From Salestrakr Wiki

Introduction

Welcome to the Salestrakr community documentation. These pages were created by the developers of Salestrakr and by Salestrakr users just like you! This documentation is developed using a Wiki which allows anyone to add new information and make changes. We welcome you to participate in the process of improving the documentation and making it easier for others to better understand and use salestrakr. If you want to contribute, please read the Wiki User's Guide for details on how to use the wiki.

Welcome and thanks for being part of Salestrakr!

Why Salestrakr?

Just about everything anyone does involves people. They might be customers, co-workers, teachers, friends, family and many other categories. Most of us have hundreds of people we work with, visit with, talk to and need to keep up with. All of these people have large and growing amounts of information we need to know about them. A contact is all of the data that you know about a person. This could be their name, their address, their phone number and any other specific details about them you care to keep track of.

How do we find all of that info, keep it current and share it? That is the purpose of a Contact Manager.

Most Contact Managers, such as Microsoft Outlook, just save static information. Data. Facts. What is equally important is all of the history of your interaction with that person. When did you meet? What did you talk about? What action items did you complete regarding that person? If a client, are there any sales opportunities? These are all dynamic items and are poorly tracked, if at all, by most Contact Managers.

Salestrakr makes it just as easy to add and track this dynamic data as an email address or birthday.

Getting started

Salestrakr is a powerful system with a large number of useful features. It can be overwhelming the first time you see it. Especially if you have not used a Contact Manager before, or only used a limited program such as Microsoft Outlook. But, that's OK. Like any truly useful tool, it does take a bit of time to get proficient at using it. The great thing about salestrakr is that you don't have to memorize anything. You don't have to create cheat-sheets. Everything is clear and right in front you. All of the things that you can do or data you can change are all right in front of you. Unlike many other contact managers, there are no modes. They way things work never changes. And, you don't have to remember if you are in normal or edit mode.

A great way to learn how to use salestrakr is to take advantage of the fully populated demo. This is accessible from the salestrakr website. Just click on the demo icon. This will create a unique demo system for you to play around with to help you learn how to use salestrakr. Since it is demo data, you don't have to worry about messing up your personal data. The other great thing about the demo is that is has 500 contacts with 4 months of history, notes, actions and meetings. You can practice with a system that looks like the one you will have after you're been using salestrakr for a while. It is much more realistic and useful for learning.

When you're ready to get started with your own setup of Salestrakr, you will need to go to the salestrakr website and sign up for an account. You can select the Free Edition or, if you know you will have too many contacts or too many users, the Edition that applies to you. It is just a matter of providing the required contact information about you and if you're getting a paid Edition, your billing information. After you signup, you will get an email with your login details.

The first two things you should do when you are getting started are to configure your system to work best for you and to import your existing contacts.

System Configuration

All of the configuration options can be accessed from inside Salestrakr by clicking on the Admin link. This is in the upper right corner of the screen and is blue. The configuration page has a number of sections. Each section can be opened and closed by clicking on the blue bar at the top of the section.

Company

To update your contact information current in the system, edit system defaults, and to see statistics about your usage.

Timezone

It is important to set your timezone correctly. Here are the available timezones. If you do not see your timezone listed, contact support@salestrakr.com and request that it be added.

US/Eastern, US/Central, US/Mountain, US/Arizona, US/Pacific, US/Alaska, US/Hawaii, Canada/Atlantic, Canada/Central, Canada/East-Saskatchewan, Canada/Eastern, Canada/Mountain, Canada/Newfoundland, Canada/Pacific, Canada/Saskatchewan, Canada/Yukon, Greenwich, Europe/Amsterdam, Europe/Dublin, Europe/Istanbul, Europe/Lisbon, Europe/London, Europe/Moscow, Europe/Oslo, Europe/Paris, Europe/Rome, Europe/Stockholm, Europe/Warsaw, Europe/Zurich, Portugal, Poland, Israel, Japan, Hongkong, ROK, Australia/Sydney, Australia/Brisbane, Australia/Melbourne, America/Sao_Paulo, America/Mexico_City, America/Buenos_Aires, America/Santiago, Africa/Johannesburg, Asia/Calcutta

Date Format

You can choose one of several alternative formats for displaying dates in Salestrakr. Choose the format that most closely matches the way you prefer to see dates.

• 12/31/2005
• 31/12/2005
• 2005-12-31

Time Format

You can choose from several different formats for displaying time of day in Salestrakr. Choose the format that most closely matches the way you prefer to see the time.

