Catégories

Contacts

Contacts are the people you know in your customers.

Francis Masse is a contact of the Collabox client

A contact in the Collabox is a very important key for all the activities of your company.

Mass mailing system – Corporate SMS

By Contacts, New arrivals, Your CRM

*Enhanced function*

Collabox offers the possibility of obtaining a corporate SMS sending system for your clients, contacts or employees. The benefits are numerous and increase the efficiency of communication with your customers and employees.

Collabox has improved the functionality of the corporate SMS. Thus, the recipient can choose to receive the alerts directly to his personal account without having to check the corporate account in question.

Customer Communication

Give the corporate number to your clients and contacts for more effective communication. They will be able to reach you quickly and you will also be able to inform them about the progress of their project, send them order reminders or announce a new feature.

Internal use of corporate SMS

Use the corporate SMS number to manage your company’s internal communication. Assign all your employees to an appointment or assign them common tasks. Also, notify your team of a new project or other pertinent information such as an emergency, change in priority or change in schedule. Even faster than email!

How to write an SMS

You have two options for writing a text message via the Collabox. It is possible to write messages in advance and keep them in memory or to write a more personalized message live. Attention, the message has a maximum capacity of 160 characters.

The pre-recording of messages is done from the “SMS messages” tab.

Give a title and write a message that will be saved in Collabox.

Then, go to the tab “Send SMS” in the left menu.

Select a pre-recorded message or opt for live texting.

Then fill in the information relevant to the shipment. You can add distribution lists, for example a group of customers, a delivery route, a work team or a prospecting list.

It is also possible to send mass SMS to delivery routes. For example, to notify customers that there will be a delivery to their business or for marketing messages.

Delivery routes are set up from your contact list (CRM).

In the“Contact Form”, you have to check the SMS box to access this list.

Corporate SMS management

Collabox records all corporate SMS messages received and sent.

To access it, first go to the Tools menu and select Send SMS.

Then, several filter options are available to you. Search for a message quickly by customer, contact or employee. You can also filter the results by date.

Terms and conditions

To access the corporate SMS, you must contact us by email at info@collabox.com or by phone (418) 907-9274. Collabox will assign you a specific email number. A fixed monthly subscription fee and a usage fee per SMS apply.

Configuring your Collabox: the opportunity table

By Configure your Collabox, Contacts, Follow-ups, Your CRM

One of the features offered by Collabox CRM to manage your sales in real time is the opportunity table.

Efforts to acquire new customers are among the activities that must be constantly reviewed and updated. Management tools such as the CRM (Customer Relationship Management) are therefore becoming essential in the search for sustainability and growth of companies.

Efficient and customizable, the Collabox opportunity board allows you to “click and drag” and dynamically process your sales opportunities. At a glance, visualize a “sales funnel” by customer, by product, by amount or by service sold.

The basic steps for configuration are as follows.

Step 1

Types of intervention contact

Turn your Collabox CRM into a memory aid.

First, create your own types of interventions to keep notes on the products/services that have been presented to prospects. All this in order to obtain very detailed reports of your salespeople’s activities, among others by Solicitation report.

The following are examples of the types of interventions:

  • Telephone prospecting
  • Video conferencing
  • Email prospecting
Types of intervention

Contact qualifications

Then label the contacts, for example “A” or “Platinum“. Collabox gives you the possibility to customize your tracking system. By categorizing your contacts, you will be able to sort them according to their order of importance.

Examples of Contact Qualifications:

  • GOLD
  • SILVER
  • BRONZE
Types of contact qualifications

Opportunity products

Then, make a directory of all your products or services to follow up and find out the potential revenue per opportunity.

First, go to the “Opportunity Product” tab in the left menu. Then add a product.

Types of opportunity products

Opportunity statuses

In the methodologies related to the use of a CRM, it is recommended to use a BOM system to help track the evolution of sales opportunities.

Opportunity status” is a term used to describe a factual situation regarding a potential sale. This way, it is easier to determine at a glance the different statuses of the sales opportunity according to the stage of the sales process in which it is located.

