacts?

There is a possibility to merge the same relations. What will be merged then? All messages, files, tasks, tags, calendar items. What is not merged are the addresses, info fields and keywords. So make sure to transfer that information manually. Follow the next steps to merge two contacts: Go to the Contact list screen. Search the contact that you want to merge. Select the contact you want to keep. That will be the 'main contact'. Click the 'hamburger' icon on the right and choose Merge contacts. The following screen is displayed. So the first field is the 'main contact', which you cannot adjust here. In the second field, find the duplicate contact that you want to merge with the 'main contact'. This one will disappear. When you have searched and entered the contact's name, click on Merge contacts to proceed. The two contacts are now merged. If you have multiple duplicates of one contact, you have to go through the above steps a number of times until one contact remains.

How do I delete contacts?

To delete an individual contact: On the Contact list screen, locate the contact you want to delete. Click the 'hamburger' icon on the right and choose Delete. Confirm by choosing OK. The contact has been deleted for everyone within the database. To delete all contacts from the same contact type: Go to the Contact list screen. Click Filter contacts at the top of the screen. The following screen is displayed. In the first field, choose "Contact type". In the second field you choose the condition, so for example "is", "is not", "contains" or "does not contain". In the third field, select contact type to be deleted. Are all three fields filled in? Then click on Filter contacts. All contacts of the same type are shown in the Contact list screen. Now,click on Mass actions at the top of the screen. Choose 'Delete contacts' and confirm. All the contacts of the concerning contact type have now been removed. To delete a filtered group of contacts: The procedure is almost the same as mentioned above. First create the desired filter of contacts that you want to delete on the Contact list screen. For example, based on a label, attribute or relationship field. (Read all about filtering here) Then click on the Mass actions option at the top of the screen. Choose 'Delete contacts' and confirm.

How to import my calendar(s)?

Import your existing calendars to populate the database. Choose from an import from Apple Calendar and Office 365. All appointments from the last and upcoming 30 days will start. So easy. In SpinOffice, go to your Calendar. Click the gear icon at the top right of your Calendar and choose Import calendars. You will also find the import option within your Home Dashboard, within the Calendar widget the hamburger icon, menu option Import calendars. In both cases the following screen is displayed: Click on the desired option to import all appointments from the last and upcoming 30 days. This is not (yet) a sync but an import of calendar appointments. If you want to synchronize the calendar, activate the calendar sync. Go to your Calendar to view all appointments. In order to explore the features in your Calendar, go to manual chapter 7. Calendar.

How do I activate the contacts/calendar sync?

Go to top menu option Administration -> User settings -> Synchronization and enable the sync of your choice: contacts or calendar.  In both cases, SpinOffice creates a DAV-account. DAV is an Internet standard / protocol designed to allow users to access and share contact data and calendars on a server. The steps how to activate the DAV sync accounts are instantly sent to you by email once the sync is activated. All contacts and /or your calendar in SpinOffice will be in sync on any Apple (Mac & iOS) or Android device where the DAV-account is configured. Your contacts are added as group to the default Contacts app of your device. And the calendar is added as separate calendar in the default Calendar app. Go to  Chapter 14. Synchronize with mobile devices for more information.

Does my calendar synchronizes with my mobile devices?

Yes, it is possible to have your calendar in SpinOffice in sync with your mobile devices of Apple (iPhone, iPad and Mac) and Android. But first you have to enable the calendar sync. Go to menu option Administration -> User settings -> Synchronization and enable the calendar sync. A CalDAV-account is created for you and the manual how to configure this account on your Apple (iPhone, iPad and Mac) and Android device is sent to you by email. After you have followed the steps in the manual the SpinOfice calendar will appear in the Calendar application of the device. The sync works both ways, all events you add to the CalDAV-account are in sync between SpinOffice and your device. In Q4 of 2022 we will launch the synchronization of your Office 365 calendar in SpinOffice. 

How to send a mass mailing?

Within SpinOffice you can filter / make selections on all fields, tags, info fields and keywords. For example, do you want an overview of all your prospects located in the same country or zip code? Or do you want to send a mailing to all your customers? We will explain how you do this below. Sending group mailings is only available in Pro and Enterprise version. Here are the steps: First decide on the basis of which criteria you want to create your group mailing. This can be based on a contact type, tag, keyword or any contact field. Then create your filter. This is a few ways to do that. Click Filter contacts at the top of the screen or choose one of the filter options within the Contact widget on the right. Whichever option you choose, in all cases SpinOffice will indicate what you want to filter on: If you choose the Filter contacts option, you can create the desired conditions for your selection yourself; for example "company name is...", or "contact type is...", or "zip code contains...". If you choose a filter options within the Contact widget, all contacts will be filtered with the same value. Apply the desired filter. As an example we choose the label 'hot prospects' to send a mailing to. All contacts are shown in the place where your contacts normally are. See below. All 12 'hot prospects' are shown: Then click on Mass Actions at the top of the screen: The following options are displayed: Choose Send group mailing. A new screen will open where you can type a message in the default template. Fill the template with content or choose an existing email template at the bottom. Make sure to enter a subject. That is mandatory. This is also the subject as the recipients see it. At the top you can change your sender identity, at the bottom the option to send the mailing as a private message. Is your template ready to send? Then click Send at the top left. Choose Create concepts or Send. If you choose Create concepts, these can be found in the Concepts folder in your Inbox.

My outgoing email ends up in my recipient's SPAM folder. How do I make sure they are shipped securely?

All outgoing mail sent from SpinOffice is sent via our SMTP mail server. When retrieving mail, mail clients increasingly check whether the sender is the rightful owner of the domain. When they can't check this, they mark the mail as SPAM. There is a good chance that this is the reason why your mail ends up in SPAM. How can you prevent this? By adding our mail server as so-called 'SPF records' in the DNS settings of your domain. This indicates that our mail server is a 'secure sender' of your mail messages. Set the SPF records If you can log in to your domain data yourself, go to the DNS settings. Do you have an external domain administrator? They know exactly how and where to adjust it. SPF records are set in the DNS zone of the domain name. There are two possible options: 1. Your domain does not have a SPF record yet Create a new TXT record for your domain and paste the following line in the text box: v=spf1 include:spf.spinoffice-crm.com -all 2. Your domain already has an SPF record Add following text to the existing TXT record for your domain: include:spf.spinoffice-crm.com After you've made the required SPF changes, please wait 24 hours for the changes to propagate. From that moment, your outgoing mail from SpinOffice will be considered as 'safe'. Doesn't this resolve the problem? If your outgoing mail continues to be sent as SPAM, then something else is going on. Please contact us. We will do an analysis based on a SPAM report from a recipient.