• 3:00pm
• 15:00
• 1500

Phone Number Format

In Salestrakr you can type a number into one the phone fields and have it formatted for you. This only works if you only type in numbers - no characters. If you have selected US/Canada format and type in 6783670265 it will be formatted as (678) 367-0265. If you type in +1.678.367.0265 it will not be formatted and entered exactly as you typed it. If you do not want any formatting, just select None as your telephone number format choice.

Currency Symbol

In the sales manager and in the sales opporutnity tables, you can use your preferred symbol for currency. Here are the symbols you can choose from:

• $ Dollar
• € Euro
• £ Pound
• R$ Brazilian real
• ¥ Renminbi
• ¥ Yen
• Rp Rupee
• ₩ Korean won

Renaming

To make Salestrakr easier to use, it is possible to rename a few of the data fields. The fields you can change are "Category," "Group," "Lead Source," "Lead Type," and "Commission." Change the name so that they make more sense to you. For example, if you sell educational materials, you might want to have "School District" and "School" instead of "Category" and "Group."

Users

Salestrakr was designed with teams in mind. Depending on which Edition of Salestrakr you are using, you can have a number of users on your team sharing contacts and calendar. You can add new users and change the settings for all of the users in this section.

The user table lists all of your users along with some basic information including their login email, their short name and color. You can also change a user's password or see their login history by clicking on the link next to their name.

To view and edit more details about your users, click on the edit link. A box will then pop up allowing you to edit details about your users.

• Email (login) - this is the email address the user must use when logging in. It is also the email used to send notices such as meeting announcements.

• Title - the user's position in your organization. Not used for anything now.

• Short Name - this is the name that is displayed on some tables and edit boxes. This is so that the tables and boxes will display better. Use the users first name or initials. Try to keep it to under 10 characters for best results.

• Color - the color is used on the group calendar to show which meetings belong to which user. The color is also used in the sales manager to show which user a given sales opportunity belongs to.

• Default Calendar - specifies which calendar view is seen when the calendar is opened.

• Administrator - if this box is checked, the user can access the admin pages and make changes. If this box is not checked, the user does not see the admin link and cannot make any changes.

• No Delete - if this box is checked, this user cannot delete contacts or meetings or tasks, etc. They can however make changes to anything.

• RSS Feeds - allows the user to subscribe to RSS feeds such as the activity feed and their task list feed.

• Meeting Email Notifications - if you want the user to receive an email when a meeting is scheduled for them. You do not get an email when you schedule a meeitng for yourself.

• Task Email Notifications - if you want the user to receive an email when a task is assigned to them. You do not get an email when you assign a task to yourself.

• Daily Task Email - if this checked, the user will receive an email once a day with all of their current and overdue tasks. Future task are not included in this email.

• Email Signature and Disclaimer - this is not currently being used so you can ignore it for now.

Calendar

The group calendar built into salestrakr has a number of valuable features. You can make set it up so that the calendar will work better for you and your team.

• Start/End Time - you can change the default start and end time on the one-day calendar. It does not make sense to show time slots for all hours of the day when most of us are only concerned about the day or day and evening times. Simple enter the first hour you want to see on the calendar and then the last hour you want to see on the calendar. The times you enter must be in 24-hour format. For example of you want the calendar start start time 7:00am (or 0700), enter 700 into the start time. If you want the default end time of the calendar to be 6:00pm (or 1800), enter 1800 into the end time. Then click on update times. Any meetings that are scheduled before or after your start and end times will always show on the calendar. And if you want to schedule a meeitng before or after your start and end times, there is a link on the calendar - view 24 hours.
• Meeting Subject - to speed up entering new meetings, you7 can select from a list of predefined subjects. You can add or delete your custom list of meeting subjects here.
• Meeting Location - to speed up entering new meetings, you7 can select from a list of predefined locations. You can add or delete your custom list of meeting locations here.

Sales Opportunities

If you are using Salestrakr because you are a small business or because you are in sales, then you will certainly want to consider the using the sales tracking built system in. Good salespeople know the best way to track sales opportunities is by using a sales pipeline. Another way to customize the sales pipeline is to pre-load the products that you sell.

This is described in more detail in the section in this wiki called Tracking Sales Opportunities.

Contact Types

It is easier to keep track of your contacts if you can categorize them. Examples of these categories might be friends, co-workers and clients. By separating contacts this way, you can more easily find and work with them.

