Integration with Import2 – Data migration to Livespace

Thanks to the integration with Import2 (currently available only in the Automation package), you can now easily transfer data from another CRM application into Livespace, and visa versa. The only requirement is that the application from which you plan to migrate data should be on the list of  Import2 ready integrations. 


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Zapier + Livespace integration

Zapier allows you to instantly connect Livespace with over 1,000 apps and move information between them automatically, so you could focus on your everyday work.
 

Which applications you can integrate with Livespace?

Full list of applications that you are now able to integrate with Livespace is available on Zapier website.

It includes, among others:

  • Slack
  • Asana
  • Google Calendar
  • Mailchimp
  • Google Drive
  • Trello

How to set up Livespace + Zapier integration?

In order to start the integration:

After that, Livespace will be available on the list of apps while creating new Zaps as:

  • Trigger App…
  • …or Action App

Enter three parameters for your Livespace account:

  • Your Livespace account’s name (f.e. abc.livespace.io)
  • Your API Key
  • Your API Secret

Remember:

To create an integration through Zapier, an API key is required. It is available for accounts with the Automation or Enterprise plan. To get these information, simply go to Account Settings > API in your Livespace account.

After setting a connection, you can move on to integrate selected applications.

Will this help automating sales process?

Using Livespace CRM and connecting it with other tools, will help you automate processes and store important information in one place. It will allow for example:

  • to add tasks to Livespace’ calendar whenever a new task is created in Google calendar,
  • to create a new deal in Livespace, when the customer fills out a contact form on your website,
  • to send a notification to Slack when a deal changes its status.

See also:

PieSync – Livespace integration

PieSync is a tool which allows you to easily integrate two applications. This means that you will be able to automatically transfer selected information from one application to another or both ways. The only condition is that both apps have to be supported by PieSync.

Which apps can you integrate with Livespace?

The full list of applications that you will be able to integrate with Livespace is available on the PieSync website.

 

PieSync supports among others:

  • MailChimp
  • Intercom
  • Zendesk
  • GetResponse
  • Google Contacts

How does PieSync work?

In order to start the integration, choose two apps in PieSync, that you want to integrate with each other and using simple rules decide which data to send and under what conditions.

Main rules are IF and THEN:

Worth knowing:

With PieSync you can send data between apps one or both ways, you choose the type of synchronization. You can also indicate the application whose data will always be more up-to-date. That way, PieSync will always know which data to prefer in case of discrepancies.

How can PieSync help you with sales management?

If you use more than one data management tool in your company, it can be difficult to ensure the quality of the data. Now you can easily take care of its consistency.

PieSync will help you automate some parts of the process and will also help you manage data kept in different places.

Worth knowing:

To create an integration with PieSync, an API key is required. In Livespace, it is available in Automation package. You can find information on this subject in Account settings > API .

See also:

Contacts changelog

In Livespace CRM in Automation and Enterprise packages, the account administrator can view the list of changes performed by users in their contacts. The Changelog allows determining what changes were made while working on companies and people, when were they made and by whom.

To go to the changelog:

  1. Go to Account settings
  2. Choose Changelog tab
  3. As an administrator, you have access to information about:
  • the date when the activity was performed,
  • user details,
  • object type – whether the change was made on the profile of a person or a company,
  • name and link to the changed object,
  • the type of operation performed: adding, editing, deleting a contact, data anonymization,
  • the change introduced – the name of the field which content has been changed and the content before and after the change.

The types of introduced changes that are visible in the Changelog include:

  • providing marketing consents to the customer for editing,
  • adding tags to the contact profile,
  • change of data, e.g. telephone number,
  • adding a contact to a Group.

The contacts changelog is a summary of actions made by users on contact profiles. It allows managers to better manage both the team and the data.

At any time, the administrator can save data from the Changelog to an Excel file (.xls). To do this, simply select the Export list option.

See also:

How to restore deleted contact?

How to merge duplicated contacts?

Sharing the marketing consents form

How to set up the contact or deal owner?

In Livespace CRM, by default, each contact and deal has an owner, that is, a specific user who is responsible for the contact. You can manually change the owner, by assigning the item to another person. In some companies, the model of working with clients also provides that there are ‘free’ contacts, without a specific owner,  those that can be taken by any person. We have also included this situation in Livespace.

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Kanban Board

Kanban is a tool supporting project and process management. At the same time, the Kanban system itself allows you to organize the process in such a way that each employee, department or team delivers exactly the part that is required at the moment. Kanban board consists of columns, each of which presents one of the steps in the sale process, and contains tasks related to the particular stage.

Kanban Board as a view in Livespace CRM

In Livespace, the Deals tab also offers a view in the form of a Board. If the settings remain unchanged, then you’ll see the default sales process.

 

and open deals in the various stages of the process.

 

The Board view also shows the forecasted value

 

and the number of deals in each stage.

 

An important element of the Board view is information about the current status of tasks in the deal. In Livespace this information is presented in the form of a dot in the deal field. The colors mean as follows:

  • White – No tasks
  • Gray – Tasks scheduled for later
  • Green – Tasks planned for today
  • Red – Overdue tasks

 

In the Board view, the Filter function is also available, as in other types of views. Thanks to the filters, you can choose, for example, only the selected owner deals, or those in which a specific activity has been implemented.

 

Worth to know

  • In the Board view, the Process filter is limited to selecting only one process at the same time. You cannot view deals from multiple processes on the Board simultaneously.
  • Only deals with an open status are visible at the Board.

Consent Forms

Consent Forms conveniently allow you to save the information, about when and how your customers agreed (or did not agree), for you to process their personal information, to be included in a newsletter or other forms of advertising or to contact them by phone.


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Visibility of contacts

In Livespace, in the Automation package, you can set the visibility of contacts added to CRM, defining who has access to them.

What is the visibility of contacts

Managing the visibility of contacts in CRM allows you to restrict access to the contact profile for selected users. During the Livespace configuration, you can decide whether:

  • Contacts will be visible only to their owners
  • Contacts will be visible to everyone

There are three options you can choose from:

1.The possibility of adding public contacts.

