Bosses and company owners have total control over the admin panel of employees.
This can also be used to lock an employee out, in event of termination, prior to removing their account. Here’s how to change the password – it’s very simple.
Notes, since we’re here:
Roles: This is for use by the Tasks / Ticket system, and allows you to setup automation rules. For more on this, see the automation help. Generally, we strongly recommend you tag the employees into groups, then as thinks happen (i.e. leads come in, deals come in that need fulfillment, paychecks become due, etc.) you can setup “information robotics”. For example, in our case, when a website is sold (contract signed, initial payment made), we automatically trigger tasks to certain parties – you can do the same, as long as you have some groups (tags) set up.
Timesheet has 3 options:
- None. No timeclock.
- Single Login / Employee Attendance. This is for hourly-paid employees who work for you alone, and don’t need to bill multiple clients, bill a file, etc. – you simply track their logins and logouts. The system will tally the minutes worked and record everything – it’s a very simple timeclock, though it will deal with overtime, etc. if you have SwiftClock enabled.
- Multi-Client Billing & Project mode. This is like an attorney’s timeclock – or auto mechanic. Anyone who has many clients to bill time to (including our staff!),
Here’s a question from a SwiftCRM subscriber that I’ll answer online so as to help others:
How do we go in to retrieve names that we have called?
There are a few options here.
First, I’ll assume this is referring to prospects, which are usually imported aged leads or imported data. Assuming that is the case, you can filter by the call-attempt number like this:
This will make the most-called or least called records pop to the top.
You could also sort by status. On the prospects page, just click “attempt” a few times in the header row.
Note: There’s no CSV export on purpose at this time, as some company owners don’t want their employees to have the ability to export their entire list of leads presumably to avoid any temptation. We are working on a system to export all the non-responders, which is part of the “flush dead leads” task i.e. a system to flush out “not interested” etc. – however, this function will only be available to the account who imported the data, to again avoid any disgruntled employees from taking off with data.
Hopefully that answers your question, if not, please advise and I’ll revise this post or add more!
This is the guide for how to create forms through SwiftCRM’s & iSignature’s Document Management System.
Note: As of June 2010, this document is intended for staff, or the truly brave tech-savvy user.
During Pre-Launch, we recommend only that our staff does this for you (per-page setup fee applies), as it is quite technical and not exactly user friendly- yet.
Common Uses of this system are:
- Intake Forms
- Sales Proposals
- Sales Contracts
- Employee Recruiting Processes
Vocabulary Required for this System:
- Front End. This is where the end-client, i.e. the clients-of-our-clients, aka “visitors” (“Contacts”, in database terms) sign their documents and/or fill in information. Subscribers are electronically prohibited from signing through this system while logged into the CRM.
- Back End. This is where the sales rep most typically can pre-fill information into a contract, but may not sign the document.
- DocBundle. A group or sequence of Docs (HTML) and/or PDFs (with “sign here”, “initial here” and/or variable-input layered over the top of it).
- Signor / Visitor. Staff: Never use the word “client” as it is ambiguous whether it is our client (aka a “subscriber”) or their client (our client’s client) (aka “a visitor” or “signor”).
- Subscriber. Someone who is a paying member of our CRM and has access to request signatures from contacts / visitors / signors. This is our actual client, or an employee of our actual client.
- Locked Signature. Once the signor has signed, 100% of the data within the document is locked, and in order to be changed by the subscriber, it musts be unlocked. A snapshot of the data at that time, a completed PDF, and various security data regarding authentication of the signatures is saved to the database. This is usually returned via autoresponder to the subscriber as a signed completed contract.
The basic system works like this:
- Form / Doc Setup. Document is created in HTML, or a PDF is uploaded. Note to our staff: Multiple Docs and/or PDFs can be strung together into a “DocBundle”, and DocBundles have a front-end URL. HTML “Docs” can have inputs created directly into them, in-line, with our pre-formatted print-friendly CSS tags. Note the default value must follow the specific popup naming conventions, as the default values are stripped out at time of signature, but left in when the document is returned, so that our Subscriber receives a fully completed document.