Different people use Salestrakr for different reasons. One might be a small business person using it to track his prospects and his customers. Another might be a college professor using Salestrakr to track his students and research assistants. Salestrakr allows you to create and name your own contact types so that the system works best for you.

To add a new contact type, simple enter the name of the new contact type into the box and click on add contact type. To delete an existing contact type, click delete next to the contact type you want to remove. There is currently now way to rename an existing contact type.

Tasks

Assigning and tracking tasks is one of the most powerful features of salestrakr. If you find yourself assigning the same task over and over, you can make the system work better by entering that as a standard Task Type. When you create a new task or todo, instead of typing in the task, you will be able to select form a list of task types. You can add a new task type, by entering the name of the task in the box and then clicking on add task type. You can delete a task type by clicking on delete next to the task type you want to remove.

• Steps - you can create complex tasks with multiple steps. With a multi-step task you can assign a task with several related processes and track them as a group. An example of a complex task might be entering an order for a product. One step could be to fill out an order form, and another step could be to fax the order form to the vendor. For any task type, you can create a task type with multiple steps. To add steps to a task, click on edit custom steps. You can then add or remove custom steps to this task. When you are done, click on save changes. Multi-step tasks speed up assigning a task to someone and it makes the execution more consistent.

Email

If you do not want to use the Salestrakr email client for outgoing email (including group emails), then check the box labeled Disable Salestrakr Email. If this is checked, when you click on an email link, it will use whatever email client is default on your computer.

Templates allow you to pre-load common emails and save them. Instead of re-typing an email you send often, you can save it once as a template. Then, in the email client, simply click on the template to fill the subject and the body of the email. When you add a new email template, you can save the description of the email, the subject and the body. You might have several templates, all with the same subject, such as the name of your company. The description allows you to add more detail so you can keep them straight - the description is not included in the email that is sent.

Merge Fields:

You can add contact-specific data to personalize your emails. To do this, add the field-name surrounded by curly braces. For example, to add a contacts first name, add this to your letter:

{{first}}

You can add as many fields as you wish in this way. If the data is missing, it will just be blank. Another example might be

{{first}} {{last}}

Two special fields are

{{salutation_dear}}

which corresponds to 'Salutation' and

{{salutation}}

which corresponds to 'Formal Name'. We apologize for the obvious, but unintentional, confusion there. Here is a list of fields you can use to merge in your emails:

first, last, middle, spouse_first, address, city, state, zip, country, phone, mobile, email, website, salutation, salutation_dear, nickname, company, co_title, co_address, co_city, co_state, co_zip, co_phone, co_email, contact_category, contact_group, contact_type, lead_type, lead_source, ABCD

Be aware that currently merge fields do not currently work the way you would expect with group emails. What you see in the body of the email is what is sent. If you have first name as a merge field in your email template, it will put the name of the contact currently active, not the names of the people you are sending the group email to.

Letters

You can create and save custom letter templates. After saving a template, it will be one of the choices in the drop-down box next to the 'Word' icon on the business card. To download a letter in Word, mixed with name and address data form the contact currently dispolayed, simply select on of your letter templates in the drop down, then click on the Word icon.

Please note that Salestrakr letters are currently text only. If you copy a document from Word into the template edit box, some special characters or formatting might not be preserved. Examples include quotes and bullets in Word.

Merge Fields:

You can add contact-specific data to personalize your letters. To do this, add the field-name surrounded by curly braces. For example, to add a contacts first name, add this to your letter:

{{first}}

You can add as many fields as you wish in this way. If the data is missing, it will just be blank. Another example might be

{{first}} {{last}}

Two special fields are

{{salutation_dear}}

which corresponds to 'Salutation' and

{{salutation}}

which corresponds to 'Formal Name'. We apologize for the obvious, but unintentional, confusion there. Here is a list of fields you can use to merge in your letters:

first, last, middle, spouse_first, address, city, state, zip, country, phone, mobile, email, website, salutation, salutation_dear, nickname, company, co_title, co_address, co_city, co_state, co_zip, co_phone, co_email, contact_category, contact_group, contact_type, lead_type, lead_source, ABCD

Web Forms

A complete description of how to setup and use Web Forms is available below in the section labeled Lead Generation - Web Forms. Please review that for details on the setup.

Custom

Custom fields are used for storing additional information about a contact. You can add new custom data fields here.

Billing Information

Here is where you update your credit card information so that you can update or renew your subscription to Salestrakr.