  • Details of contacts added as a public are visible to everyone.

2.The possibility of adding private contacts.

  • Details of non-public contacts are visible to their contact owner and account administrator. With this option, it is also possible to invite other participants to have access to them.

3.The option to add hidden contacts.

  • Contacts are only seen by the account administrator and the contact owner.

As an account administrator, you can decide on the visibility of contacts. If you enable all options at once, you will be allowed to choose a preferred option in the Add a person form or Edit field.

Setting the visibility of contacts

To set the visibility of contacts, go to Account settings > Permissions > Contacts.

You can enable adding public and private contacts to Livespace. To do this, mark both options:

In the next step, set the default visibility of new contacts. You can choose different settings for people and companies.

 

How to change the visibility of contacts?

Any change in the visibility settings will only affect contacts added after the change was made. This means that if you change the visibility settings after some time, the change will not affect contacts created before the change in the settings.

You can enter changes to the visibility of an existing contact directly on the profile of the selected contact.

In the case of private and hidden contacts, you can choose users who will get access to them.

To check which groups of users have access to the selected contact and which operations (View, Edit, Delete) related to this contact can they make, open the contact profile and press Change in the visibility settings of the contact on the right.

In the window that appears after pressing Change, you can select Show detailed information to view the current contact visibility settings.

Here, you have the option to change the visibility of the contact and to see who has access to it at the moment.

PieSync Integration Guide

You can now integrate Livespace with multiple cloud apps using our PieSync integration.

It provides 70+ different integrations, with new apps being added by PieSync every week.

Integrations include services like Email Marketing & Automation apps, Customer Support, Accounting, eCommerce and much more.


PieSync is an online platform allowing you to connect multiple cloud apps seamlessly. Users can choose what data they would like to sync. Once sync’s are set-up, PieSync’s 2-way mirroring works in the background, continuously updating in real time giving users data consistency across all connected tools.

 

 Getting Started

Step 1: Choosing your apps

First, choose the apps that you would like synced. Piesync provides a search bar to quickly get to the apps you’re looking for. After you select the first app, you immediately proceed to select the second app and Piesync will connect the two on next step.

Step 2: Authorize your apps

In order to use PieSync, you will need to have registered accounts with the apps you selected. You’ll need to connect PieSync to these apps so they can fetch the contacts data configuration. You do this for both apps. If it is the first time using PieSync, you will need to authorize both apps, one after the other.

If you have previously set up a connection with any of these apps, you can choose to re-purpose that authorization. You can also choose to log in to your apps with a separate account too.


Step 3: Configure your sync

3.1 A two-way sync is made up by at least two rules

Once you’ve authorized your 2 apps, you tell PieSync how they should keep your data in sync. By default, PieSync proposes a two-way sync with a drop-down to allow for one-way syncs (do I need one-way or two-way?).

A two-way sync starts off with 2 rules. Each rule fulfils the conditions of each side of the sync. PieSync looks at all the data stored on each side, so you can define exactly what data needs to move from one side to the other. If you need a simple all-to-all sync, this is all you need to setup (ie. don’t change anything to the default setup).

3.2 Adding conditions & actions

Your contacts don’t behave the same way across all apps:

  • In your marketing tool, customers are recipients that move across distribution lists and change subscriber status
  • in your invoicing tool, they have carefully kept address & contact information
  • In your contacts management tool linked to your phone, you expect to have their phone numbers and benefit from caller ID
  • In your e-commerce platform, new buyers become customers
  • And in your CRM, your customers should consolidate all of this information into a single view

Through PieSync you can and should tweak the sync so that not only contacts get synced, but you also respect the segmentation, tags, groups, categories, custom attributes, subscription status etc. of the apps that the contacts live in. In a PieSync rule, you can choose to add a filter and add actions to syncs.

What you can do varies from app to app. Typically, it is in the if-clause that you’ll be able to define a segment of your contacts. In the then-clause, you can perform actions such as adding the contacts to the counterpart of that same segment in the other app. Combine this with other actions you can perform as a result of a sync, and the possibilities are truly endless.

 

3.3 Connection settings

In addition to setting up sync rules, PieSyncs presents a series of app-dependent options. These include:

  • a toggle to help avoid duplicates – possibly hard-coded by default
  • handy ways to have PieSync SYNC DELETIONS or SYNC UNSUBSCRIBESacross datasets
  • you should choose your master app so that during the initial sync and afterwards, conflicting changes can be resolved
  • in connections that include Google Contacts, PieSync suggests you ADDITIONALLY SYNC TO THE GOOGLE CONTACTS GROUP ‘MY CONTACTS’, especially useful for iPhone users, as your iPhone contacts get synced to ‘my contacts’ in Google by default.

3.4 Field mapping

A contact is more than just a name. All your contacts attributes need to be carefully mapped with one another in a sync.

  • PieSync’s DEFAULT FIELD MAPPING shows you those default fields they will always keep in sync and details how they mapped them between the two apps you have connected. You cannot change these fields.
  • In the CUSTOMIZABLE FIELD MAPPING, you’ll be able to map fields stored in your apps that PieSync didn’t find logical counterparts for. This includes default fields as well as custom fields. You can add an unlimited amount of mappings and remove, enable/disable them anytime.
Custom Mappings are available from the Pro Plan onward.

3.5 Start syncing!

Make sure no other integrations are running next to PieSync for the accounts you have connected in PieSync. Other integrations will have access to your data and have the ability to manipulate as well. For this reason, Piesync recommends using PieSync and nothing else to keep your data in sync.

In case you have a lot of contacts in your applications, the initial sync will take some time, even if you configured PieSync only to sync a subset of your contacts. During the initial scan, we need to process all of your contacts (also the contacts outside the chosen subset) to avoid duplicates during the sync. After the initial sync, it should never take much longer than five minutes for updates to show.