Create your own BOM or use the one proposed by the Collabox.

Here is an example of nomenclature:

Types of opportunity status

Customization

Finally, the procedure for customizing the opportunity status nomenclature is available here.

2nd step

When your initial configuration is complete, perform step 2 from the contact form. Each tab will give you the ability to customize the contact management experience.

Assignment of “sellers ” to the contact

First go to a contact record and select the “Assignments” tab. Then check the employees who will be able to manage the selected contact.

Contact qualification

Then select the “Info” tab of the contact. Then choose the appropriate qualification type for that contact.

Follow-up date

While remaining in the “Info” tab, then add a follow-up date for the contact in the “Seller” box.

You are now ready to use the CRM function of the Collabox!

If you have any questions, do not hesitate to contact us, we will be happy to answer you.

info@collabox.com (418) 907-9274

Electronic signature tool for service offers

By Digital transformation, Follow-ups, New arrivals, Service offerings

Are you wasting a lot of time getting your service offers signed electronically? Collabox has introduced a feature that allows your customers to sign the service offer you send them directly in the email. Here is how to use this function.

Write a message

When your service offer is ready to be sent to your client or prospect, go to the “Email” tab of the form.

Emailing" tab in the form for creating a service offering.

Then, write your message with a subject and a sending email. Note that your service offer is automatically added as an attachment.

An example of a message to be sent to a client via the Collabox email platform.

Add the option of electronic signature

Below the message are several options in the form of check boxes. First choose who will receive a copy of the message, then select the “Signature Required” box.

Check box to determine to whom the copy of the message will be sent. In addition, a "signature required" box is checked to allow customer signature.

When the customer opens the message, they will have the option to sign the service offer by clicking on a link.

This is an image showing the text sent to the customer for the online signature of the service offer.

Here is a preview of the Collabox signature visual.

This is an image showing how the customer will be able to sign the service offer.

When the customer has signed the offer, you will receive a notification.

Message sent to the Collabox user when the customer has signed the online offer.

In addition, the service offer icon turns green. This way, it is easily identifiable and you don’t have to open the document to check that the signature is present.

When the service offering is signed by the customer, a green icon appears next to the service offering number in the Collabox list.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Blog to continue using Collabox!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274

Opportunity statuses

By Configure your Collabox, Contacts, Your CRM

The Collabox CRM module allows you to assign opportunity statuses to your customer records. These opportunities complement the skills to better manage your sales activities by showing you where to find the ripest fruit.

Create your opportunity statuses

You will be able to use the basic statuses that we have created for you, but we have also given you the possibility to create your own opportunity statuses so that they better fit your business. To use this new functionality, you will have to start by determining the number of statuses required, their respective names and the percentages to close (chances of obtaining the contract) that will be associated with them. To determine the opportunity statuses that you will use in your Collabox, click on the module Contacts .

‘opens in a new window) In the left menu, select Opportunity statuses .

To use the basic statuses, click on Add basic opportunity statuses , then on Okay .

The following statuses will appear on your page:

To create your own statutes, click on the menu Add an opportunity status. This will create your first status, or a new one, if applicable.
Note: If you have never created a status, you will come across a blank page with the menu at the top.

Simply fill in the blank fields and click Save. Your first opportunity status is created! Repeat the previous step, followed by this one, to complete your status creation.
Note: The % to close that you determine in this section will correspond to a default value used in the Projections report sale to weight the sums of the contracts in tender. For example, if you made a bid of $ 25,000 to a client for whom you estimate the percentage of close at 75 %, the weighted income in the report will be $ 18,750.

Sales projections report

Here’s a look at one of those reports we mentioned earlier. It is presented to you with graphics, but also with the data written in tabular form.

One of the statuses no longer suits you? No problem! You can deactivate it at any time by selecting said status, then clicking on Deactivate.

