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

 

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.

Clevertim CRM_Save Report

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.

Clevertim CRM _ 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).

Clevertim CRM_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!

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.

Clevertim CRM - The 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 CRM - What's New Filter

Once you’ve selected an option, you can then type the info you want to filter.

Clevertim CRM - User Filter

Clevertim CRM - Filter by date

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 CRM - What's new_Save filter

 

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 CRM_What's New_remove filter

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.

Should I use the task management feature in Clevertim CRM

Let’s face it. There are so many task management applications out there and every few years a new one comes to the market. Every new one claims to have improved the experience somehow. But ultimately working with tasks and the data entry it involves can be problematic and it’s one of the main reason certain people don’t use such apps for managing tasks. It’s the additional data entry step and the need to check the system periodically, keep it up to date (e.g. mark tasks as done). It’s an additional effort.

So the question become: when is the additional effort worth it? Well, clearly, the answer must be: when the cost of not doing it is greater than the cost of doing it. But what are some of those situations and how do we calculate the cost of doing something vs. the cost of not doing that.

If I was to start with a personal example that perhaps many of you will empathize with, I would say there are situations in my work and my life when I feel swamped with so many things to do that I don’t even know where to start. Procrastination can set in, simply because it’s so difficult to choose the next step that I should be working on. That’s when I start creating lists. Lists work like tasks do. In fact, tasks do more than just lists. Assuming lists track things to do, tasks track that plus more: meetings, calls, emails, etc.

Fact: tasks are very good at breaking up complex work into smaller actionable steps.
A journey of 10,000 miles starts with a single step, as they say.

Another important use case is when you want to delegate and keep track of what you’ve delegated. Tasks are great because a sales person can easily put together a list of tasks for a sales assistant or a virtual assistant to perform. Such tasks might be relatively low value jobs which are more efficiently and more cost effectively handled by assistants, so the main sales people can focus on selling. A few examples of such tasks: data entry, research (e.g. figure out the titles for your contacts by looking in LinkedIn, or fish out information about companies: size, location, key people, etc.).

For this scenario, tasks are good at delegating and they allow multiple people to collaborate on the task. Clevertim CRM for example allows users to add comments on tasks and therefore collaborate, exchange information, report progress or flag tasks as being blocked (e.g. couldn’t call contact as he’s on vacation). The sales people assigning tasks are notified when there’s progress or when the tasks are marked as done or accidentally deleted. They have visibility into the assigned task.

Tasks are even better when the person or team to delegate work to works remotely, potentially in a different country. A good example is the use of virtual assistants, who could be located in different countries with lower cost of living. Shared tasks allow you to collaborate efficiently with such a remote team/person and get the most out of the relationship.

Fact: Tasks are perfect for delegating/outsourcing work, especially when the teams are not co-located.

Backdating notes in Clevertim CRM

One new feature we’ve introduced recently allows users to backdate a note entry into Clevertim CRM. The use case is this “A salesman talks to a customer or a prospect on a Friday but doesn’t get the chance to update the CRM until the following week. The salesman wants to have the ability to enter the note as-of a particular date, to make sure the note reflects the conversation had with the customer or lead.

To backdate a note, just expand the note options by clicking on “More options…” (see screenshot below):

Clevertim_CRM_Backdate Notes

 

This will expand the More options section of the note dialog and you will see the option to “Backdate note ‘as of’ date/time”, which allows you to select the date and time when the conversation in the note took place. See screenshots below:

Clevertim_CRM_Backdate notes as of Date

Clevertim_CRM_Backdate note as of Time

Once the date and time are selected, just type the note as you would normally and just click “Add this note”. That’s all!

 

Custom fields can now hold multiple values

You’re told us you wanted to be able to hold multiple values in certain custom fields. We’ve listened! Today, we’re proud to announce we’ve rolled out support for multiple values for custom fields.

Before, a custom field, for a contact, company, opportunity or case could only hold one value. This was frustrating for some of our customers, who wanted to be able to store multiple values. Some use cases: storing the products or services a certain customer have purchased or expressed interest in, storing multiple dates, ability to store multiple contacts or companies in custom fields (e.g. branches of a parent company), ability to assign secondary owners for cases, and so on…

To define a multi value custom field, in the Custom Fields screen, you’ll notice a new tick box “Allows multiple values”. Tick that to create a multi values custom field. In the screenshot below, the custom field “Products purchased” is a multi values custom fields.

Clevertim CRM_Multi_custom_fields

Once created, the “Products purchased” custom fields will be displayed for the type of records you select (in the example above is displayed for contacts). See below a screenshot showing how the new multi values custom fields actually looks like.

Clevertim_CRM_Multi_custom_fields_display

You can see above that the new “Products purchased” custom fields already stores 3 values: “Life insurance”, “Car insurance” and “Home insurance”. It also has a link to “Add another value” if you want to store more.

The values in a multi values custom fields can be used in filters, searches and in reports, making this a powerful new feature available in Clevertim CRM. As always, if you have any feedback, please don’t hesitate to contact us.

View your sales opportunity pipeline

Did you know you can switch the Opportunities screen to show as a pipeline view?
A sales pipeline allows you to define a set of states that a sales lead normally goes through from the initial contact all through the sale completion. Clevertim CRM comes with a very basic pipeline (Open/Won/Closed/Lost). You can define a more complex sales pipeline in the Business preferences. Let’s look at an example:

Initial contact / Discover Needs / Present Proposal / Revise / Close

In this pipeline, when a new contact is contacted for the first time, she is placed in the Initial contact pipeline state. This will be a state at the top of your sales funnel. The next step is to follow up and discuss with the contact to discover needs and requirements, so that a solution can be proposed.
Once it’s clear what the contact needs, a proposal can be put together and presented to the contact. The contact is likely to have questions, perhaps concerns, which would lead to revisions to the proposal and ultimately to the deal being closed.

As the negotiations advance, the contact is moved to the right on the pipeline, or, if you prefer to visualise it as a funnel, down the funnel until the deal is closed or the contact drops off at a particular stage in the process.

Clevertim CRM allows you to display visually this pipeline. In the Opportunities screen, just click on the “Switch to pipeline view” link. You can always switch back by clicking the “Switch to list view”. In pipeline view you can more easily see at a glance what opportunities you have at each stage and the total dollar (or your own currency) value for that particular stage in the pipeline.
While in the pipeline view, you can easily move opportunities between stages by “drag-n’drop”.