- Form / Doc Pre-Fill. In most cases, a subscriber will enter information gathered during verbal discussion with the end-client aka signor / visitor / contact into the Form/Doc. This data is saved into the fields created in step 1, and prepopulates the doc/contract/proposal for the end signor. This often happens real-time during a phone conversation, sometime during which the sales rep (subscriber) asks the client (signor) to log on and complete the doc.
- Online Signature. Sometimes this is just reviewing information i.e. in the case of sales proposals, or just review then payment (invoices), but most often, it’ll be a combination of forms including electronic signature, and possibly payment within the same docbundle.
- Data-Lock. Our CRM then saves all info as locked status with a snapshot of the data.
Have you ever been frustrated by trying to synchronize your outlook to a different computer or your phone?
Have you ever needed an email from your work computer, and had to drive to the office just to get that email?
Old-style email has outlived its useful life, and the future is with purely online webmail systems.
- It’s “Brandable” / “Skinnable”. The biggest concern people have is that Bob@Accounting.com is going to show up as TequilaShots@gmail.com – this is not the case, if you don’t want it to be. There are 2 ways to ensure that you use Gmail as a web-client and as the postman, but not as your sending address. More on this in a bit, but rest assured, I can send email as roger at swiftcrm dot com, but I’m technically using gmail’s web interface. You can even send as several different accounts if needed from within one webmail account.
- You can still use Outlook or Thunderbird – the trick here is to leave your email on the server. I do NOT recommend this, as it defeats some of the benefits below – but it is an option, and may prove helpful for a brief transition. Both Gmail an Yahoo and probably hotmail allow Pop3 & Imap.
- It’s always synchronized. Access your email from your phone, different computers, home, work, the car, and it doesn’t matter: it’s all in front of you, and it’s all searchable.
- It’s cross platform. It doesn’t matter if you have a PC at the office, an iPhone, your wife has a mac – you can check your mail from any online device, even WebTV, Ubuntu powered netbooks, etc. and it won’t matter.
- The future is more automated. SwiftCRM is heavy into automation – we believe it’s Web 3.0. You set up logic online, and get more done with less work.
- It helps you create better email habits. If you have more than 200 emails in your in-box, chances are high your inbox is out of control. I used to have thousands of messages, then a few times a year, would delete hundreds at a time. I’d miss sales opportunities, simply because they fell off the main pane of my email. I missed events. It was horrible, ineffective, and sloppy. Now I practice “inbox zero”, a concept put forth by David Allen’s landmark book “Getting Things Done”, in which he calls most inboxes a complete mess of unsorted tasks, worthless junk you are going to later ignore anyway, requests for information you simply haven’t mentally processed yet, etc. – so take back control, read that book, and you’ll quickly find your inbox should only be a staging area or collection area. As selling opportunities come in, you need to immediately put them into the correct tool for the job – SwiftCRM – so they are correctly followed up on, and furthermore, that followup is largely automatic. Read the book to get the full concept, but in short, your inbox should be small. To be honest I rarely get fully to zero, but I am almost always under 100 messages and I am fully in control of my communication, tasks, calendar, etc.
- You’ll have fewer problems. If you’ve ever seen the annoying “send error” messages from old-school devices like outlook or thunderbird, you’ll welcome working online, where you simply don’t see them. Let the pros at Gmail, hotmail, or Yahoo mail take care of that stuff, so you don’t have to.
- Email is evolving, but desk-based-tools are not (as fast, anyway). Case in point: Google Wave. While I and many mostly yawned at Google Wave, that’s really only because it’s not integrated. As online communication in general evolves, web-based-tools are better suited to evolve with the internet – with Google Buzz, twitter, Linkedin.com, etc. becoming more integrated as simple asynchronous communication (one person to many readers) you’ll see these systems become less alienated and more a part of the tools we use daily. It’s already happening on phones, and I think the web based email systems are likely to evolve as more programmers develop plugins for them.
Next, let’s assume you’re sold and want to make the switch. How? Here’s how, for a single user or small company using the “simple forwarding method” (free).
- Setup Gmail addresses for each employee including yourself, and perhaps one or two boxes that multiple people can access, i.e. faxes. This is free, at Gmail.com. Tip: Either use people’s phone extensions i.e. YourCo-33@Gmail.com, or their firstname i.e. Swift-Bob@gmail. Remember, they’ll never need to give this out to anyone outside your company, so don’t worry about the details just choose something easy to remember and that will work consistently for your company.