Step 4: Monitor your connection in the Dashboard

Once the connection is running, the activity monitor will be your real-time view of PieSync’s operations. It provides insight in:

  • new contacts being created from your first app to your second app that didn’t exist yet
  • new contacts being created from your second app to your first app that didn’t exist yet (if you did a 2-way sync)
  • updates made to contacts that had been synced & matched up before the update is now also synced up
  • whether your synchronization is active or not – you can pause the connection should you so wish

Avoid Duplicates

When Avoid Duplicates is enabled in the dashboard, PieSync only syncs contacts that have an email address. The email address is the field they match your contacts on between your two databases/apps.

When enabled, what happens during the initial sync?

  • When you have a contact in both applications prior to the sync with matching email address, these will stay in sync once your sync is active.
  • The sync or ‘binding’ established during the initial sync will stay in place from then on. When you change the email address after, it will change on the other side as well (depending on the direction of your sync of course).

When enabled, what happens once the sync is active?

  • When you add a contact without an email address on one side of the sync, it won’t be added to the other app.
  • When you add a contact with an email address, it will be added to the other app and a sync is established between the contact in both apps.

When disabled, what happens during the initial sync?                                                                                     

  • When you have a contact in both applications prior to the sync with no email address, the contact will be detected as a newly created contact in both apps, since there’s nothing (email) to match it on. This can result in the contact duplicating on both sides of the sync (in a two-way sync).

When disabled, what happens once the sync is active?                                                                                    

  • When you add a contact without an email address on one side of the sync, it will still be added to the other app. However, when the contact already exists on the other side, it will be duplicated there. No sync or ‘binding’ will be established without a matching email address, so any changes you make to the contact won’t be reflected in the other app.
  • When you add a contact with an email address, it will be added to the other app and a sync is established between the contact in both apps.

When is disabling recommended?                                                                                                                                             

  • When you’re unsure, please reach out to PieSync directly at; support@piesync.com and explain your particular use-case. They can confirm whether disabling it is a good idea or whether it will result in duplicates.
  • When setting up a one-way sync (e.g. A→B) to run an export/import of your contacts, with an empty database in the app you’re syncing to (B), no problems should arise.

Some connections have this enabled by default. Can I have this disabled?      

  • This feature can’t be manually enabled or disabled in all connections. In some cases, this feature is mandatory and enabled by default.
  • When keeping all the above information in mind, you still wish to disable this feature, contact; support@piesync.com and they can advise on how best to proceed if we think it will result in duplicates.

What is Customizable Field Mapping?

Customizable Field Mapping allows you to create custom mappings so you can define which contact fields should be kept in sync between your applications, including custom fields.

Important to note – Customizable Field Mapping is only available from the Pro or Medium PieSync Plan and onward.

You can set up customizable field mappings below the default field mapping in the configuration. You can add an unlimited amount of mappings and remove, enable/disable them anytime. In case you add a custom field in the apps you are syncing, just click the refresh button and the field will appear in the custom mappings list after.

Custom fields are dependent on the apps you have connected and which (custom) fields you have available on both sides.

What are Custom Fields?

Custom fields are fields that are not part of the standard fields offered by the applications you are syncing. In most cases, they are added by the user.

You are able to amend the sync direction of your customizable field mappings according to your specific case.

What is a custom mapping?

Two fields* (standard or custom) kept in sync, defined by the user.  *Some standard fields are already synced in the default field mapping, so worth checking before adding additional custom fields*

Are custom mappings always two-way?

The custom mappings will sync in the direction you have set up in the configuration of your connection, so this could be either two-way or one-way.

However, there are some exceptions where a custom mapping can only sync one-way:

  • When certain contact fields are not allowed to be modified through a third-party integration such as PieSync.
  • When a field only allows some specific values.
  • When two mapped fields are of a different type.

Bear in mind that the general direction of the sync decides your syncing behaviour. When you have your connection configured as a one-way sync in the other way (←), following message will pop up.

 

IMPORTANT SIDE NOTES

Why are my (custom) fields not showing in the custom mappings dropdown OR  greyed out?

  1. Each field can only be mapped once.
  2. Fields that are used in the built-in mappings (default field mapping), cannot be used in the custom mappings.
  3. Fields in a custom mapping must be of the same or a similar type. You can’t sync a numeric field to a date field for example. When selecting fields in a custom mapping, the list on the other side will only show the fields that can be mapped, unavailable mappings are either not visible or greyed out.
  4. Some types of custom fields (and app & integration dependent) are technically not mappable (drop-down, lists, multiple values)
  5. Fields with multiple values can’t be synced in a custom mapping. In some cases, they are synced in the default field mapping. With multiple values, we mean fields such as emails, phone numbers, and addresses where each value has a label to differentiate between ‘home’, ‘work’ and ‘other’ for example.

Why can’t I set up any custom mapping?

This could be caused by one of the following reasons:

  • All standard fields were already mapped by default
  • There are no other (custom) fields available/left to map
  • There are no compatible fields left to map

Custom Mappings are available from the Pro Plan onward.

 

Adding Custom Fields in Livespace

You can add custom fields to your Livespace account very easily.

Go to your Account Settings > Forms (on the left side column) > select Additional Fields along the top sub-section > choose the section you would like to add the Custom Filed to.

Once you have selected the section (and sub-section), you would like to add Custom Filed to;

  • add the key information you would like displayed
  • add to any Groups or create a Group (applicable if choosing multiple options)
  • include any description you may want
  • Highlight if required
  • Add

Good to Know

  • Fields in a custom mapping must be of the same or a similar type. You can’t sync a numeric field to a date field for example. When selecting fields in a custom mapping, the list on the other side will only show the fields that can be mapped, unavailable mappings are either not visible or greyed out.
  • The entire syncing solution exists in the cloud, so you don’t have to install or download any additional software.
  • A two-way sync starts off with 2 rules. Each rule fulfils the conditions of each side of the sync. Starter plans in PieSync are limited to two of these rules, but the Pro plan and onward allow for more.
  • PieSync is available in Livespace on the Automation or Enterprise plans.
  • You can set up your free PieSync trial here.

