Account settings (10)

Based on your geographical location, the date format in SpinOffice is set to dd/mm/yyyy or mm/dd/yyyy. Users outside Europe will have mm/dd/yyyy format as default. Change the preferred date format via the menu option Administration > CRM preferences -> General -> Date format. The option to define your time format can be set here too: 24-hour clock or AM/PM.

If you do not want users within your company to be able to use the AI functionalities within SpinOffice, you can easily enable or disable this. Users with SuperAdmin rights can manage this via Administration → CRM Preferences → AI Settings. Here you can turn the AI functionalities on or off for the entire organization.

The default display language is based on the language of your device, when we have this language available. If not, the display language is English. SpinOffice is available in Danish, German, English, French, Italian, Dutch and Romanian. Adjust the language via the menu option Administration -> CRM preferences -> General -> Display language.  Please note that this is a company setting, thus adjusting the language applies to all users in the database.

Go to menu option Administration -> User settings  to renew your password within your user profile.  Enter your existing password for verification. And then enter a new password twice. It must consist of at least 1 lowercase letter, 1 number, 1 capital letter, and at least 8 characters. The new password will be valid the next time you log in.

In the desktop application Click on 'Forgot password' on the login screen. Enter your email address. Your password will be sent to you by email. If you cannot read and open the email with your password because SpinOffice is your only email client, please contact us. Then we will reset the password for you. In the web version (cloud.spinoffice-crm.com) Click on 'Forgot your password?' on the login screen. Enter your email address. The instructions to reset your password will be sent to you by email. Use the link in the email to reset a new password. If you cannot read and open the email with the reset link because SpinOffice is your only email client, please contact us. Then we will reset the password for you.

Complete the following steps to change the email address you use to log in. Click on the 'hamburger' icon, aka the main menu, at the top left. Go to Administration -> User Settings. You arrive at your user profile. On the left, you will find the Login email. Enter your new desired email address here that you want to use to log in in the future. Click Save to confirm. The screen closes automatically. From now on, the new email address applies when logging in to the desktop, web, and mobile app versions.

Credits are used for sending text messages. Within SpinOffice, it is possible to send out one-way text messages to contacts from your database. Sending one message cost 3 credits. This feature is available in Pro. By default, you get 100 credits for free. Purchase extra credits in the license dashboard: $ 5.49 for 100 credits $49.99 for 1.000 credits Another option is to use the MessageBird SMS integration in SpinOffice. This integration allows you to communicate with your customers in two-way text messages. It is free in SpinOffice, but a MessageBird account is required, and MessageBird charges credits for sending text messages.