- Setup Forwarding so that YourBox@YourServer.com redirects to YourNewGmail@Gmail.com
- Enable branding by…
- Login to Gmail
- Click Settings top right
- Click Accounts & Import
- Go to “Send Mail As” 2nd section down and click “Send Mail from Another Address”
- Enter YourBox@YourServer.com.
- Verify your email address
- Set the default settings to YourBox@YourServer.com if you prefer.
That’s it! You’ll probably be briefly annoyed for about 2 days while learning the new system, and you’ll still need to access some of the emails off your old system – but push through it. The payoff is absolutely worth it.
There is a 2nd method of note, which is called “splitting the MX record”. In short, your system administrator will make an adjustment to your server that tells the world your web traffic belongs there, but your email belongs at some other server, i.e. gmail or yahoo or GoDaddy, etc.
Once you do this, you have greater control but will also need to pay for email hosting at that secondary service.
Switching to SwiftCRM is really just a few specific project-steps.
If you are switching to SwiftCRM from a competing leads management software or CRM package, we recommend doing this on a Friday afternoon, so we have a concrete, specific switchover date. Once switched, it is paramount that no data is entered in to the old CRM, or you’ll “Fork The Data” i.e. have some deals in one system, some in the other.
If you switch on a Friday with the data, we can schedule training for staff for Monday AM to ensure a smooth transition. Generally, what works best is to have a designated expert within the company to funnel all questions through. For the first few days, we expect a lot of questions and even welcome them – as we want the software to be truly useful, and the switchover as low impact as possible. People will be likely annoyed at times simply because of habits, but the sooner we get to new habits being formed, the sooner you’ll get to increased ROI.
The steps are:
- A quick consultation to determine the labels and customization for the CRM.
- Basic Setup of the Master Account for Company-Wide Settings
- Setup of all Employees for your company (one CRM account per employee)
- Setup of Campaigns / Marketing Methods
- Export of your Source Data from other CRM or contact manager, as a CSV file
- One of our experts will then Find & Replace fields in the Source Data to match the required fields in SwiftCRM, if you have multiple employees and/or multiple deal-statuses in your old CRM (most do; i.e. prospects, leads, transactions, closed transactions). This ensures smooth data transfer.
- Verification of Data Integrity – we can delete the batch and re-import if there are any problems.
- Confirmation of Data Integrity.
- Training of humans to break old habits and thus get the benefits of SwiftCRM – which is more closed deals, faster, better, cheaper, easier, and more automated. The software works – if you use it.
Once we confirm the basic data integrity of your overall files, we can then proceed to setup of more advanced functionality within SwiftCRM, which is:
- Hookup of any existing websites to feed SwiftCRM
- Setup of Documents. Internal-Only Company Docs, Contracts, Proposals & Invoice Templates along with corresponding iSignature online signature when needed, and SecureCheckout online checkout for e-commerce
- Setup of Basic Autoresponders
- Setup of advanced automation
- Setup of Website Control Panels and/or landing pages
- Finally, a review of what’s done, and review of any specific functionality you might not need that needs to be built out, or more often, human understanding of the existing systems increased to support your business agenda.
For importing either an existing pipeline of CRM data or a list of aged leads, you’ll want to use the CSV Importer.
Find this under Prospects >> Import.
First we’ve give you the quick overview of this system, then we’ll show you some common mistakes i.e. help you troubleshoot, though the majority of users have no problems and successfully import their leads with no additional help from us.
Generally, this is something done from within the “master account” i.e. “bosses login”, as this provides you special options on who gets these leads.
The process is 3 steps:
- Prepare Source Data. You need your data in CSV format. Straight up, plain-jane CSV – not MS-DOS or any other variation of CSV. Regular comma separated values data, saved in plain text format with a .csv ending.
- Upload. From within SwiftCRM, login and go to Leads >> Import, at http://my.SwiftCRM.com/index.php?file=import – on this page, set [TIP: USE TAB AND UP/DOWN ARROWS or type a letter or two...]
- Label. This is just for you. The campaign and date will display automatically, so we recommend a short description of what this data-batch is i.e. “FindYourCustomers Aged Batch #3″.