Managing email templates

Use email templates to automate the process of creating messages with similar content. Email templates are especially useful if you often send messages with the same text.

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Automated Task Suggestion

The Automated Task Suggestion function in the Automation package, allows you to set any sequence of tasks in the order of your choosing. With this function, Livespace will automatically propose adding another task, in accordance with the conditions you have set before, helping you speed up your teams work.

Activating the Automated Task Suggestion

To activate the Automated Task Suggestion, go to Account settings > Calendar and tasks and then press the edit icon in the Actions column with the task type selected.

 

Turn on the option for After completing automatically suggest to add a new task, which allows you to set up a sequence of tasks automatically.

 

With the option available, you can now define:

1. The type of a new task, that will be proposed to be added

 

2.   The person responsible for the next task

 

3.  A due date for the new task

 

Once everything is ready, press the Save button.

 

 

The proposed task is now visible in task settings.

 

You can activate the Automated Task Suggestion for as many number of task types you wish, according to your needs.

Good to know

The Meeting task type cannot be edited due to its association with goal counting in the Targets and Results tab.

How does the Automated Task Suggestion work in practice?

The example below shows that, when the E-mail task is marked as done, a screen with a suggestion for the next task is added to the calendar. In this case, it is a ‘Phone Call’.

 

You can immediately press Add or you can modify the criteria, for example, when you receive a message that the person responsible for the task, has scheduled another activity within the proposed time.

If you want to start the Automated Task Suggestion while adding a new task type, press the ‘Add type’ button and follow the steps described above.


For more information on how to add a new task type, see this article.

 

See also:

Exporting Your Connections from LinkedIn

You can export your connections from your LinkedIn account as a CSV file, ready for import to your CRM. In order to do so, follow the steps below:

Important: Only the contact’s full name, email address, current position, and employer are exported.

 

1. Log in to your LinkedIn account.

2. Click the My Network icon at the top of your LinkedIn homepage.

3. Click Manage synced and imported contacts near the top right of the page.

 

4. Under Advanced actions on the right rail, click Export contacts (you will likely be prompted to sign into your account).

5. Choose the sections to download (Connections & Imported contacts recommended)

Then click Request Archive.

6. You will then receive an email to your Primary Email address which will include a link where you can download your list of connections.

Click on Export and download your contacts in a .csv format.

Nice – now when you have your file ready you can go ahead and import it into Livespace.

 

Notes:

  • The CSV and vCard formats don’t support all characters. As a result, languages with extended character sets, such as Polish, Chinese or Hebrew are not supported.
  • You can’t currently export a list of your contacts that are not 1st-degree connections.

Good to know

You can read more about importing files to Livespace here.

Integrate CRM with SALESmanago

SALESmanago is a modern tool for marketing automation and sales. It allows, among others:

  • sending emails and newletters
  • identify and monitor vistors to multiple websites
  • automate your marketing by setting rules for keeping the system and sending personalized e-mails and SMS

Livespace CRM allows you to integrate with SALESmanago and take advantage of all the advantages of modern CRM and Marketing Automation.


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Total number of products

In Livespace you can add products to deals in set up quantities. In order to do that use the Total number of product feature.
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Segmentation configuration (people)

Segmentation is one of the most useful features in Livepace CRM. It expedites your work, makes it more efficient and automatic. If you properly configure the segmentation it will allow you to determine which client is more important and which might be the best fit for you. The segmentation allows for a quick glance at who your customers are, what they do and on which of them you should focus first. All in all, you know best what customers fit your company and its needs, we only give you an automatic tool to unify it and make it even more simple.


Segmentation configuration in people

In order to start the segmentation configuration:

  1. Go to Account Settings.accset
  2. Choose Contacts from the left side menu then click on Segmentation.contacts
  3. Click on Segmentation (people).
    screenshot_22
  4. If you’re setting this up for the first time you’ll see a segmentation wizard, click Start to begin adjusting the segmentation to your needs. wizard
  5. In this wizard, you’ll see some predefined parameters. You can add your own but before we get to that, configure your first parameter field titled The value of closed won dealswizardvalue
  6. First, decide on the range of the values for this parameter (here you’ll decide on how much money you want to have for each range).
    value
  7. The next step is to grant points to every range. If you want to reward a given range because it’s the most important, allocate more points to it. points
  8. You can add another range by clicking on + Add another range button or delete it by clicking on an x.
  9. At the end, set the parameter’s relevance in order to create a hierarchy of parameters. For example, if the parameter ‘Value of won deals’ is the most important for you, its relevance value should be set to 10.relevance
  10. Click on Skip to segment naming button in the bottom right corner in order to get to the next part of the configuration.
  11. Name every segment now, you can choose to name the lowest segment as Average and the best as the Key account. Livespace will automatically assign them.name
  12. You can change a range of points for each segment here as well.pointsrange
  13. In order to save the segmentation setup, click on Save information and finish the configuration button. From now on your clients will automatically be segmented by the rules you’ve just created.

You can go back to editing those parameters any time. The changes will automatically be saved to all of your Livespace contacts.

Adding a new parameter to the segmentation

You can add your own parameters to the segmentation whenever you want, in order to do that:

  1. Go to Segmentation page or skip this part if you’re already there.
  2. Click on Add parameter.
    add
  3. Choose Add.
    addd
  4. You’ll see a new window where you can name this new parameter as well as describe it.data
  5. In here you’ll be able to select the type of measured data as well. Whether you want numeric or non-numeric (words), it’s up to you.numericandnon
  6. Decide on ranges in numeric data and on features in non-numeric and choose points for them.numeric
  7. When your done click on an Add button.
  8. A new parameter will be saved and visible in the wizard.