I would like to change the credit card information for Brent Heurter, Jim Van Wyck, and Dawn Van Allsburg.

Please contact me at 323-436-2955.

Billing History

In this section you can see all of the billing history and drill down to any specific month. You can also print a report should you need this information for an expense report or taxes.

Importing Contacts

To import into Salestrakr you must first get your existing contact data into a file. You can create your own CSV file using Excel, or you can export your data from whatever contact manager or email program you currently have.

To start the process, click on the Import Contacts link in the Actions section on the left side of the screen. A pop-up will then ask you what you are importing from. Click on the appropriate icon to start the process. You will then be given instructions and screenshots to help you gather your contacts and upload them to Salestrakr.

Outlook

• Open Outlook. Select Contacts in the navigation pane.
• Click File, then Import and Export. This will start the Outlook Import and Export Wizard.
• Click on Export to a File and then Next
• Choose a type of file. Click Comma Separated Values and then click Next.
• Select the Outlook folder you wish to export from. This is normally Contacts. Then click Next.
• Select a name and location on your computer for the export file. One suggestion is name the file c:\contacts.csv. Remeber the name and where you put the file. Then click Next
• Check the box to confirm you are exporting contacts. Then click Finish and Outlook will export your contacts to the file chosen on the prvious step.
• Click on Browse and select the file that you saved on your computer. Then click on Upload.

Outlook Express

• Open Outlook Express.
• Select File > Export > Address Book from the main menu.
• Select Text File (Comma Separated Values), then click Export
• Select a location and a name for the file you are exporting, then click Next. Remeber the name and where you put the file.
• Select the fields you want to export. If not sure, check them all. Then click Finish.
• Click on Browse and select the file that you saved on your computer. Then click on Upload.

Thunderbird

• Open Thunderbird.
• Click on the Address Book icon
• Select the Address Book that you want to Export. The address books are listed along the left side of the screen.
• Click Tools, then Export.
• Select a location for the CVS file on your computer, type in a name for the CSV file. Then from the dropdown next to Save as Type, choose Comma Separated. Remember the name and where you put the file.
• Click Browse and select the file that you saved on your computer. Then click on Upload.

Mac Address Book

You can use this approach or our vCard import option for Mac Address Book

• Download and install Address Book Exporter from [www.gwenhiver.net/address-book-exporter.html gwenhiver.net]
• Launch Address Book Exporter. Click on Configure Settings
• Verify the fields you want to export are included. Make sure to click the checkbox next to Write column titles as first line.
• Make sure to select Export using current field settings.
• Click on Export Address Book.
• Choose and name for the export file and a location. Then click Save.
• Click Browse and select the file that you saved on your computer. Then click on Upload.

vCard

• Export your contacts to a vCard file and save it on your computer.
• Click Browse and select the vCard file that is saved on your computer. Then click on Upload.

Palm Desktop

• Launch Palm Desktop. OpClick on the Contacts button in the upper left part of the page.
• In the main application menu, click on File > Export.
• Select a location for the file. Next to Range click on All. Next to File name: type in a name for the file. In the dropdown next to Export Type, select Comma Separated. Then click on Export.
• Select all the fields you want to export. You should probably check all the fields. Then click OK.
• Click Browse and select the file that you saved on your computer. Then click on Upload.

Yahoo Mail

To upload data from Yahoo Mail, you need to save it in a format called CSV.

• Log into your Yahoo Mail account. Open your Address Book by clicking on the Addresses tab on the upper left part of the page.
• Click on the Import/Export link in the upper right corner.
• In the Export section, click on the button next to Microsoft Outlook: that says Export Now.
• When the dialog box opens, click on Save to Disk. Then click OK. The saved file will be called yahoo_ab.csv.
• Click Browse and select the file that you saved on your computer. Then click on Upload.

Microsoft/MSN Hotmail

Step 1 - Cut and paste contact data into Excel

• Log into your Hotmail account. Click on the Contacts tab.
• Click on Print View
• You will see a table of your contacts. Since Hotmail does not have an Export function, you will need to cut and paste the data into Excel. Place your cursor to the left of the word Name in the upper left of the table. You cursor will change shape, allowing you to drag it and select the data in the table.
• Drag your cursor all the way to the bottom right, highlighting all of the data in the table. Type CTRL-C to copy the data to the clipboard.
• Open up Excel and a blank worksheet.
• Highlight the first cell.
• Type CTRL-V to paste the data you copied from Hotmail into the Excel worksheet.

