Mailchimp Integration

Do you use Mailchimp to send newsletters and communications to your clients? So we have got good news for you. Clevertim initial integration with Mailchimp is now available.

If you don’t use Mailchimp but are considering an email campaign software, Mailchimp is free and relatively easy to use. It is not the only one, but it is the only one Clevertim is currently supporting.

First things first. Assuming you have a Mailchimp account, you will need to go to Settings => Applications on your Clevertim account and enable the integration.

Clevertim_Mailchimp_Settings01

The Enable/Disable button is on the right corner. Once it is enabled, you will be able to do a few things on this page.

Clevertim_Mailchimp_Settings02

  1. You can choose whether to use just the first email address of your contact, or all of them.
  2. Check all the lists you have on Mailchimp. If you add new ones, just press Refresh lists and you will see new ones in the list.
  3. And finally, you can import the contacts from Mailchimp into Clevertim here. It will import contacts from all existing lists or just one specific one, your choice. If a contact with the same email address already exists in Clevertim, it will be updated, not duplicated.

Don’t forget to press Save when you’re done!

We recommend you starting from the last point above, importing your Mailchimp contacts to Clevertim, so your contacts are already included in lists.

Now that the Mailchimp integration is enabled, you just need to remember to update your existing contacts on Clevertim (the ones that aren’t already on Mailchimp and were imported to your account) with the lists you have on Mailchimp.

When you open a contact, you will see a section for Mailchimp on the right hand side, just under Custom Fields. Just click on Add a value in the list field and a drop down menu with all your options will appear.

Clevertim_Mailchimp_contacts

Repeat this step to all contacts you want to add to your mailing lists.

This is the initial integration with Mailchimp; we are currently working on updated and improvements and will come back with more news soon.

New feature: Merging contacts, companies, cases, opportunities

Have you noticed a few duplicate contacts, companies, opportunities? It’s easily done when you have several people working from the same account and uploading data at different times, but still annoying to see a few of the same in your list and not really knowing which one is the best one to use.

Clevertim CRM now gives you the ability to merge contacts, companies, cases and opportunities in a simple and quick way and here is a step by step to guide you. The example below will merge companies, but the same steps apply to contacts, cases and opportunities.

1. Select all the companies you want to merge (you can repeat the merge if you don’t select them all at once). Here we applied the filter using part of the Company’s name to make sure we are getting them all as a list.

Clevertim_Merging companies03
Filter by the name/partial name of the company you want to merge and select all names

2. Click on the Select operation drop down menu, followed by Add to merge section. Click on Apply.

Clevertim_Merging companies05

3. All the companies you merged will appear on a box on the right hand corner. You can repeat the operation above until you have selected all companies you want to merge. Once you are done, click Merge.

 

Clevertim_Merging companies07

Things to note:

If the company (or contacts) you are merging are the same company with slightly different names, they will be merged using the first name in the list and will use its address (as you cannot have more than one address). For sections with multiple entries, like email, phone number, website, all different information will be kept.

Clevertim_Merging companies08
This is the result of five companies merged.

 

If you change your mind, you can always go on the What’s New section and undo the merge. You will notice that the “new” merged company will show up as Added new, whilst all the others will come as “deleted”. You can either undelete one, a couple or all of them.

Clevertim_Merging companies09
This is how your merge will show up in the “What’s New” tab.

 

Clevertim_Merging companies10
And this is how it will be if you un-do the merge.

For contacts, if one of the contact has a name and the other has name and surname, the system will merge these as well. Here is an example for two John’s contacts. One is on the system as just John, the other is as John Doe, one had a company, the other didn’t and both had different emails.

Clevertim_Merging companies11

Clevertim_Merging contacts01

Clevertim_Merging contacts02

Ah, and all notes and emails will also be merged.

 

Clevertim Tutorial: The “Opportunities” tab

We have a new tutorial on our Youtube channel. This time you can learn more about the Opportunities tab.

The Opportunities tab is where you will register and follow up on all your business opportunities. If you haven’t changed the names of your tabs (it is all customisable, remember?), you will find it just after the Cases tab.

Clevertim_CRM_Tabs

Click on the video below to watch the tutorial, it’s just under 6 minutes:

Coming soon

After writing a couple of posts about using videos to promote your businesses (Part 1 and Part 2), we’ve decided to give it a go too. Nothing fancy or complicated. The idea is to have short and easy-to-follow tutorials explaining some of the key features of Clevertim.

The video tutorials will come to complement any “How to…” posts we write or the help section on the website, as there is nothing wrong in having lots of help available.

Watch this space – we are looking at this as we speak and should have some news soon.

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_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 CRM - Company's info

 

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 CRM_your 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 CRM _ add your info

 

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.

 

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.