Good to know:

  • When you’re done setting up the segmentation, make sure your co-workers know how they should approach different types of clients and what actions should they undertake when it comes to them. Think about how you want to change the approach to the VIP client in comparison to the average one. You can adapt a different strategy for different clients and set up separate sales processes for them.
  • You can decide yourself on the parameters you want to diversify your clients. Most of them can be set up in the wizard. If you’re missing something you can add a new field to the form. You’ll find more on that here.

What is the date of the product for?

In Livespace you can enable the date of the product for whatever reason you might need it. The date of the product can for example be the date of receiving the money from the client or the product’s shipment.


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How to turn on public deals in Livespace?

In Livespace, we create our CRM in the most accessible and sensible way possible. We allow controlling who sees what and which information is available to what kind of user. By default, Deals in Livespace are available for their creator, managers, and dealers with granted access. In order to join a deal, a user has to ask for permission from one of the already added participants. If there’s a need in your company to have the Deals available publicly, accessible to anyone, you can use public Deals.

In this article:

 

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How to restore a deal?

If you want to restore a deleted Deal because it was accidentaly removed or it turns out you still need it, you can easily do it by clicking on Removed button on the Deals list.


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Multiple sales processes in Livespace CRM

Livespace CRM allows you to create more than one sales process. It is very useful in situations when you have many different sales strategies (some focused on products, the other on the client). Sales processes might look different depending on whether the client is a VIP or just a regular customer.


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Editing document templates

The document templates implemented in Livespace can help you automatically create similar documents. Using pre-defined templates of Word (.docx), Excel (.xlsx) or PowerPoint files (.pptx) filled in with appropriate fields, you can quickly generate ready contracts, offers, sales statements and pro form invoices. We write about it in detail here. In order to edit, fill in and create your own template you might need to use this list of the fields Livespace operates on.

In this article we describe document templates features of:


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Segmentation configuration (companies)

Segmentation is one of the most useful features in Livepace CRM. It expedites your work, makes it more efficient and automatic. If you properly configure the segmentation it will allow you to determine which client is more important and which might be the best fit for you. The segmentation allows for a quick glance at who your customers are, what they do and on which of them you should focus first. All in all, you know best what customers fit your company and its needs, we only give you an automatic tool to unify it and make it even more simple.


Segmentation configuration in companies

In order to start the segmentation configuration:

  1. Go to Account Settings.accset
  2. Choose Contacts from the left side menu then click on Segmentation.contacts
  3. Click on Segmentation (companies).
    segmcomp
  4. If you’re setting this up for the first time you’ll see a segmentation wizard, click Start to begin adjusting the segmentation to your needs. wizard
  5. In this wizard, you’ll see some predefined parameters. You can add your own but before we get to that, configure your first parameter field titled The value of closed won dealswizardvalue
  6. First, decide on the range of the values for this parameter (here you’ll decide on how much money you want to have for each range).
    value
  7. The next step is to grant points to every range. If you want to reward a given range because it’s the most important, allocate more points to it. points
  8. You can add another range by clicking on + Add another range button or delete it by clicking on an x.
  9. At the end, set the parameter’s relevance in order to create a hierarchy of parameters. For example, if the parameter ‘Value of won deals’ is the most important for you, its relevance value should be set to 10.relevance
  10. Click on Skip to segment naming button in the bottom right corner in order to get to the next part of the configuration.
  11. Name every segment now, you can choose to name the lowest segment as Average and the best as the Key account. Livespace will automatically assign them.name
  12. You can change a range of points for each segment here as well.pointsrange
  13. In order to save the segmentation setup, click on Save information and finish the configuration button. From now on your clients will automatically be segmented by the rules you’ve just created.

You can go back to editing those parameters any time. The changes will automatically be saved to all of your Livespace contacts.

Adding a new parameter to the segmentation

You can add your own parameters to the segmentation whenever you want, in order to do that:

  1. Go to Segmentation page or skip this part if you’re already there.
  2. Click on Add parameter.
    add
  3. Choose Add.
    addd
  4. You’ll see a new window where you can name this new parameter as well as describe it.data
  5. In here you’ll be able to select the type of measured data as well. Whether you want numeric or non-numeric (words), it’s up to you.numericandnon
  6. Decide on ranges in numeric data and on features in non-numeric and choose points for them.numeric
  7. When your done click on an Add button.
  8. A new parameter will be saved and visible in the wizard.

Good to know:

  • When you’re done setting up the segmentation, make sure your co-workers know how they should approach different types of clients and what actions should they undertake when it comes to them. Think about how you want to change the approach to the VIP client in comparison to the average one. You can adapt a different strategy for different clients and set up separate sales processes for them.
  • You can decide yourself on the parameters you want to diversify your clients. Most of them can be set up in the wizard. If you’re missing something you can add a new field to the form. You’ll find more on that here.

Regional settings in Livespace CRM

Regional settings is where you can change the language of Livespace, set up your time zone and change values and numbers’ format in your CRM.


Regional settings

In order to get to the Regional settings, go to Profile settings > Regional settings. In here you can set up your CRM as preferred when it comes to language, numbers, values and time zones.regional

Language settings in Livespace

You can change the display language in Livespace CRM to Polish, English or Russian.

Each user can have their preferred language displayed in the CRM, available only for them, not the whole company. However, even though the majority of data will be available in the preferred language, there will be some data in the language chosen for the whole company by an Administrator.

The language switch, therefore, is applicable to basic features, such as names of tabs, names of system fields, alerts, button names etc.

The language switch won’t change the elements that can be edited and are available for every user for example: typed in texts, types, and statuses of tasks, sales process steps, additional fields names added by someone from the company.

In order to change your Livespace display language:

  1. Go to Profile settings > Regional settings
  2. Click on Language > Interface and choose the language you prefer.lang
  3. Save changes with a Save button in the bottom right corner and refresh the page if needed.

Time zone settings

If you need to switch displayed time zone:

    1. Go to Profile settings > Regional settingsprofileset
    2. In Date and time section choose Timezone and type in or choose your current time zone from the list.timezone
    3. Save changes with a Save button in the bottom right corner and refresh the page if needed.

