Personal data and the new GDPR law

What is GDPR and why every SME needs to know about it

A look at the new General Data Protection Regulation (GDPR) that comes into force on 25th May 2018 – and how it will affect organisations that collect, store and process personal data.

UnifiedVu Logo: what is UnifiedVu?

What is UnifiedVu?

We hold a lot of data about our clients, but this data is scattered across the multiple systems we use, sometimes making it difficult to see the bigger picture. Such client data includes: Their accounts information in Xero Their email marketing information in MailChimp A record of our dealings with them in our CRM system […]

Sandler sales training logo

Boost your conversion rate at the Sandler Sales Masterclass

I’m looking forward to speaking at the Sandler Sales Masterclass on 24th January for two reasons: one because I’m passionate about helping businesses increase their sales and profits with a Customer Relationship Management (CRM) system (the topic of my talk), and two because I have seen in practice how brilliantly the Sandler sales methodology works. […]

Importing Contacts into Capsule CRM

Capsule CRMWhen you import a contact into Capsule CRM it will often create 2 records for each line on the import spreadsheet. A record for the individual contact (e.g. Bob Smith) and a separate record for the organisation (e.g. My Company Limited). This usually explains why there are so many more records created than there were lines on your spreadsheet.

From the import the contact is linked to the organisation. You can also have many contacts to one organisation but if importing ensure that you the organisation names on each line is identical otherwise Capsule will create multiple organisations (e.g. be consistent with Ltd and Limited).

Currently there is no way to have a single contact to multiple organisations. If you have this requirement, to track information for the same person against different organisation then you need to have duplicate contact records one for each organisation. If this is a feature that you would like on Capsule CRM then you can vote and comment on the feature request here.

Once imported there is minimal information held on the organisation record with all address, email and telephone information attached to the ccontact. There is quick button to transfer the the address from the contact to the organisation although this will remove the address from the contact record.

To import specific information for an oganisation into Capsule CRM then enter the organisation and contact as separate lines ensuring that the organisation name is identical on all lines to connect them, as below:

Import organisations and contacts into capsule CRM

Important Note: You need to import the organisation first so Capsule can then automatically link each person to the organisation.

Integrate your WordPress website with your CRM (Customer Relationship Management)

WordPress Capsule CRM Integration

One of the best things about WordPress is being able to add more functionality to your website often by plugins. There are many 1000’s of options to add more stuff to your website from pretty sliding graphics to adding your social media buttons and content.

As well as enhancing your website you can also look to improve other systems in your business by integrating them into your website. There are many different systems you could integrate into WordPress but in this blogpost I am looking at integrating to your Customer Database or CRM which stands for Customer Relationship Management.

A CRM for many businesses should be their central system where they focus on the most important things in their business – their customers and prospects. CRM’s can hold all of the important details of your customers and prospects. As your website is the online front door and shop window of your business it can make sense that it should be closely linked to the back office systems. As customers and prospects walk through your online front door it would be great if you could collect contact details and information and that the details are then put in a system where they can be followed up.

A business’s website can get many visits every day but often no information is being collected. Even when there is data collected this is sometimes not a seamless process and information is not entered into a your back office systems automatically.

Whatever CRM system you use, and there are many, you should be able to collect information from your website and have it automatically update the details in the CRM system. This may require some integration software in the middle but if your CRM can not be integrated with your website you may need to look at a new website or a new CRM (or both).

For this example I am going to use a WordPress website and integrate it to Capsule CRM. Capsule is a popular and affordable web-based CRM application for SMEs (Small and Medium sized businesses). There are many ways we could integrate but I am going to use a form to collect information and then pass that date to the CRM.

The first thing we need to do is create a form that we can easily collect the required information on our website. I am going to use Wufoo forms as it offers both integration to WordPress and Capsule CRM.

Integrate WordPress and Capsul CRM

By using a Wufoo form you can can collect information from your website visitor and pass it automatically to your CRM system

As an example below is a one of the forms from my website which not only can collect contact information but also asks some Interest preference infomation

Wufoo form embedded on WordPress with integration for Capsul CRM

The Wufoo form is connected to the Capsule CRM system so as soon as website form is completed by a visitor the details are entered into the Capsule system. You can then follow up using your usual sales process or action depending on the visitors information.

If you would like any assistance integrating your CRM to your website or have any queries on any aspect of WordPress or CRM systems please contact us we are always happy to discuss.

vtiger open source CRM releases latest version 5.4

vtiger Logovtiger has not been slow adding new functionality to its already very capable CRM (Customer Relationship Management System) and the latest release (Version 5.4) adds many new features as well as bug fixes and security updates. Below we have just quickly listed some of these new features and also highlighted a particularly interesting one.

New features include:

  • Workflow module has been enhanced to allow you to create records automatically.
  • Track who changed what with ‘View History’ for each record in the CRM
  • Import Feature has been enhanced to make it robust
  • Webforms module to easily integration forms on your website with vtiger CRM
  • Customer Portal enhanced for creating better customised setting
  • Hide/show of home page widgets made easy
  • Simpler Top Level Menus
  • Ability to select records across pages, for Mass Edit or Bulk Email
  • Create custom charts and add to Home page
  • vcard Import for Contacts and Leads
  • Include Comments in Leads and Contacts Reports.

We think one of the most interesting updates is the Webforms Module which creates embeddable Web-to-Lead forms including

  • Customize forms to collect whatever data you need using our easy form-creator and embed the form on any of your websites.
  • Information filled out by customers feeds straight into vtiger. (quick tip: studies indicate that contacting them within 5 minutes makes them 22x more likely to convert)
  • vtiger captures all of this information in a lead record and can subsequently start automated email marketing campaigns for them.
  • Use that information to learn about common characteristics of markets in which your products and services are in high demand.

  • As ever the release includes security updates so we would recommend upgrading even if you do not currently require the new functionality. We would of course recommend testing the upgrade on you data before applying to you live installation of vtiger. If you have any queries on vtiger please do not hesitate to contact us.