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.

Opportunity statuses

By Configure your Collabox, Contacts, Your CRM

Opportunity statuses are linked to your customer records. These opportunities will complement the qualifications to help you better manage your sales activities by showing you where to find the ripest fruit.

There are 3 main actions:

1. Create your opportunity status

2. Assign opportunity statuses to customers

3. Edit an opportunity status.

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.

You just have to fill in the free fields and click on Record. 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

Do you use our CRM?

If the answer is no, we invite you to take an overview of the module Contacts to see all the advantages of our CRM.

If so, you probably know that it is possible for you to define one or more follow-up dates for each of your assigned contact persons. They are also of great help to you, we know something about it!

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.

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.

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.

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


By Contacts, Your CRM

Collabox CRM is a tool for customer relationship management (in English Customer Relationship Management – CRM). Its objective is to retain customers by offering them the best service. Here is what this function looks like in Collabox.

A dynamic database

You want to have a tool that helps you in an easy and fast way to reference information about your customers within the company, CRM is the best.

Today, all information about customers must be shared within a team. If the reference to your customer information is on your accounting software (many of our customers were), it might be better for you and your team to use a CRM.

A reminder system

A CRM is made to remember things and tasks for us. It can mean doing or postponing a follow-up with a client and remembering that you have been in contact with someone before, even if you don’t remember it at the time.

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.

Email and SMS notifications

By Contacts, Follow-ups

Email and SMS notifications

Appointments, projects, tasks, follow-up of files, dinners, team meetings, dentist, soccer games … When you have to juggle all this, you have to be a real pro of the agenda … And even!
Did you know that you can receive notifications from Collabox for several features so that you don’t forget anything? This article is for you!

How do we activate these alerts? Follow the guide, it will only take you 1 minute.

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

Collabox vertical menu

Go to the tab Advanced Preferences of the page My preferences .

Page My preferences

Locate the section Notifications. You will see all the features for which it is possible to send a notification by email or SMS. They are as follows:
– Assignment to a project
– Decommissioning to a project
– Production of a project
– Assignment to a task
– Assignment to an appointment
– Appointment reminder
– Reminder of contact follow-up dates
– Task completed

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.

Advanced preferences tab, page My preferences

Particularity of follow-up dates

Before, you only had the possibility of determining a date to follow up on a client file. With our new update, you will also be able to choose a reminder time (which will appear as a notification) in a contact card 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.

There you have it, one less puzzle!


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

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 as well as a distribution list wizard that will look for your contacts directly in its database. No more multiple lists and software, Collabox is all-in-one!

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

Before sending your communication, the first step is to create a distribution list. This list will include all the recipients of your message. These must absolutely be part of your Collabox contacts.

How to create a distribution list?

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

Then click on “Add distribution list”.

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

You will then see a list of all the contacts associated with you. Select the ones you want to add to the distribution list and click “save”.

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 *.


No problem ! Followmail is able to accept HTML files. So, the beautiful presentations made by your programmer can be integrated easily. At the bottom of the editor, you have a “Create message from HTML file” section. Select your file and save it. You can also preview it before if you want.

No programmer and no talent? We like Litmus as an online resource which offers newsletter templates that you can modify. However, you must have minimal knowledge of HTML to be able to modify them to your specifications. No knowledge? Codecademy is a tool which can teach you the basics quite quickly in programming.

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.

Create a prospecting list and update it

By Contacts, Follow-ups

You can easily create prospecting lists , but also update them to reuse them year after year.
Here’s how to do it in a few steps
To create a prospecting list, go to the “Contacts” tab, select “Prospecting lists”, 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!

For rearrange your list easily, you just have to click and drag (“drag and drop”), on computer as on mobile devices!

Click and drag on mobile device

Prospecting lists

By Contacts, Follow-ups

Dear salespeople, are you planning to go on a prospecting tour soon? Are you already anticipating omissions, misunderstandings, lost memos along the way? 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 contact files anywhere and anytime! 

We give you an overview of these new tools.

