Configure your Collabox

Configure your Collabox to be ready to work

Here are the main steps to configure your Collabox according to the modules or functions to which you are subscribed.


The super user

By Configure your Collabox, Tips and tricks, Types of users

The super user is usually the trusted person in your company who manages the Collabox account for all employees or external users, like the accountant. They have the power to give special rights and access to certain people.

However, the super user can also designate management consultants or outsourcing sales managers, for example. These sometimes work for several companies and require special access rights in accounts that do not belong to them.

With the super user option, they can log in as another employee, but without their login information. It’s practically magic!

Operation of the super user option

The super user finds in his left sidebar a special clickable link, similar to a master key.

In our example, Coralie is a super user. So, when you click on her super user access link, you can see the three accounts that she can visit with her privileges. Let’s say she wants to connect to Bastien’s account. All she has to do is click on “Connection” in the right column.


Coralie is automatically transported to Bastien’s Collabox account. She then enjoys the same privileges as Bastien. She must therefore be careful since it is easy to make the wrong account and thus make changes in her colleague’s Collabox.

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. (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.

Mes préférences

How to change password

By Configure your Collabox, Password and username, Tips and tricks

We present in this article three ways to change your Collabox password.

1- My preferences

2- Configuration by an administrator

3- Link on the home page

1. My preferences

This procedure allows you to change your password. Once connected to your Collabox:

  • Click on the My Preferences tab, located in the left-hand menu.
  • Then, go to the tab Change your password.
  • Enter your new password and click on Register
My preferences

2. Configuration by an administrator

It is the administrator who can follow this procedure for a person in the team.

  • Click on the icon Configuration .
  • In the left menu, click on the tab Employees . You will fall on the page List of employees .
  • Click on the employee whose password you wish to change. You will have access to the file of the employee in question.
  • Fill in the fields New Password and Confirmation (in this second field, you must rewrite the new password).
  • Then, click on the button Record at the bottom of the page.
Update an employee

3. Link on the home page

On the page , click on the Forgotten Password link, which you can see in the following blue box:

Forgot your password?
  • You will arrive on the password recovery page
  • You can enter either your username or your email. This will allow us to email you to change your password.
  • Then click on Send
Forgot your password 2
  • Open message from in your inbox (make sure we are not in your spam emails) and click on the link.
  • You will be redirected to a new page with a form to change your password.
  • Enter your new password and click on To send .
  • A message will appear if your password has been changed.

Custom forms

By Configuration, Configure your Collabox, Forms

With Collabox, you can create customized forms so that only the sections you need appear. Your employees will no longer wonder what information they need to enter and your pages will be faster to consult and without superfluous information.

How to create custom forms

First, go to the Preferences tab in the left-hand menu and select Organization. Remember that only administrators have access to this setting, although it is applied to all employees.

Left menu, tab Preferences

Then go to the Custom Forms tab at the end of the list.

Page update of the organization, tab Info

Then choose a form to customize with the drop-down menu. Modify one of the following five forms: agenda, purchase order, customers, suppliers and projects.

Example of the supplier form

First, the boxes on the right side of the form are used to determine which sections will be visible on your custom form .

Check the box to make the corresponding section appear in your form or uncheck it to make it disappear.

In the red boxed sections in the example, the very first box allows you to remove the entire section.

Supplier Form
Page Organization update , tab Custom Forms

A pictogram representing people is present on the left of each box. Click on it to see the names of your employees. Choose the employees for whom you want to customize the form by checking or unchecking their names. By default, all boxes are checked.

Checkboxes for each employee
Personalized supplier form

Finally, when your customization is complete, don’t forget to click on the Save button at the bottom of the page. Your form will now be adapted to your needs!

Example of custom form
Page Adding a supplier

Proceed in the same way to create the other custom forms. It’s very simple! If you want to add fields inside the forms, see the text on custom fields .

Watch several video tutorials 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. (418) 907-9274

My shortcuts

By Configuration, Configure your Collabox, Shortcuts

Have you ever noticed the section My shortcuts in the left menu of your Collabox? We’ve created it so you can customize it the way you want and add the pages you use most often. Want to give it a try?

Click on My shortcuts under the tab Preferences from the left menu.

Left menu in Collabox

Check the items you want to appear in your quick list, then click Save.
remove items from your shortcuts, simply uncheck them in the same list.

Page My shortcuts

You will immediately see the elements that you have added in your shortcuts to the left menu.
Note: This menu remains visible at all times on all Collabox pages.

Page My shortcuts after updating the shortcuts

When you click on one of the listed pages, you will be directed directly to it. If we take the example of the production calendar, the link will take you precisely to your calendar which displays the project deadlines.

Example of production schedule

This way, you will have one-click access to the modules you use the most! When we talk about saving time, that makes quite a difference!