- Cost. If you paid for this data, enter a cost and it’ll create an accounting record, which later helps you track ROI.
- the Opportunity Type i.e. what type of leads these are (i.e. homebuyers, debt settlement leads, etc.). Select from the list whatever applicable.
- Status. We recommend “New Uncontacted” at the top. Type “N” to find it quickly.
- Name your campaign (leads source) i.e. “FindYourCustomer.com Aged Leads” for example; this is very important in order to see your total # of deals you close from the data, cost-per-closed-deal, cost-per-contact, total ROI based on that lead source, etc. Note you need to have the campaign defined in advance. If you don’t see your lead source, stop and go add it first – you’ll thank us later – by going to Admin >> Marketing Dashboard, then click “New Source of Business” or “New Campaign” at the top. Assuming your source-of-business / source-of-leads is already an option within this dropmenu, select it. Note SwiftCRM can help you track ROI across a data-batch AND a campaign; a campaign is usually multiple data-batches.
- Set your Access. Most common is “Entire Company”; this means all employees who have CRM access can work these leads, then when they get a “Game On” i.e. interest from the prospect / lead, they’ll click “Convert to Opportunity”, which will move it from the companywide-accessible prospects pool aka “the Shark Tank” to their personal pipeline of actively-worked leads. Obviously they can reassign that lead at any time and it’s subuject to “lead retraction” if you have that set up i.e. the lead isn’t proceeding and your company settings are set for that. Other options are to define a few specific accounts (format as 687,688,685 – comma separated, no spaces), just me, or “defined in CSV” which is used most often for moving an existing pipeline of deals/leads into SwiftCRM.
- Map Your Fields. You’ll see on the left your source data (2 rows…usually the “title row” and a second “example row”), then on the right, drop down the “bookshelf” you want this data pushed into – in tech-speak, the variable you want your source data mapped to. For example, on the left, your source data might be “First Name”, so on the right in the dropmenu, select “First Name”… if you’re unsure, leave it as “comments”, and it’ll simply get added to the comments of the prospect or selling opportunities. Take time with this – it’s worth the time to get it as accurate as you can.
- Done! Push the Save button, and the system will chew on your data for a few minutes and it’ll automagically appear in your pipeline(s). Note if you have a large file, this might take 15 minutes or so to appear, but it does start processing within 2 minutes of your upload. To view, click either “start” to see some on the bottom left (from the home page), or click Leads >> Imported Leads.
On the left you’ll see a table labeled “Previously Imported & Exported Data-Sets”. It should be pretty self explanatory; most useful is the re-export non-responders for use with direct mail. This ensures you aren’t re-mailing your actively-working leads and/or deals-in-process, while reducing your mail costs.
If you are “dialing for dollars” (Phone Campaign work), don’t re-export. Instead, use the data-flush on the prospect main page (Leads >> Prospects / Marketing-Targets) to remove prospects from the system based on the number of calls (most typically, you can flush for any reason, but generally, you’ll remove all the “not interested”, “do not call list” (note: they’re added to SwiftCRM’s internal do-not call list, but it is definitely your responsibility to ensure your data-source provider has scrubbed the data before you import it; most of them do automatically).
Over time, you’ll be able to access more stats about the performance of this exact data-set i.e. contact ratios, closing ratios, etc.
A few notes on the process:
First, you have the option to define any of this data from within the CSV data itself, and SwiftCRM will overwrite any choices made on step 1 with data from within the CSV. This is most often used when migrating to SwiftCRM from competing systems, or from older systems like Outlook or ACT.
Speaking of Outlook and ACT, do not confuse the contact import system with the leads importing system. You can import contacts, but that just imports a contact – which is not the same as a prospective client / selling opportunity. When you enter a new selling opportunity, you are automatically creating 2 things: a Contact record, and a Selling Opportunity. If you import contacts through the contact import tool, you are only importing a contact – 1 bit of data, not 2.
If you are migrating, ask us for help – there’s no charge for this and we want to be sure your data integrity is retained. You can have thousands of deals, spread among any number of employees, various types, various status i.e. closed, lead, open transaction, etc. and the CSV import can handle it, but this is a powerful tool that can make a mess if you don’t get it accurate, as there’s no way to automatically flush 10,000 leads from an account (from the client’s side, obviously we can from the programmer side, but it’s better to just get it right up front).