Assign opportunity statuses to customers

Knowing how to create opportunity statuses is good, but you also have to use them! After having completed the creation of the statuses, you must go to your customer files to assign an opportunity status to each person.

In the module Contacts , click on Contacts list , then on the name of the person you are interested in.

You will enter this person’s file and automatically arrive in the tab Info . The first box on this tab includes the qualifications and the opportunities .
In the red box that you see, you can: indicate the title of the opportunity in the empty field; choose the opportunity status with the drop-down menu located just below; and select a submission.

Then you need to add a follow-up date , as you can see in the following red box. You will see, in the fields under the follow-up date, an estimate of what the customer is reporting to you based on the percentage granted to their opportunity status. This is also what is found in the Sales projections report .

Edit an opportunity status

When you want to change a customer’s opportunity status, you have two choices. You can make the change from the opportunities table, with its “drag and drop” formula, or go directly back to the client file.

To access the table, go to the tab Opportunity table .

You will see this table appear, offering you an overview of the progress of the files. You will see all of your customers based on their opportunity statuses. The table is sorted by date or by amount, depending on the option you choose. Each column corresponds to a status. It includes customers who share this same status, as well as a total of the weighted sums in the last row of the table.

To change the opportunity status of a customer, select the check box corresponding to the customer using your mouse. Hold down the left click while dragging the box to below the new status, then drop it to its new location. The new status will be saved in the table and in the customer file, and the color of the rectangle will automatically change.

List of follow-up dates on mobile device

By Contacts, Follow-ups, Your CRM

Get a list of follow-up dates for each of your assigned contacts via your computer or mobile device. Our CRM has all the advantages for a complete management of your business! You can take a look at the Contacts module for more details.

List of follow-up dates on mobile device

The list of follow-up dates and its display is totally adapted to your mobile devices. So you can easily consult it wherever you are. To find it on your smartphone or tablet, open the main menu of Collabox and select Contacts.

Visual of the home page of the Contacts module on mobile devices.


You will come across a page allowing you to perform a quick search or a specific search in your contacts. At the bottom of the page, click on the link List of follow-ups to search for traces based on a predefined period of time.

Visual of the Follow-up List page

Select the time period that interests you. A new page will open and display the clients, as well as the follow-up dates that correspond to this period.

List of follow-ups : to come

If you want to do a new search, click on the drop-down menu, p uis, select a new period.

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274

CRM

By Contacts, Your CRM

The Collabox CRM Module is a Customer Relationship Management (CRM) tool. Its objective is to retain customers by offering them the best service. Here is what this function looks like in Collabox.

A dynamic database

Get a tool that helps you easily and quickly reference your customers’ information within the company. The Collabox CRM Module is powerful, reliable and fast to use.

Today, certain customer information must often be shared within a team. Share them quickly with CRM software rather than accounting software.

A reminder system

CRM software remembers things and tasks for us. For example, it means you have to follow up or postpone a follow-up with a client. Then, it keeps in memory your various exchanges.

You shouldn’t be “behind” in following up with your contacts. If you are late, you have to take care of it, or push back in time. It shouldn’t be negotiable, and a CRM is a good way to manage those dunning dates.

See how the follow-up of the relaunch looks on the Collabox

In the Collabox, contacts whose follow-ups are overdue appear in red. Those for the same day are in green and those planned for the future are in blue.

A qualification system

Collecting a massive callback list is easy. So easy that you can quickly get overwhelmed with the number of follow-ups to do. The solution would then be qualification. You “qualify” your contacts so that you can sort them according to their importance to you. So you will do the “A” clients first (or “Platinum”, or “premium”, or “+”, you decide) and roll over the others’ follow-up date for when you have time.

Procedures for dealing with our most valuable contacts

First of all, you need to decide on your criteria for qualification. You have complete freedom; you decide what your most qualified and least qualified contacts will be called.

Then, when you access the list of contacts, you can decide to display only those who are of a certain qualification level (or combine this criterion with another, for example to which salesperson it has been assigned).