Fit your data to your business by customizing templates, contact types, info fields, keywords, tags, activity codes, and many more. How? Many of the customizations can be done within menu options Administration. We will explain each menu item. Note: The available menu options in Administration may differ per user; this depends on the rights that you have been granted by the 'super administrator' in your database. So if you do not find the items below within the Administration menu, please ask the 'super administrator' within your organization for the right user rights. CRM preferences Manage all the company settings from here. All changes apply to all users. This menu option is only shown to users with 'Administrator' rights. Manage many preferences to personalize the database. For instance, the option to adjust the date format, the ability to show an extra company name line, street numbers, and US states. All items in CRM preferences are discussed in Chapter 16. All options in CRM preferences. User settings Manage all the settings per user.   By default, your profile is loaded. Select the user of your choice in the top corner on the left for whom you want to manage the settings. We explain all the tabs for you: User Profile Personalize your profile and complete the missing information. Any information you enter here can also be used in your email template. Under the sub-tab 'Security' you can disable a user by entering a no longer employed date. This ensures that a user can no longer log in. CRM part This part gives the option of how to sort your contacts everywhere they are shown. For instance Company (Last name, First name) or Firstname, Lastname (Company). Besides that, a grid is shown where you can define which contact types you want to be able to see. Exclude contact types that are not interesting to you, and you will not be able to find any of the contacts in your database. Synchronization Activate the sync options. Both the Limited and the Pro editions support synchronization of all contacts and calendars in SpinOffice with your iPhone, iPad Mac, and Android mobile device via a CardDAV / CalDAV sync account. Enable the options and an email with details will be sent to you. More information about the sync can be found in Chapter 14. Notifications Define the style of notifications on your desktop, when the application is open. For Mac, it is possible to overrule the notification style via System Preferences -> Notifications on your Mac. Default tabs/screens Define the default tabs (on Mac) or screens (on Windows) to open when starting SpinOffice. For Limited users, the Home dashboard is shown as a starting screen by default. Mailboxes Here you will find the configured mail accounts for the selected user. Add new mail accounts here. The sender settings can also be found here. The last two tabs, 'Rights' and 'Contact types' are only shown if you have the SuperAdmin rights. Rights Determine the rights of the selected user. More information about rights in SpinOffice can be found in chapter 13. Contact types Determine which contact types the selected user is allowed to use. Integrations Here you will find all the integrations available for your account. Here you will find all the manuals. Email Email Settings Your IMAP email properties are saved here. If you have configured your email the during first login, the information you have set will be displayed in this admin section. Multiple new mail accounts can be added here by entering the IMAP information of any domain in the last empty row. (Chapter 5 Integrating your email) From addresses Define the email addresses per user that he/she may use for sending emails. For instance, info@ can be added as an outgoing mail address for each user, including his/her name. Email templates  Via this menu item, you can manage your mail templates. By default, there is an incoming and outgoing call report template and an email template. New templates can be added, edited, and saved. This menu item is also accessible via the arrow next to 'Email' in the toolbar menu. (Paragraph 5.4 Managing email templates) Manage template tabs Email templates can be categorized into tab items here. New tab items can be made by entering text in the last row. Next to ‘Default templates’, the following are created in your account; ‘General templates’, ‘Internal templates’, and ‘Tender templates’. As soon as you add a new email template to one of these (via the previous menu item), the tab will appear in the menu under the arrow next to 'Email' in the toolbar. Contact type Manage all the contact types that you and your colleagues can use. Read here what you can do with contact types. Salutation Manage the drop-down items of the ‘Salutation’ field on the contact card in this admin menu item. But this feature is smart; you can indicate if the salutation is formal or informal and if it should be followed by the first name or last name. This way you can create email salutations like 'Dear Mr. Smith' or 'Hi John’. (Paragraph 3.2 Explanation of labels & fields on the contact card) Keywords The keywords that are listed at the bottom of the contact card screen, can be arranged and adjusted via this menu item. There is space for 40 keywords and these are often used for filtering purposes. (Paragraph 3.12 Tab items below the contact card) Keywords are since 2022 replaced by tags. Contact card fields Customize all extra fields mentioned on the contact. These are generic fields, not different per contact type. Info fields You have 4 info fields in the Limited version and 20 info fields available in Pro. These are also generic fields. Action types In this section, mail templates can be linked to all possible actions. You can determine which template should be used when you send, respond to, or forward a message and when you write a memo or fill in a call report. (Paragraph 5.5 Action types) Folder types Define default folders based on the types of files that can be added to them. In the folder list via menu item Go To -> Folder list, you will find all previously created folders with the default types on the left. Every folder you create requires a folder type. (Chapter 8.5 The folder list) Default folders Define default folders that should be created automatically when a contact of a certain type is added to the database. So it is a place to create rules like: once a contact of the contact type ‘Client’ is added to the database, instantly create the folder in the archive named “Invoices” and “Contract”. Activity codes Tasks, appointments, and folders can be allocated to an activity. In the task list and folder list, you can filter on activity. In the calendar, when you add an activity to an appointment (for instance, 'Private' or 'Sales'), the corresponding activity code color is shown. Drop-down lists Choose an Info field and make a predefined list of choices that will be chosen for that field. Users can then only choose the entered values from the predefined list. For example, you can use an Info field for 'industries' and enter all industries here. This prevents other values from being entered. Tags Tags are the successor to the current keywords option in SpinOffice. Use tags to distinguish and group your business contacts. Decide for yourself which tags you want to use for your contacts. For example, make a distinction between certain products or services, categories, a certain status, or customer characteristics. Then give the correct tag(s) to any contact in your CRM. This way, you can search, categorize, and filter your contacts even more efficiently. Read here: How do tags work? Credits In SpinOffice, credits are used for exporting contacts to Mailchimp and for sending SMS text messages. This menu option gives a status of the number of credits left, where credits were spent, and it gives the ability to purchase extra credits (100 credits cost $5.99) Extra SMS options A Pro feature. It allows you to send birthday & scheduled short text messages to your contacts. Plus, there is an option to create text message templates.