Questions beyond this? problems? Comment below.
Canceling a Subscription to a Product Requires Two Steps:
We’ll cancel your subscription upon your request, but you need to login to paypal to ensure paypal doesn’t send us future payments! It’s easy.
- Canceling on our side, and canceling on the payment management system, currently Paypal as of April 2010.
- To cancel on our side is easy – just notify us by emailing help [at] SwiftCRM [dot] com.
To cancel on the paypal side, please…
- Login to https://Paypal.com – using your paypal login and password. We don’t have this (and never should!) for your financial security. Click “Lost Password” if you need to have your password emailed to you.
- Navigate to My Account >> History subtab (here – https://history.paypal.com/US/cgi-bin/webscr?cmd=_history )
- Navigate to “More Filters >> Subscriptions & Agreements >> Subscriptions”
- Find the subscription to Gendesic Inc. and click Details
- Click “Cancel Subscription”
This will ensure no further billing takes place. If you are simply changing products (upgrading or downgrading), you can then proceed back to the CRM and just subscribe to any product like a new client and it will instantly be enabled. You won’t need to change your settings or create a new account, provided you use the “Admin >> My Products” screen to order.
If you’re leaving us, taking just 2 minutes to know about how we can increase your business can help you make more money. In some cases, we can solve an “upstream” problem – for example, our online videos are great, but only if you have some web traffic. If nobody is watching them, it isn’t that they don’t work – it’s that you need an audience first. Our SEO (Search Engine Optimization) services and software can help, landing pages, direct mail from within SwiftCRM…. we pride ourselves on solving real-world business problems. If you have a good product at a competitive price, then we can help you produce more leads, then convert a higher % of those leads. Contact us for details – it may be you just had the wrong product for your needs at this time.
A common problem for people that use Paypal Subscriptions is that they don’t know to set the “Source of Funds”.
Don’t feel bad, it’s really not obvious – but this post will help you fix or avoid that problem.
First, let’s assume you had a subscription, checked out, and it’s now expired. Let’s fix that problem so it doesn’t occur again: Simple login to SwiftCRM and go to Admin >> My Products. Select your product that you already have, and click “Order”, to re-check out.
It will redirect you to a Paypal page.
Before you click pay, be sure to click on “Source of Funds” – like this:
From there, you can specify a credit card. If you don’t do this step, Paypal will pull only from your paypal balance, which, since most people don’t actually keep much if any money in their paypal account, means the recurring subscription will fail, and cause you hassle and potentially embarrassment if it fails 3x (our system tries to rebill 3 times before showing the expired message).
If you have any more questions, ask away below – thanks.
This is a help file response to a problem:
“As leads come into the system and are then reassigned, the client still gets an autoresponder from me [the primary account holder, aka "master account", often the boss]. The client is then confused. Is there a way to change this?”
There are 2 relevant settings affecting this:
1. Your outgoing email settings as defined within Gmail’s settings. In Admin >> General Settings, you have “Google Integration Settings”; at this time [Mar 2010] we require use of Gmail as the “postman”, though you can easily set gmail to send as any account (under “Settings” >> “Accounts & Import” >> “Send Mail As”; click “Send Mail from Another Address”). This will result as your autoresponder messages being delivered as You@YourServer.com instead of YourGmailAccount@Gmail.com. In SwiftCRM, you simply set which gmail account to use, but the actual settings are defined on the gmail side. Editor’s Note: We plan to add support for all pop3 / all email servers in the near future.
Solution: Change the settings on the gmail account associated with your Admin >> General Settings.
2. All Autoresponder rules can be set up as “Global” or “Local”, which means bosses (Master Account owners) have the ability at the very bottom of the “Add Autoresponder” page, on which you’re editing the actual autoresponder message, to define whether this message is for the entire company (fire this autoresponder on the entire company’s leads), or your pipeline only.
Solution: Be sure the outgoing autoresponder message is set to “My Pipeline Only” if you want to individually personalize the outgoing autoresponder message.
If this does not fully answer your question, please comment below.