The inventory of our offers to present

When you are in a relationship with a customer, you often have all kinds of products and services to offer them. In a business development context, for prospects or for existing customers, a well-designed CRM will highlight the products and services you can offer your customers.

Configuration of 'intervention types'

In the contact card, Collabox users can configure types of interventions. These allow you to keep notes on the products that have been presented to prospects to easily produce reports of their activities.

Here is an example of a report produced when you click on “Sales activities”, in the left bar under the “Contacts” tab, in Collabox.

The memory of your relationship with your customers

A CRM is the tool that remembers everything: discussions, agreements, multiple contacts, etc. It is perfect when you need to know what you, or one of your associates has agreed with a client. CRM therefore becomes your memory aid for your customers. Over the years, you will accumulate a real story about your relationship with your customers.

A tool to measure our solicitation work

English speakers speak of the “funnel”. This is the sales funnel. From a large customer base, what revenue can you expect to get from them? In Collabox, you can specify for each quote, the percentage of chance of concluding that you estimate to have for each contract.

If you have any questions, please contact us and we will be happy to answer them.

info@collabox.com (418) 907-9274

Email and SMS notifications

By Contacts, Follow-ups

Email and SMS notifications

Receive notifications from Collabox for several features so you don’t forget anything. Whether it’s for appointments, projects, tasks, file follow-ups, dinners, team meetings, or soccer games, Collabox is there for you.

How to enable notifications

In the vertical menu on the left of your screen, first click on My Preferences under the Preferences section.

Then go to the Advanced Preferences tab.

Locate the section Notifications. You will see all the features for which it is possible to send a notification by email or SMS.

All you need to do is check the box corresponding to the type of alert you are interested in, save the changes and you will start receiving them automatically.
* Please note that charges may apply when you receive SMS notifications. Chat with us to find out about package options.

Particularity of the follow-up dates – contacts

You can also choose a reminder time (which will appear as a notification) in a contact’s record in the same place as the follow-up date.

For the reminder to work, make sure you have checked the box. Allow to create contact follow-up date reminders , in your preferences. Also, if the follow-up time is midnight (00:00), the reminder will not work. You absolutely have to choose another time.

If you have any questions at any time, you can contact us and we will be happy to answer your questions.

info@collabox.com (418) 907-9274

Followmail

By Configure your Collabox, Contacts, Followmail, Tips and tricks, Your CRM

The Followmail is the tool to create and send your messages, newsletters, promotions, advertisements from the Collabox!

Do you have a nice list of contacts you want to reach with a newsletter? Go no further because Collabox is your most practical tool with Followmail! It includes an email editor, but also a distribution list wizard that will search your contacts directly in the database. It also offers a mailing manager to plan your campaigns.

No more multiple lists and software, Collabox is all-in-one!

How Followmail works

To access the Followmail function, you must first click on “Contacts” in the navigation menu at the top of the page.

Next, create a distribution list. This list will include all the recipients of your message. These must absolutely be part of your Collabox contacts.

Distribution list

To create a new distribution list, first click on “Distribution List” in the left side menu.

Then select “Add a distribution list”.

Find a name for your list and then click on the “Add Contacts” tab.

Then, You will then see a list of all the contacts associated with you. Select the ones you want to add to the distribution list. Click on “save”.

The message

Once the distribution list has been created, you must prepare the content of your communication. To do this, click on “Messages” in the left sidebar.

Here you will find all the messages you have written. To create a new one, click on “Add message”.

This is where we let the imagination run wild. Followmail includes a free message editor. Once the message is composed, don’t forget to save. * From experience, we suggest that you write your messages in a text editor like Word. You will only have to copy and paste your message and adjust the layout. Tell yourself that it takes less time to proceed in this way than to start all over *.

Sending the message

Now that your message and your distribution list are complete, we can now plan the sending. To get there, click on “Shipments” in the left sidebar. You will be automatically redirected to the page containing all the shipments you have made. To create a new one, click on “Add shipment”.

