Personalise your Clevertim account

If you are the administrator of your Clevertim account, you can personalise it by adding your company’s logo, slogan and description, by just following these simple steps.

1. Go to the business preferences

Clevertim contact management- Business preferences

2. Upload your logo file as .JPG or .PNG. It will generate a thumbnail, so make sure the file is big enough

3. Add your company’s name, slogan and description. Why add these things? It will help your new employees and contractors to check it without having to ask other people. This might come in handy to your marketing and PR teams

Clevertim contact management - Your company's details

4. Save the changes. Scroll down to the end of the page and click on Save Changes.

You will notice that your logo will show at the top left corner of the website. If you hover the mouse on the logo, you can see the slogan too. The description is only available in the business preference screen (for now).

Clevertim contact management - logo and slogan

Whislt updating the company’s details is only for admin level, updating personal photos, name and email goes for each single user. Just go to My info & settings.

Clevertim contact management - Your info and settings

 

New feature: Ability to save reports

Our reports are very flexible in that they allow you to build a large variety of reports, by specifying the exact criteria you want to select your data by. That’s great. But entering the criteria every time can be a pain!

We knew that and many of you have raised this with us. It’s painful. We’ve listened and we started working on the ability to save reports, view them and be able to re-run them easily: point-and-click re-runnable reports.

Today, we’re proud to announce we’ve delivered this functionality. Let’s walk you through it via a few screenshots.

First of all, after you build your report, you will notice there is a new button called “Save As”. We’ve circled it in red in the screenshot below. Click that button when you’re ready to save the report.

save_report1

 

When you click the “Save As” button, you will be asked to name your report and a description. This is some information that you and, if you decide to share the report with everyone, others will see. It’s a good idea to add a short but descriptive few sentences, as it’ll help refresh your memory next time you run it. You can also select who should be able to view this report: Everyone, just yourself or one or more groups.

save_report_name

 

When you click Save, the report will be saved and available to re-run, either by you or whoever else you chose to share it with. You will then see the report available in the Reports tab (see screenshot below).

save_report_details_list

There are a few elements here worth mentioning:

  1. The “London contacts” report will appear under “All reports” and also under the “Contacts reports”, given it’s a reports that shows contacts
  2. The London contacts link is clickable and it will re-run the report every time you click on it
  3. The lock icon shows you the visibility – who can view it (Everyone, just you or a set of user groups). Clicking on the lock icon will bring up the visibility dialog that will allow you to change this visibility – for example if you have marked the report as visible just to you but you want to make it available to Everyone
  4. It shows you the description you’ve entered but also additional information about who added the report and when, and also who modified it last and when

If you don’t need the report anymore, for any reasons (e.g. it is out of date), then you can delete it by clicking the Delete button.

We hope this will make it easy for everyone to create and re-run reports going forward!

Our contact management Android app

Happy New Year, everyone!

We’re proud to announce that we’ve released an Android app for our contact management system. It supports all the features that the web site supports, but includes a better display on mobile phone. You can continue to use the website on mobile devices without any problem.

Get it on Google Play

Below, we’re including a few screenshots taken from a Samsung Galaxy Note 4 phone.

Screenshot_2016-06-08-22-44-49 Screenshot_2016-06-08-22-46-28 Screenshot_2016-06-08-22-47-05 Screenshot_2016-06-08-22-47-47 Screenshot (8 June 2016 22_49) Screenshot (8 June 2016 22_50)

Goodbye 2015, Hello 2016

What a year 2015 has been! Some great stuff, some not so great stuff, some pretty bad, some pretty awesome. But we are still here and let’s end 2015 on a positive vibe so we start 2016 optimistic and ever more eager to make it work.

Here at Clevertim, we have been working very hard to improve our product and make sure we deliver the best service and contact management tool to our clients. We hope Clevertim was a tiny part of your company’s success in 2015 and will continue to be in 2016. There is much more coming in 2016!

We wish all you all, our loyal clients and the soon to be one, a successful and healthy 2016! Enjoy your break, if you are having one.

Improvements to the What’s New tab

The “What’s New” tab allows you to see who’s done what and when and answer audit type questions: what happened to this particular contact, company, case or opportunity. It also allows you to see what data has changed (from->to) and to undo accidental deletes.

What's New tab

What’s New tab

We’ve now added the ability to search the activity based on the name of the contact or company. This is done using the filters. Your options are User, Item type, Company, Contact, Activity type and date.  

Clevertim: what's new filter

Clevertim: what’s new filter

Once you select an option, you can then type the info you want to filter.

Clevertim: What's New, User filter

Clevertim: What’s New, User filter

What's New filter

Select date for What’s New filter

You can save the filter, in case it is a search that you will do often, e.g. changes to a particular Company, or all changes made by a particular user in your company. There is a Save Filter button on the right hand side of the Filter section.

Clevertim - save and reset button

Once you are done and want to go back to the normal screen, either Reset (next to Save Filter), or just press the X on the filter details, as shown below.