Let us discuss all options that are found under the menu option Administration -> CRM preferences. There are two important things to keep in mind: CRM preferences are only accessible for users with 'Administration menu access' rights because they contain settings that can have major consequences for the use of the software. All changes made in CRM preferences apply to all users within the database. The CRM preferences screen consists of several tabs. In this chapter, we will discuss all items within these tabs. Each tab has its paragraph: 16.1 General 16.2 CRM part 16.3 Email & Tasks 16.4 Auto-clean 16.5 Time 16.6 Security 16.7 Company 16.1 General We repeat once again: all changes made inCRM preferences apply to all users within the database. Display language Choose your preferred language. You can choose from the following languages: English, Dutch, Italian, French, Danish, Brazilian Portuguese, and Spanish. Date format Choose between dd/mm/yyyy or mm/dd/yyyy. This setting will change all date formats that are used in SpinOffice. Time format 24-hour clock or AM/PM clock. Country state field The option is to show the US states, Canadian provinces, Australian states, and Brazilian states on the contact card. Hide the date for today's items. Only the time is shown for items (emails, tasks, etc.) once this option is ticked. This results in a visually better distinction between today's items and items from the past. Enable time registration This option is shown but is only working once you have a Pro license. It allows you to add time to a folder, with a timesheet log as a result. 16.2 CRM part Default list bar in Archive In a contact's archive, on the left side, there are two tabs; 'Communication' and 'Folders'. The drop-down option that is saved here as default defines the tab that is open once you navigate to a contact's archive. Show communication of employees in the employer's archive. In SpinOffice you can build a hierarchy level with one main contact card (=employer or company name) and employees below that. All will have their contact card with personal archives. When the setting 'Show communication of employees in employer's archive' is ticked, the archives of all employees are combined and chronologically shown in the archive of the main contact card (employer or company name). Show folders of the employer in the employee's archive It can be useful to show also the folders that belong to the main contact card of the company (mainly the employer card) when you are in the archive of any employee. How do you recognize the folders in an employee's archive? These folders have a blue folder icon instead of a yellow one. Add the tab 'Additional addresses' When you do have not enough space on the contact card for extra addresses, enable this option and an extra tab will be added on the right side of the contact card next to CONTACT DETAILS. Use full-width for the tabs below the contact card screen We advise you to activate this setting only when your company uses the additional Questionnaire module since this adds a tab below the contact card next to KEYWORD and it needs full screen at the bottom. Otherwise, there is no need to broaden the lower part. Replace the left mouse click 'Edit' option with a search option Tick this option when you want to have 'Edit' under the right click only, and a search box under the left click. The search box is a nice tool, it allows you to search for content in the field you selected. For example, if you click on the Company field, the search box appears and you can search on companies only. This option is useful too when the left Contact list is hidden. The left Contact list can be hidden on request. Why would you hide the list? Well, experienced SpinOffice users do not use the left Contact list often for search, but prefer only to use a search field or search box on a field. And when the left Contact list is hidden there is more space on the right side of the contact card to show the Contact's dashboard. 16.3 Email & Tasks Preferred view in Inbox By default, the inbox shows the linked relationship instead of the actual sender. In this setting, this is 'Show linked contact'. This can be adjusted here to 'Show sender/email address'. Keep the contact link on forwarding a message. In a contact's archive, on the left side, there are two tabs; 'Communication' and 'Folders'. The drop-down option that is saved here as default defines the tab that is open once you navigate to a contact's archive. Allow removal of attachments without deleting the message Default, this option is ticked. When this option is disabled, none of the users can delete attachments without deleting the message itself. The general idea behind this is that an attachment always belongs to a mail message, so why should anyone be able to delete an attachment? Deleting messages that include attachments is possible regardless of this setting. All deleted messages and attachments end up in the Trash folder of your inbox. 