Watch several video tutorials 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. (418) 907-9274

Choose the language of your Collabox

By Configuration, Configure your Collabox, Language, Preferences

Collabox allows you to choose the language of your software. Originally designed for use in French, it has been translated into English so that you can use it in the language of your choice. Each of your employees can select the language that suits them.

Choose the language of your Collabox

To change the language, nothing could be simpler! First, go to the Preferences section, in the Collabox vertical menu.

Collabox vertical menu, Preferences section

You will arrive in your preferences under the tab Info . Choose the language which you prefer to use using the drop-down menu and click on Record .

Page My preferences , tab Info

Contacts and suppliers

In the CRM Module’s Contacts cards and in the Suppliers cards, you have the option to choose the desired language of communication.

We are constantly updating the software in both languages to provide you with the best possible service. The vocabulary can even be adapted for a particular business, on demand. Do not hesitate to discuss it with us!

Watch several video tutorials 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. (418) 907-9274

Families (categories)

By Configuration, Configure your Collabox, Families

In Collabox, you can use color codes called families (or categories) to help you find your projects, appointments and tasks. It is up to you to associate a color with a family description.

Configure families (categories)

First go to your main menu and select “Calendar”.

Then click on “Categories (Families)” in the left menu.

You will arrive on the page Configuration of calendar categories (Families). Category colors are determined by default. However, if you want to change them, you can click on the white boxes under the section Color . Next, name the categories and then determine if these are billable hours or not. Push the button Record at the bottom of the page to finalize the changes.

Note: The box Non-billable is mainly used to view, in the tab Listing of the calendar, the total of the hours billed and those that are not billed.

Page Configuring calendar categories (Families)

Use of families

Your families, once created, will be found in the following three forms: projects, appointments and tasks. If, for example, you create a project and assign it the category In progress , green in color, your project will be displayed in green in the calendar. The same goes for appointments and tasks.

Project form

The project will appear in your calendar as follows:

Calendar of projects

With families, you will find more quickly what you are looking for and better visualize your different occupations. They will become a particularly pleasant tool to use.

Watch several video tutorials 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. (418) 907-9274

Collabox themes

By New arrivals, Themes

We have a new template to modify your company themes for your Collabox.

Redesigned icons and different color themes that are easier to use.

Here is a model based on blue. Be creative or use your company colors. Are you black and white or burst colors? It’s your turn!

Example of a light blue Collabox interface theme.

Here’s how to make the software work for you.

1- In your left menu, at the bottom, click on “My preferences”.

How to find out where to set up the themes.

2- In the “Display” tab, select the theme: Collabox 2020 to have a preview of the theme we use.

Display the company theme tab.

3- Then go to the “Colors” tab and start editing. Add a company logo if desired, then choose your base colors. Then click on – BUILD MY COLORS. You can save your personal theme and choose it easily when creating new accounts. This way, all employees will benefit from an identical interface.

Steps to follow to add a logo, choose the basic colors of the theme and to build the colors of the company.

4- You can adjust the colors of the different sections according to your taste.

Watch video tutorials on our Youtube channel and continue your business setup with Collabox.

If you have any questions, please contact us and we will be happy to answer you. (418) 907-9274

Configuring your Collabox: Basic actions

By Configure your Collabox, Tips and tricks

Configure your Collabox – Basic actions

This section shows you the first steps to configure your Collabox.

Remember, if you have any questions along the way, we’re here!

Put the Collabox in your colors and logo

Choose your shortcuts

  • To be effective, you can indicate all shortcuts that you will use regularly.
  • They will always be located on the left at the top of your menu, so it’s quick, no more searching!

Enter information about your company

  • Indicate general information in the – tab INFO- of the Organization (it’s you!) —- in the menu (down) —-
  • This information will be used later to make your quotes  (service offer), your invoicing.

Enter a customer and a contact

  • For Collabox, a customer is a company and a contact is the person that you know in this business.
  • This sheet is your main key to doing all your customer follow-ups in terms of sales, tasks, projects, quotes  and accounting operations.

Familiarize yourself with the Timesheet

  • client-project-tasks
  • time spent on the task = beginning end
  • disbursements (restaurant, parking, mileage) – if necessary
  • take a picture with your cell phone, your restaurant receipt or your parking coupon and insert it in the “SUPPORTING DOCUMENT” field

Discover the calendar

In this calendar there are appointments and tasks, according to the desired display

  • The display of families allows you to select or deselect types of tasks or appointments in order to have a better overview
  • You see the red frame ? This is the display information that you can select to your liking / appointment only or tasks only
  • If you work in a team, you can display the calendars of your colleagues (according to the already pre-established accesses). No more … endless emails to schedule a meeting!


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. (418) 907-9274