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 ”  Note date followed  »Is permanently displayed directly in the list.
  • The icons  allow you to access the history of comments entered 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 little shortcut  : In a customer’s contact card, you can click on the ”  Google  Which will redirect you on Google Maps to 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 Adding a comment to the contact[nom du contact] Mobile device version

* It is even possible to record a comment by saying the message out loud. No more excuses for texting while driving!

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

Overview – Contacts module

By Contact persons, Contacts, Your CRM

When you have a ton of contacts, a management tool is invaluable. We understood that and that’s why our contact management module is great! It allows you to keep all important customer data in one place, but also it allows you to keep an eye on follow-up calls to be made. You’ve come to the right place to find your next best friend / assistant;).

First of all, you must access the module by clicking on “Contacts” in the bar at the top of the page. You will then see the list of all your customers. In our example, we only have one. We will resolve the situation by adding new ones.

To create a new contact, you must click on “Add a contact”. This section allows you to gather all the information about your contact, including their contact details. All you have to do is complete the fields on the screen and click on “save” at the bottom of the page to save the file.
Screen Shot 2016-04-29 at 09.15.18

This page has several very useful sections. The first, located in the upper left corner, allows you to enter comments.

Comments section

Very useful when you have several salespeople interacting with the same contact! The comments section allows you to enter notes to the form. You can also indicate how you contacted the person.Screen Shot 2016-04-29 at 09.15.38 By clicking on “Show comments” you will be able to see all comments, no matter who wrote them. Thus, all the information is transmitted between the people concerned.Screen Shot 2016-04-29 at 13.13.52

Another handy section is the tracking function. This allows you to select important dates to remember, to follow up with the contact.

Create a follow-up

To create a follow-up date, you must first enter a title for the follow-up. Then we choose the appropriate date for the reminder. That’s it! Screen Shot 2016-03-09 at 16.38.46Once you add follow-up dates, they will appear at the top of your contact’s page as in the example below. If you want to delete a follow-up, just click on the red “X” next to the date.Screen Shot 2016-04-29 at 15.14.34

By assigning follow-up dates to your contacts, they will be visible in the main page of the “Contacts” module (remember when you clicked on the “Contacts” icon in the top bar?).

The dates in green indicate the follow-ups to be carried out today .
Dates in blue are for follow-ups future .
Dates in red are for follow-ups missed whose date has passed.
Screen Shot 2016-04-29 at 15.15.00

Discovering the tabs

The “Assignments” tab allows you to assign the contact to your salespeople. You can tick more than one seller if necessary. If only one salesperson is assigned to the contact, the contact will only appear in the assigned salesperson’s contact list.

Screen Shot 2016-04-29 at 15.15.21The “Appointments” tab allows you to create, as its name suggests, appointments associated with the contact. Once the appointment details have been entered, it will appear in this tab and in your calendar.

Screen Shot 2016-04-29 at 15.15.43The “Customer” tab contains all the information on the customer attached to the contact. It can be a business or an organization. A customer can have more than one associate contact. For example, you can have the contact details of the President, CEO and CFO as three different contacts in your client.

Screen Shot 2016-04-29 at 15.15.59The “Sending” tab allows you to send predefined emails to your contact, for example a special offer or a newsletter. You choose the message from the list and it will be delivered. A comment will even be automatically added to the folder in order to keep track of the sending of messages.


Mobile contacts

By Contact persons, Contacts

Many of our customers take advantage of Collabox’s mobility to access it on the move. One of the most used features is the Contacts module and we have decided to make their life (even more!) Easier. We have completely redesigned the mobile display to offer you something simple and compact. The new interface therefore allows you to do a quick search among all your contacts, but also your employees and suppliers.

The first step is to connect to Collabox from your mobile. Then you just have to click on the “Contacts” icon located at the top of the page in the menu bar.

You are now in the new interface for contacts. The easiest way to search is to use the quick search. To do this, all you have to do is enter the desired information in the search bar. It is also possible to use the fields “First name”, “Last name” or “Customer” to carry out your search if you wish to limit your search to this field.


After starting the search, you will see all the results of your search. Just click on the contact you want to see for more information.