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.

 

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!

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.

Clevertim CRM for Android

 

Clevertim CRM for Android

Clevertim CRM for Android

Clevertim CRM for Android

Clevertim CRM for Android

 

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

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.

 

Contacts or companies?

When you start using a contact management system or a customer relationship management (CRM) solution, one of the first problems you encounter is what level should you track your data at? Sounds like such a simple problem too, and, depending on your business processes (i.e. the way you work), it might be simple or not so simple. But the fact you come up with the question shows you one important thing: until you try to add a structure to the way you work, you don’t really discover some of these questions. Discovering the trivial, yet important questions about your business is important when you want to scale your business, train more staff, transfer knowledge easily and institute some consistency in the way you deal with your business partners, be it customers, potential clients etc. For example, how can you be sure that both Mike and Pete in your company follow the same rigorous steps in the sales process?

But let’s go back to our simple question. What level should you track your interactions in your customer management system? Contacts – that is people? Or companies? The answer depends on the industry you’re in, the way you interact with your business partners and what you want to get out of the contact management system. Let’s see the options you have.

1. Contacts only

If all you do is interact with individuals, then this option is the most natural choice. It is the most appropriate option if you work in retail or take appointments from the regular Joe out there. If you’re a financial adviser trying to sell retirement plans, then you obviously work with individuals. Companies are irrelevant and you don’t want the additional complexity.

2. Companies only

You might be in the B2B domain, where you work and sell to companies, not to individuals. Even then, the interaction for selling purposes with inevitably happen with actual individuals working for the target company. You might decide to only track notes under the company and not care about the individuals involved. You might lose some of the business intelligence in that case, but that might not be relevant in your case.

3. Contacts and companies

This is probably the most common scenario when you work with individuals and companies. The actual exchange of information, communication, emails happen with individuals. When you use the Dropbox feature and forward or CC emails to your dedicated email address, those notes will be sent to actual individuals, unless you use generic email addresses (e.g. sales@domainname). If you want to attach a note under a contact and a company at the same time, that is possible with Clevertim, as Clevertim allows you to attach a note under multiple contacts and companies. It also allows you to attach notes under an opportunity or a case.

We want to encourage our customers to use both contacts and companies when using our contact management system. One of the common complaint is that is not easy to have a single view of all the communications with a company. To facilitate this, a while ago we’ve added an option under the Business Preferences. It is called “Automatically file contact notes under their respective companies too”, and, as the name suggests, it makes all the notes filed under contacts visible under their respective companies. As a result, the company becomes a single view of all the exchanges done with any employees within that company.

Data entry from within your inbox

A contact management system is only as good as the data that goes into it. To realize the benefits of a CRM / shared contact management system, everyone in your team must adhere to the clear rules of entering sales, marketing and customer support data into the shared CRM system (CRM stands for customer relationship management and it builds on the concept of contact/client management). That means entering notes and emails into the system whenever important data is exchanged, communicated and agreed with your prospects and existing customers.

That sounds great in principle, but sometimes people forget to enter the data, sometimes they don’t understand the importance of the imposed discipline. As a small business owner you should try to get people to buy into the vision by explaining the benefits of sharing the data and the efficiencies that brings. It makes everyone’s lives easier and the users can focus on selling, marketing or customer support, without having to worry about where the data is, about scrambling to put it all together just before a deadline hits.

On our side, we’re always looking at making the data entry simpler, more intuitive, effortless, in order to encourage users to do it and to make the whole process as efficient as possible.

The personal dropbox is part of that effort. The personal dropbox is just a set of dedicated email addresses that users can forward customer emails to or they can CC or BCC on emails sent to their contacts. This automatically attaches that email as a note under the respective contact. If the contact is not in the CRM, the contact will be added.
How does the system know which contact to attach the note to? It auto-detects the contact by their email address. So, it’s important to add all the known email addresses for your contacts into the CRM.

The other dropbox emails are for adding cases, opportunities or tasks. They work in a similar fashion. You forward, CC or BCC emails to these email addresses and the system will add cases, opportunities or tasks respectively, with the details in the email.

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!

 

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”.