In Time zone settings, you’ll find more options to adjust to your needs, these are:
1. Time format –  24 or 12 hour clock (H:i – 15:30, h:i a – 3:30 pm)
2. First day of the week – choose your favorite
3. Date format – Y-m-d, d.m.Y, m/d/Y or m/d/y
4. Date and time format

Values and numbers display

If you need to switch values and numbers display:

    1. Go to Profile settings > Regional settingsprofileset
    2. You’ll have options available there, for Numbers:
      Decimal symbol – , or .
      Decimal accuracy – 0, 1, 2, 3 or 4
      Thousands separator – , or .
    3. And for Values:
      Money format – value symbol (eg. 125$) or symbol value (eg. $125)

Acquisition sources in Livespace CRM

An acquisition source in Livespace CRM is a source from which a given deal or contact comes from. Filling in the information about the source gives you an overview of which deal (and from which source) is the highest or where from your company acquires its clients most often.


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Import your Gmail contacts to Livespace CRM

You can import your Gmail contacts to Livespace CRM. In order to do that:

  1. Log in to your Gmail account.
  2. Go to Contacts tab where you’ll see a list of your Gmail contacts. contacts
  3. Check all of the contacts on this list.
    selectall
  4. From the left side menu choose More and then Export.moreexport
  5. Click on Export and download your contacts in a .csv format.

Nice – now when you have your file ready you can go ahead and import it into Livespace.

  1. Go to Account or profile settings.accountsettings
  2. Choose Import from the left side menu.import
  3. Click on Import new file button.
  4. You can import your .csv in the next window.importimport
  5. You will be asked to match up the columns from your file to the fields in Livespace.screenshot_1
  6. Match the fields and click on Start import button.
  7. New contacts will be available on your lists.

Good to know

You can read more about importing files to Livespace here.

Adding a space

A new space can be added to CRM with a quick Add button. You can add it from a list in Spaces tab as well. In this article we’ll discuss how to do both of those things.


Turning Spaces feature on

In order to turn Spaces on in Livespace, go to Account settings > Integrations and add-ons > choose Spaces from the list. Switch it on in here in order to use this feature.addons

How to quickly add a Space

If you want to add a Space quickly from wherever you are in Livespace:

  1. Click on the Add button.addbuton
  2. Choose Space from the list.space
  3. When the form appears, name the Space and decide if you want to make it public or not.newspace
  4. If you decide on a Closed or Hidden Space, you can choose people who will have access to it.newspace2
  5. To finish adding a Space, click on Add or Add and create new in order to create a new Space right away.add

How to add a space from a Space list

In order to add a Space from a Space list:

  1. Go to Spaces tab.spaces
  2. Click on Add a space on your right.addaspace
  3. Type in the name in the form.newspace
  4. If you decide on a Closed or Hidden Space, you can choose people who will have access to it.newspace2
  5. To finish adding a Space, click on Add or Add and create new in order to create a new Space right away.
    add

Import of spaces

If you want to add a couple of spaces from .xls, .csv or .ods file, use the Import spaces in Spaces or Import in Account settings. In addition to the names of individual spaces, you can also import other key information, such as groups, tags, space visibility settings, and any pre-defined additional fields.

Remember to define additional fields to space first in the Account Settings > Forms> Additional fields> Spaces.

How many files and data can I store in Livespace?

Disc space is one of the key factors when working with a CRM agent. Two elements contribute to this – space for your files and the size of the database which decides on how many contacts, deals, and tasks you can store in the app.

How much space in Livespace do I have for my data?

We set no limits. You can work with a database consisting of 1 000 contacts as well as 100 000 – it depends on your needs.

How much space in Livespace do I have for my files?

Space for files depends on the number of users and a package you’ve chosen. Each new user increases your space for 3 GB in Base Package, 8 GB in Automation and 30 GB in Enterprise. You can find more information about packages on our Pricing page.

This space is summed up, so it doesn’t matter if one user has more than 3, 8 or 30 GB and the other 1 GB or less. What counts here is the summed up space which all of the company’s files take up.

For example, for 20 users your space will consist of:

  • Base: 20 users x 3 GB = 60 GB
  • Automation: 20 users x 8 GB = 160 GB
  • Enterprise: 20 users x 30 GB = 600 GB

What if I need more space?

The disc space we provide with the chosen package should most certainly fit your needs. However, if you need more space, feel free to contact us, so we can discuss your needs and come up with a solution.

Do email attachments from Dropbox take up my space for files?

No, because they are not physically located on Livespace servers. You only provide a shortcut there (a link) redirecting to the file. Thanks to this feature, you don’t need to worry about having too many emails with attachments taking up space in Livespace. If you need to attach bigger filed you can integrate Livespace with Dropbox, in this way you can save even more space.

Gmail configuration in Livespace CRM

Sometimes when you are trying to add your Gmail account to Livespace CRM a pop-up window appears with an alert saying that the integration failed. If that is the case, please follow the steps in this article to set up a proper integration.


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Statistics – products

Products’ statistics show historical and forecasted information about the products, based on data provided in Livespace. They allow for a quick view into products forecasted for selling, and how many of them were actually sold.


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Exporting notes from the profiles

In Livespace CRM you can export notes from a deal, person, company and task profiles’ into an .xls file. By filtering what type of the note you want to see, you can download the information that interests you.

Exporting notes from a profile

You can export some notes or all of them. Here’s the example:

  1. Go to the profile of a Deal (for example).deals
  2. On a chosen profile click on Filter under an Add note box.filterposts
  3. This feature will allow you to filter what posts you want to see on the board. You can decide with what they are connected, by whom and when they were added, or whether they were added by you. You can type in a keyword as well. export
  4. Make sure you chose the filter you wanted and click on Export.exhand
  5. All the filtered notes and activities assigned to this profile will be saved to an .xlsx file on your computer.

