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:

Clevertim video tutorials on Youtube

Clevertim is an intuitive and easy to use contact management tool, and it is not just me saying it (this review on Merchatmaverick website will tell you more). We like to make it easier for our customers and potential customers though, so we are launching a series of video tutorials on our YouTube channel.

Our very first video is aimed at those who are new to Clevertim: Introduction to Clevertim, a short 5 minute overview of the software. Hopefully it will help you decide if Clevertim is the right web based contact management for your business.

If you are one of our existing clients and have a special tutorial request, do let us know and we will add to the calendar. And don’t forget to subscribe to our channel to get the latest updates.

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.

 

Keeping up with the trends

Isn’t it fantastic how in this day and age you can almost immediately react, adapt, create something new for your business, based on a piece of news, a campaign that has gone viral or a life changing event? Thanks to social media and online news, we can be constantly monitoring and riding the right wave. From a marketing point of view, it is refreshing to be able to experiment and try new approaches. And unlike popular belief, when something goes wrong – as long as it is not terribly wrong – it is possible to control the damage and move on.

A year ago, the ice bucket challenge, a campaign to raise awareness of ALS, or amyotrophic lateral sclerosis, went viral on social media, got loads of people that had never heard of the disease involved, celebrities took part of the challenge (and those who refused where criticised), lots of money was raised. Some brands – including biggies like McDonalds and Energiser were quick to use the opportunity to promote themselves, I mean, help with the ALS cause. Samsung went ever further, and challenged its competitors Apple and Nokia to take the challenge as well (watch the video here). And because it’s hard to predict how long a topic will be trending, the marketing teams have to be quick, bypass high management approvals, and go for it.

As with most of the things online, people tend to forget quite quickly about these things, which makes this “exercise” a challenge in itself. Big companies, global brands, they have the bucks, they have the teams, they have the brand to put these actions in place. They will select the right picks as overdoing it can also damage the brand, but they have the means to react quickly. Now how about small business? How can the small players take advantage of the immediacy of trends to help boost their businesses?

There is more than one answer to this question. One of them is “they don’t. Just ignore the buzz and move on”. Sometimes it is not worth the effort and the investment, just to be out there with everybody else. Does it make sense to your business? Is the topic something related to your brand or to your heart? Is it related to your clients? Luckily, there are ways to be part of it, without breaking the bank or diverging half of your team to implement it. Words, for example. You can write a nice/funny/powerful message on your Facebook page, you can donate money for a charity, you and your staff can form a team and run the half marathon to support a cause, you can share someone else’s story or activity that you think your customers will like.

For us, here at Clevertim, sometimes we like to have a giggle and wonder what we could have done around one of those moments, like with the ice bucket challenge, for example. “How about getting Tim, our mascot, to take the challenge?”. We have a laugh and focus on making our product better for our customers, implementing new features, reading reviews, asking for feedback. Because at the end of the day, if you don’t have a great product or offer a great service, what is the point in even promoting it?