Clevertim: delete filter

Clevertim: delete filter

Using video to promote your business (part 2)

Before you venture in the world of video making, check out what your competitors are doing. If your business is food and you decided to film some of your best recipes, you will find million of videos online, from “chefs” showing how to make a dish to just hands making it all, with voice over or just on screen instructions. A video recipe tutorial needs to be visually attractive and simple to follow. You want your customers to want to eat what you are preparing, to prepare it, to share it. Take your time to rehearsal, to test the lights, the audio. Record the video once, twice, five times if needed. You will eventually get used to it and things will come more naturally.

If showing your face is not your thing, don’t worry, not all videos require a person on camera. The recipe idea using just someone’s hands we mention above is just one example. If you don’t like your voice, but your video require voice over, why not test other people in the company or ask a friend to do it for you (to keep costs down)? Can you use on screen graphics instead?

Once your video is edited and you are happy with the final results, all you need to do is upload it to your company’s channel, assuming you have one, share with your customers and friends via newsletter and your social media channels, upload it on your website. You want people to watch it and to react to it. Your video can also be used as your digital advert, if online advertising is something you are considering.

Make sure your next videos are better than the previous one; change what you don’t like, add things you have missed, tweak the script if you think it’s needed. Don’t upload a video if you don’t think it is doing something for your business. In most cases, it is not about reaching millions of people, it is about reaching your target audience. This is not a cute video about a cat playing a piano; it is your brand, your product, your service and at the end of the day, you want to promote it.

Producing a video can be simple, but do not ignore best practices. If using music, make sure it is cleared. You don’t want to end up having the audio of your video removed because you used the latest hit in the charts. There are plenty of library music available online – even YouTube share a few – if you absolutely don’t want to spend any money, but music is key for your video. The same goes for using clips of other videos -absolutely do not use clips of TV series, films, or third party videos without seeking permission and clearance, in writing. Even if using another product or brand, make sure that you are ok to do so.

Ready to give video a go and take advantage of the millions of viewers out there? Have fun!

Emailing from the contact management system

A while back we’ve added a feature that allows users to send emails to their contacts from within the contact management system. It’s a convenience feature which we’re planning to expand into more: analytics, clicks/opens tracking, bulk emailing, etc.

Here are a few things about this feature…

1. It sends the email via the Clevertim email servers but users will see it as coming from your email address – that is the email address that you used when you signed up for your Clevertim account

2. Because they see it as coming from your email address, any replies will go back to your email address – into your inbox (that could be gmail, yahoo, outlook, depending on what you are normally using to read your email). It will not come into Clevertim, so it means replies will not be automatically updating your Clevertim account. Use the Email dropbox feature and forward those replies to your dedicated email dropbox address to file them into Clevertim.

3. You can CC/BCC only users within your own companies (your own colleagues using Clevertim with you) or contacts working for the same company (relies on the Company field being populated for the contacts). This is to minimize the risk of sending emails to the wrong people.

4. Similar to notes, for emails, you can attach files from your local drive or from Dropbox or Google Drive and they will be emailed as attachments with your email. Dropbox and Google Drive give you two options:
a) grab a snapshot of the file from Dropbox/Google Drive and send it along as an attachment (your contacts will see it as any other file you attach from your local box – they will not need access to Dropbox or Google Drive)
b) send it as a link to Dropbox/Google Drive – this means your contacts will need access to your Dropbox/Google Drive for that file. This has the advantage that you can continue to update the file and your contacts will see those updates.

5. If the email bounces back because it cannot be delivered to one of the recipients, you will see a ‘sad face’ icon next to the email address that couldn’t be delivered to. A blue happy face means the email was delivered successfully to that email address. When a bounce happens, you will also see the reason for the bounce when you hover over the ‘sad face’ icon. You will also get an email telling you about the bounce.

6. Certain email providers disallow this type of sending emails on their behalf, so if you’re using a @yahoo.com email address or a @facebook.com email address, this feature will not work properly, simply because Yahoo and Facebook have disallowed it.

7. Any problems with this feature, don’t hesitate to contact us, we’re here to help.

 

Using video to promote your business (part 1)

A decade or so ago, creating video content to promote a brand or product was time consuming and expensive. Then came YouTube and the likes as things have changed massively. It has allowed everyone, big or small, businesses and individuals, to create and share content with everyone, everywhere. The way we consume visual content has changed and in some ways, it has become much easier for smaller businesses to create their own content without big budgets.

Is video for everyone? Is it worth investing in this area to promote your business? The answer is yes. Let’s just clarify that making videos to promote your business is not just creating ads for products. It is not even just about having it on YouTube and hoping it will have thousands of views or become viral. Videos can be used to support a sales pitch – imagine a punchy, upbeat video with some great stats and information about your company, short and sweet. You can create video-tutorials on how to use your product. If you are in the educational sector, you can have short samples of your classes. You can actually have a whole online section on your website with your lessons. If you own a restaurant, or a bakery, you can have videos of the behind the scenes – all the action taking place in the kitchen – or even post recipes.