Good to know:

  • If you do not see the Export button, you probably do not have permission to export data. In this case, report it to the account administrator.
  • Export is not possible from the main Dashboard.
  • You cannot export files added to the profile in bulk. In order to export files from a particular note, click on an arrow and choose Download all.download

Read more:

Statistics – Activities in Livespace CRM

Activities’ statistics allow you to track your sales team’s activities in Livespace CRM. These statistics allow you to see how many people and companies were added to Livespace, as well as how many tasks were created and how many emails were sent.


Viewing the Activities

In order to see the Activities’ statistics:

  1. Go to the Statistics tab.stats
  2. Choose Activities from the left side menu.activities
  3. In this tab, you’ll see a summary of activities.condeals

Statistics concern:

  • Contacts  show a number of new people and companies added to Livespace.
  • Deals  new, won, lost and inactive deals.
  • Planned tasks   both scheduled & completed tasks will be shown in activities. Users can filter when to view (completed, current and future activities). N.B. when filtered by current day, activities will only show completed tasks, not upcoming or pending tasks. Tasks without the realization date won’t be counted.
  • Completed tasks  tasks marked as done, which dates are compatible with the scope of the filters. The date of adding the task is irrelevant.
  • Notes  show how many new notes were added to contacts’ profiles, deals, and spaces.
  • Sent messages  a number of emails sent to Livespace contacts (created based on integration with an email account).

Filtering statistics in Livespace CRM

The statistics can be displayed for the whole company as well as for particular people or teams. You can also decide if they should be displayed from the beginning of using Livespace or for a particular period. Thanks to Your own filtering option you can define the time period you want to see.adamryan

Additional features in Livespace CRM

Under each statistic you’ll find some features:features

  • Distribution over time feature shows a chart which presents when the activity was high and when it was low.chartnew
  • Divided for each person shows a percentage chart where you can see the data for a particular person.person
  • Table shows activities in a table view.tabeview
  • Download an XLS file allows you to download the statistics in a form of an Excel file.xls

Statistics – Effectiveness

Effectiveness statistics concern deals with Won and Lost status only. They can be used for determining on which stage of the sales process your company loses clients and how effective is your sales process. Thanks to these you can clearly see which actions in the process have the most impact when it comes to winning the deal.


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Ranking

Ranking tab in Statistics allows you to see Livespace CRM users with highest deals’ values and highest number of owned deals.


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Statistics – closed deals

Closed deals’ statistics apply to deals with a Won, Lost or Inactive status.  The statistics might be used for observing past actions and draw conclusions from closed deals.


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Statistics – open deals

Open deals’ statistics apply to deals with an Open status only.  The statistics might be used for a quick review of a current situation in your company.


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Payments – account extension in Livespace CRM

When renewing your account in Livespace CRM, you can choose a package most suitable for your needs. The time of your extension can be changed as well, and longer extension equals bigger discount.


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Manage forms in Livespace CRM

Livespace CRM gives you an opportunity to create your own forms and adjusts them to your needs. You can create a form connected to people, companies, deals, products, spaces, tasks and users as you need. The forms can be expanded, grouped, their order can be changed and they can be grouped into sections. Forms are the best solution to gather information about your clients, their needs, and demands.


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Setting up and using ties in Livespace CRM

Ties allow for a clear display of connections between clients, partners, and suppliers.


Examples of ties

An example of ties in Livespace could be:

  • Relations between companies:
    • Headquarters — Department
    • Competitors
    • Partners
  • Relations between project and company:
    • Project — Subcontractor
    • Project — Client
  • Relations between deal and space/project:
    • Deal — Project

Activating ties feature

In order to use ties, you need to activate them in Account Settings.

In order to do that:

  1. Go to Account Settings:screenshot_1
  2. Choose Ties tab from the left side menutiestab
  3. Switch Allow for adding ties on the profiles of contacts, sales, etc. feature onallowties

Adding new ties to profiles

Adding new ties mean choosing a type of relation and deciding on what the other side of the tie will be.

To add a tie:

  1. Go to the chosen contact’s profile, deal or space where you want to add a tie.companyprofile
  2. In the bottom right column, you’ll see Ties box. In order to add a tie, click on Add.tiesadd
  3. You’ll see a window pop-up, where you can select a tie.selecttie
  4. Choose a correct tie.selecttiemn
  5. When you create a tie, you need to choose the other end of it. It is enough to start typing in the name of the other side of the tie, Livespace will give you a hint on the full name.competitior
  6. Click on Add to save a tie.
  7. You’ll see a notification about the tie being added.tiehasbeenadded
  8. You’ll see the tie in the box, in bottom right corner of the profile.tiesbox

Ties visibility in profiles

When you activate ties in Account Settings, you’ll see the Tie box on the profiles of contacts, deals, and spaces. In the box, you’ll see active ties for a particular profile.tiesbox

 

When you hover your cursor over the tie, you’ll see detail concerning this relation.competitor23

Adjusting the type of ties in CRM

Types of ties can be defined by the Administrator in Account settings. By default, there are a few exemplary ties, for example, Headquarters – Department or Company – Competitors.

 

In order to add your own ties:

  1. Go to Account settingsscreenshot_1
  2. Choose Ties tab from the left side menutiestab
  3. Click on Add a tieaddatie
  4. When a window pops up, fill in the required information. Choose what types of elements you want to tie (for example deals with spaces). Fill in additional information, you can describe both sides of the tie.companyassociate
  5. Click on Add.
  6. Now you can choose a new type of tie on contact’s, deals and spaces profiles.branchYou can choose to add ties directly from the addition form. In order to do that, when adding a new type of tie, choose a Show on the form option and then choose the section where you want the tie to appear:showontheform When adding a new company, we can now choose the other side of the tie directly from the addition form:brnch21

Good to know:

  • Ties allow for a vast possibility of managing relationships. An interesting advantage is using ties to link deals and spaces. When you add such tie, you are able to tell when a closing (or closing soon) deal becomes a project which needs to be executed. There’s no need to store all of the information connected to the process of the sale in Spaces. There’s also no need to include finances and negotiations, information certain people from the company don’t need access to. Creating a separate Space and tying it to the deal allows you to quickly navigate both of those things and go back and forth through its history.