Find a title for your sending, choose the sending date and the message to send. Finally, select the name of the distribution list you want from the list at the bottom. Finally, click on “Save”.

Once the message is sent, in the right column you will see the mention “Sent” as status.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Blog to continue your Collabox configuration!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274

Update a prospecting list

By Contacts, Follow-ups

You can easily update a prospecting list. First, create your prospecting lists that you can reuse year after year.

Create a list

To create a prospecting list, go to the “Contacts” tab, select “Prospecting Lists” and then click on “Add a Prospecting List”.

Page Prospecting lists

Name the list , then click “Save”. To add contacts, click on “Add contacts”. You can choose to Add a contact :

Page Adding a contact

… or import a contact :

Importing a contact

To proceed more quickly, use the “Contact search” tool to search for customers by city or zip code grasped :

Page Contacts search

Select clients that you want to add to an already existing list or to a new list.

Page Contacts list

Then with the drop-down menu “For selection…”, go down to the “Prospecting” section and choose the desired option .

Scrolling menu
Page Contacts list

There you go, your list is complete!

Update a prospecting list

Reorganize your list or update it easily. You just have to drag and drop, on computer as well as on mobile devices, the different prospects.

Click and drag on mobile device

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Documentary Blog to continue using the Collabox!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274 ext. 120

Prospecting lists

By Contacts, Follow-ups

Dear salesmen, you are planning to go on tour and need prospecting lists? We’ve got you covered! Thanks to the Collabox, you will be able to plan your routes efficiently and leave with peace of mind.

You can now create prospecting lists on the Collabox. Access your prospecting list, the contact details of your contacts and the comments left in their individual files anywhere and anytime!

Prospecting lists

To access prospecting lists, go to the module Contacts , then click Prospecting lists in the vertical menu.

Collabox vertical menu, section Contacts


You will see all of the prospecting lists that you and your colleagues have created.

Page Prospecting lists


When you click on the name of one of the lists, it opens with a detailed list of contacts (2), ranked in order of priority (1), with emails (3), a follow-up date (4) , follow-up date (5) and sections (6).

Page Updating a prospecting list


Let’s look at each of these elements in a little more detail.

  • The priority order , located to the left of your clients’ names, is changed at any time. It is used to place in order the people you are going to visit according to their geographical position or their availability to meet you.
  • The follow-up dates are displayed in blue for upcoming follow-ups, in red for follow-ups whose date has passed, in green for today’s date.
  • The ” Follow-up date note ” is permanently displayed directly in the list.
  • The icons allow you to access the history of comments in your client’s file and to write new ones. Comments are displayed from most recent to oldest.
  • Sections are used to divide the list into several sections that you can name and date.

Interesting shortcut: In a customer’s contact record, you can click on the ” Google ” icon which will redirect you to Google Maps at your customer’s address.

Page Updating a contact
Mobile device version

We have also adapted the display of prospecting lists so that they are pleasant to view on a mobile device .

List preview on mobile device

The prospecting list is displayed like this. By default, you only see your own prospecting lists. To also see the lists of your colleagues, click on the link All the users .

Page Prospecting list
Mobile device version

The initials of each of the sellers will appear next to the name of their listings.

Page Prospecting list from all sellers
Mobile device version

Click on one of the lists to consult it. There are two differences between the mobile version of this page and the desktop version:

1. Sections are displayed in black.

2. The follow-up dates are clickable. They take you to a new page which allows you to directly edit the last note you left as well as the follow-up date.

Page Updating a prospecting list
Mobile device version

The new follow-up note and date edit page is available exclusively in a mobile version.

Track note and date edit page
Mobile device version

The comment history is displayed as follows:

Page Comments for contact:[nom du contact]
Mobile device version

… and adding comments like this:

Page Add comment to contact [contact namentact]
Mobile device version

It is even possible to record a comment by dictating the message aloud.

Check out our article to find out how create or update a prospecting list.

You can also watch several videos on our Youtube channel and visit our Tips and Tricks section in the Blog to continue your Collabox configuration!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274