It might take some time to get a few videos off the ground, especially if you are going to do it in house. If your plans include a series of videos, they have to be added to your planning calendar (together with your social media and online advertising strategy). Don’t be put off about that though, because making a video is much easier and simpler than it used to be and you don’t need fancy equipment to film your videos or hire specialists to do edit them (if you have extra budget, getting someone to do the work for you might be a good idea though). In some cases, all you need is a laptop and a basic video editing tool (and an extra dose of patience, if you are going to do it yourself for the first time).

Different types of video require different types of equipment and structure. If you are planning to have someone on camera, you will need a camera (or a good smartphone) and well-lit space with decent acoustic – remember that the sound has to be clear and the subject needs to be visible. If you are recording a tutorial that only shows a how-to on screen, you will need a software that captures images on your laptop and a decent microphone, if you are recording voice over. It is a good idea to have a plan of what you are going to say, to reduce on recording time to a minimum. It will also help massively with the editing process.

So how about checking your business goals to see if you can add a series of videos to your marketing plans? Make sure your calendar is updated with themes and content you want to record and don’t forget to come back for the part 2 of Using video to promote your business.

Two businesses, one Clevertim account

I run two separate businesses, can I use one single Clevertim account to manage both of them?

Short answer: Yes.

There is nothing to prevent you from doing so. We certainly don’t place any restrictions like that. What’s in your account is up to you and the way you run your business(es) is again up to you.

Long answer:

Just because you can do so, it doesn’t mean it’s necessarily a good idea to do so. One question you have to ask yourself is: Will I be able to tell which contact is for which business? And also, if your business grows and you bring in help in the form of new employees, personal assistants or virtual assistants, or if you decide to outsource parts of your business processes to a third party – will they be able to tell? Will it be manageable going forward?

One way to keep everything separated would be via tags. You tag everything with either: Business1 or Business2. You can change the names of these tags of course, but maintaining the tags, ensuring they’re correct – it’s a lot of work.

The next question you should ask yourself is why you are trying to keep your contacts into one Clevertim account? Is it to save money? We are already one of the most competitively priced contact management solution out there.  Is it because you think it’ll be more convenient to have a single login? You could use two separate browsers – for example you could use Chrome for Business1 and Internet Explorer or Safari depending on your platform for Business2. This still means you can remember logins in each browser, so you don’t have to type the password every time.

If you decide to go with two accounts, one thing to keep in mind is that you will need two separate users and each user needs a separate email address. So you will need two separate email addresses. And you need to keep them separate – for example, you should not enter email1 as an additional email address in the account for email2. Doing so will confuse the Dropbox feature that allows you to attach emails simply by CC-ing, BCC-ing or forwarding your emails to a dedicated email address. That feature is designed to identify you by your email address and it could start attaching notes to the wrong account if you start mixing and matching emails and accounts. If you have any employees working on both businesses, they will need to keep emails separate in same fashion.

How does the Dropbox feature works under the hood

The Dropbox feature explained in a nutshell is this: each user gets a dedicated @clevertim.com email address, which they can use to:

  • CC on emails they send to their contacts
  • BCC on emails they send to their contacts
  • Forward emails they sent to their contacts but forgot to CC/BCC
  • Forward emails their contacts sent them
  • Automatically get emails replies if their contacts hit Reply All and the dropbox dedicated email address is on the Recipients

When an email is received to that dedicated email address, the contact or contacts (and this can be companies too) will be looked up in the system and the note attached under those respective contacts.

How does it know which contacts to attach the note under? It’s simple. It looks up the contacts by email address. Your contacts’ email addressed are generally in the emails received to the dropbox. But not always, and that’s when this Dropbox feature doesn’t know what to do.

If you forward an email to the dropbox address, make sure you keep the Fwd headers, that bit at the top that contains the email address of your contact.
If you don’t want all that information, just make sure your contact’s email is there in the text somewhere – if not, you can add it manually when you Forward. When you CC or BCC, you don’t have to do that, as the email address for the recipients will be already in the email.

The dropbox feature will collect all the email addresses in the emails it receives and it will look up contacts for each one of those and it will attach the email as a note under those contacts. If a contact doesn’t exist for one of the emails, it will be created automatically. This is a convenience feature that allows you to easily add new contacts and file new emails under those contacts without even having to log into the system. Straight from your favorite inbox. Just CC, BCC or forward emails to your dedicated email address and the job is done.

But the dropbox feature doesn’t give you just one dedicated email address. You also get one for opportunities, where an opportunity is created too, in addition to the contact. You also get one for cases, where a case is created, in addition to the contact, and you also get dedicated email addresses to allow you to add tasks easily straight from your inbox.

How does it deal with spam?

First of all, the dropbox feature will reject any emails sent to it from non-recognized email addresses. In the Email Dropbox menu (accessible from the upper right Settings menu), you can define all your recognized email addresses. That means, if you use multiple email addresses, you can define them all in there and the Dropbox feature will happily accept emails from it.

If this is not sufficient and someone discovers your dropbox dedicated email address and sends you unsolicited email – for example, they could email you and the dropbox, and then the Dropbox feature would accept email, as your email address is on it (it would be considered a reply from one of your contacts) – well, in that case, you can always re-generate the dedicated email address. Needless to say, don’t over advertise this dedicated email address, as that might spam your Clevertim account.