Automatic deal numbering

If you open a lot of new deals or spaces, it could be useful to consider automatic deal numbering in Livespace CRM. Thanks to this feature, your deals and spaces are going to be numbered automatically.


How does automatic numbering work?

If you turn on automatic numbering, when adding a deal or space, you’ll see an information about automatic deal numbering in addition form.numbering

How to turn on automatic deal numbering?

In order to turn on this feature:

  1. Go to Account settingsaccountsettings
  2. Choose Forms from the left side menuforms
  3. Choose Numbering tab numbering12
  4. Turn on the featureturnonautomaticdealno
  5. You can modify the numbering as you wish, according to provided instructionnumberingform

Default numbering is:

[ next number ] / [ year ]   as %N/%Y

You can change the numbering format by changing the order of the elements or providing an additional information concerning the month – %M, day – %D, number – %N, year – %Y or user’s initials  %I.
You can also change the value of numbering if you want to start for example at 1000 or reset it at the beginning of the new year.

What will happen if I delete a space or deal?

Deleting a deal or space moves it to the list of deleted deals or spaces, you can bring it back later if you want. If you delete a deal or space, automatic numbering system will suggest the next number of deal or space. Because of that, when a deal or space is restored – you won’t have any doubles on your lists.

Livespace CRM for iOS

Do you want to work with Livespace CRM directly from your phone or tablet? Download our mobile app, now available in the AppStore! You can use it on your phone or tablet. In this article, we discuss how to navigate the app and presented its basic features.

Get from AppStoreappstore


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Livespace CRM for Android

Do you want to work with Livespace CRM directly from your phone or tablet? Download our mobile app, now available for Android! In this article, we discuss how to navigate the app and presented its basic features.

Download from Google Playgplay

 


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Sending emails via Livespace CRM

When you connect your mailbox to Livespace CRM, you no longer need external tools to communicate with clients. You can now send and receive emails via Livespace.


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Managing Stages and Steps in Your Processes

A sales process in Livespace CRM is divided into two parts: deals’ stages and steps.

Stages allows you to see how your deal’s process is going (see the statistics).

Steps informs you about the actions you should take within each stage when dealing with this particular case.


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Creating an account and logging in to Livespace CRM

On www.livespace.io you can create a free 14 day trial account. In this article you’ll find a detailed step by step instruction how to do that.


Creating an account in Livespace CRM

In order to create a new account:

  1. Go to www.livespace.io, enter your email address and click on Try it out:tryitout
  2. Fill in the form. After you type in your company’s shortened name – Livespace will suggest a domain name for your account (you’ll use it to log in to Livespace)startusingls
  3. Proposed account name is just a suggestion, therefore you can change it to whatever you want:samplecompanyname
  4. Choose the number of employees in your company:numberofemployees
  5. Enter an email address to which we’ll send information about your new account. You’ll use this address to log into your Livespace account:samplepass
  6. If you have a discount code, type it into the appropriate field:discount
  7. The last step is to click on Create an account button:newacc
  8. The account will be created, and you’ll receive an email with confirmation:newacccreate

Logging in to Livespace

In order to log into your Livespace account, you need to type in the address of your account into your browser:samplelivespaceio

If you don’t remember your account address, open an email you got when creating an account:welcometols

When you click this link, you’ll be transferred to a login page:logintols
If you don’t remember your password, use the option under login page: ‘Forgot your password?’.

Permissions in Livespace

Permissions in Livespace CRM differ depending on the user’s role. The manager will see a different set of privileges than the regular user. In this article you’ll find out where in Livespace an administrator can find permissions settings and how to change them.


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Email automation in Livespace CRM

Marketing research shows that 80% of probable deals require contacting a potential customer at least 5 times in order to turn the lead into a profitable client. At the same time, 70% of dealers quit on the deal, because they do not receive an answer. That is usually due to lack of time, lack of consequence of marketing actions or thinking that not getting an answer means the potential client is not interested, therefore the deal is closed. However, until we get a specific answer we should stay in the game.

In such case, email automation is what comes in handy. If you decide to set up an email marketing campaign, Livespace will contact your client until their reply (whether the answer will be positive or negative). Additionally, after a few unanswered emails, Livespace will automatically remind you about for example calling your client.


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Dashboard information

The Dashboard page is one of the most important places in Livespace CRM. Here, you can see the most important information about activities, statistics, and tasks.


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Data export – how to save a Livespace list to an Excel file?

At any moment, you can export Livespace lists to an Excel (.xls) or .csv file. All you need to do is go to the list view and click on Export.

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Will I lose my data after trial period?

No – if you decide to renew your subscription, all of the data you’ve input to Livespace CRM during the trial period will be safe. You can then continue working with Livespace without the need to create a new account or input your data again.

Do you offer any additional training in Livespace?

Livespace CRM is a multifunctional tool used to manage B2B sales, make your sales process easier, set goals, and always have all the information about your customers right at your fingertips. You can set it up for your needs, according to you own knowledge or write to our support team for assistance. We also provide many educational materials such as:

  • Free webinars and presentations on how the product works
  • Free publications written by Livespace team
  • Paid stationary trainings (concerning Livespace itself)
  • Paid stationary training (concerning sales proceses)
  • Constant support and supervision when it comes to your sales activities (e-coaching)

What is a free trial period in Livespace CRM?

A free trial period lasts 14 days and allows you to use a full version of Livespace CRM for free. When this period is over you can finish testing with no further attachments – after 14 days the account will be blocked and then deleted, along with all of the input data.

If you decide to keep working with Livespace and renew your subscription – all of the data will be saved and you will be allowed to continue working without the need to create a new account.