16.4 Auto-clean Cleaning up your CRM database and keeping 'Garbage in, garbage out' away is essential! SpinOffice helps you by providing rules and parameters that you can set within the database as an administrator. SpinOffice cleans up your trash. Please specify the number of days that messages should stay available in your Trash folder in the inbox after you or one of your colleagues has deleted them in the inbox or a contact's archive. SpinOffice cleans up your SPAM. Please specify the number of days that messages should stay available in SPAM after you receive them. We connect through the IMAP protocol. This means that all emails that enter your SPAM folder in webmail will also end up in the SPAM folder in SpinOffice. SpinOffice auto-deletes messages that you mark as finished and that are not linked to a contact or folder. Please specify the number of days that messages should stay available after you finish them. These messages are not important to you, otherwise you would have linked them to a contact or folder before finishing them in your inbox. SpinOffice will keep a backup of all your messages that are deleted, after deleting. By default, we keep the data in the background for 30 days after the period that you have set as a parameter above. This period is used to restore incorrectly deleted files at the request of the customer. We give you the option to adjust the default 30-day period. After the number of days has passed, the data is automatically deleted from our backup server. 16.5 Time When the Time registration module is activated, you can determine here what the default calculated time for an email should be, and whether this should apply to incoming and outgoing messages or a different amount of time. This time can be tracked on a task or file. 16.6 Security SpinOffice CRM offers two-step verification (also known as two-factor authentication), an optional but highly recommended security feature. It is available in a Pro-account. Once it is enabled, SpinOffice requires a six-digit security code in addition to your password when you sign in to your account. Read the FAQ article How to enable two-step verification for all technical information about this feature and its implementation. 16.7 Company Save general information about your company here. All the fields can be used as merge fields in your email template. Here's the list of fields mentioned in this tab and next to that which merge fields in the — My list — dropdown in the email template builder is used for that field: Company name = «My Company Name» Street address «My street» City = «My city» Postal code «My Zipcode» IBAN number fields = «My Info2»  BIC (SWIFT) = «My Info3» Bank city = «My Info4» COC number = = «My Info5» VAT number (EU) = «My Info6» How to make your email template in the template builder? Read this FAQ. Besides the general company information, you also have your details. Go to menu option Administration -> User settings -> User profile and fill in your personal information. This information is used for the email signature and for sending SMS text messages as well. Read more information about how to personalize your email template in this FAQ.

Lost your phone? If you've lost your phone or can't find it, you likely no longer have the Google Authenticator app with the SpinOffice 2FA code linked. In that case, SpinOffice needs to be re-added to the Authenticator app. Follow these steps to resolve this: Open SpinOffice on your computer. Enter your password. SpinOffice will prompt you for the verification code. Select "Reset QR via email." An email with a link will be sent to you. Open your webmail in a browser or access your email on another phone. Click the link in the email. SpinOffice will then display a new QR code that you can scan with the Google Authenticator app. Enter the new six-digit security code generated by the Authenticator app. Click "Connect" to gain access to SpinOffice. Temporarily forgot your phone? If you forgot your phone for a day and still want to log in using two-factor authentication, you have two options: First option: Borrow a colleague's phone, reset the QR code on the SpinOffice login screen, add your account to the Authenticator app, and scan the new code using your colleague’s phone. Second option: Ask a colleague with admin rights to temporarily disable two-factor authentication under the CRM preferences screen. This change will apply to all users in the database. Once you have your (new) phone again, reset the QR code once more to link SpinOffice to the Authenticator app on your own device.