Step 2: Save the Excel data to a CSV File

• Select File > Save As from the main menu.
• Select a location for the file. Enter a name for the file. From the Save as Type dropdown, select CSV (Comma Delimited). Remember the name of the file and where you saved it.
• Excel will warn you that CSV does not support multiple sheets. It will ask if OK to only save the active sheet. Click on OK.
• Excel may then warn you that there are features of the worksheet not compatible with CSV. Click Yes. Excel will then save the file in CSV format on your computer.
• Click Browse and select the file that you saved on your computer. Then click on Upload.

GMail

• Log into your GMail account. Click on the Contacts link on the left side of the page.
• Click on the All Contacts tab.
• Click on the Export link in the upper right corner.
• Click on GMail CSV. Then click on Export Contacts.
• When the dialog box opens, click on Save to Disk. Then click OK. The saved file will be called gmail.csv.
• Click Browse and select the file that you saved on your computer. Then click on Upload.

Excel

To upload data from an excel file, you need to save it in a format called CSV.

• Open Excel and the file with your contacts.
• Add Headers to your Spreadsheet. In order for your uploaded data to be in the right place, you need to have a header row in your spreadsheet to indicate what the data in that column is. If you do not already have a header row, add one to the top of the spreadsheet. Review the list below of valid header names. If you do have headers, change them to match the ones listed below.
• Select File > Save As from the main menu.
• Select a location for the file. Enter a name for the file. From the Save as Type dropdown, select CSV (Comma Delimited). Remember the name of the file and where you saved it.
• Excel will warn you that CSV does not support multiple sheets. It will ask if OK to only save the active sheet. Click on OK.
• Excel may then warn you that there are features of the worksheet not compatible with CSV. Click Yes. Excel will then save the file in CSV format on your computer.
• Click Browse and select the file that you saved on your computer. Then click on Upload.

CSV File

• Add Headers to your CSV file. In order for your uploaded data to be in the right place, you need to have a header row in your CSV file to indicate what the data in that column is. If you do not already have a header row, add one to the first row of the CSV file. Review the list below of valid header names. If you do have headers, change them to match the ones listed below.
• Click Browse and select the CSV file that you saved on your computer. Then click on Upload.

Tab Delimited File

• Add Headers to your Tab-delimited file. In order for your uploaded data to be in the right place, you need to have a header row in your file to indicate what the data in that column is. If you do not already have a header row, add one to the first row of the file. Review the list below of valid header names. If you do have headers, change them to match the ones listed below.
• Click Browse and select the Tab Delimited file that you saved on your computer. Then click on Upload.

Valid Header Names (for Excel, CSV, Tab)

First, Last, Middle, Address, City, State, Zip Code, Country, Phone Number, Fax, Mobile, Email, Date of Birth, ABCD, Salutation, Nickname, Marital Status, Sex, Spouse Sex, Company Name, Title, Company Address, Company City, Company State, Company Zip, Company Country, Company Phone, Company Email, Spouse Nickname, Spouse First, Spouse Last, Spouse Middle, Spouse Date of Birth, Spouse Email, Spouse Mobile, Spouse Fax, Spouse Company, Spouse Title, Spouse Company Address, Spouse Company City, Spouse Company State, Spouse Company Zip, Spouse Company Country, Spouse Company Phone, Spouse Company Email, Anniversary, Interests, Spouse Interests, Alternate Description, Alternate Address, Alternate State, Alternate City, Alternate Zip, Alternate Country, Alternate Phone, Alternate Months, Comments, Website, Spouse Website, Screenname, Service, Spouse Service, Spouse Screenname, Contact Category, Contact Group, Contact Type, Lead Type, Assigned To, Tags

Special Format for Assigned To

To import contact and have Salestrakr assign the contact to the right person on your team, you need to have a column called assigned_to, or map one of your fields/columns to Assigned To. The data needs to b the numeric value that is the ID of the user you wish the contact to be assigned to. You can find this ID by going to admn/users. In the user table is the ID of each user. If your contact data is in Excel or csv, make sure to do a search-and-replace to change the name of your team member to this ID. For example, if you have a number of contacts assigned to Joe Smith, make sure to replace all instances of Joe Smith with his ID such as 65777.

Exporting Contacts

You can easily export your data from Salestrakr. You might want to do this as an additional personal backup. Or you might want to ensure that you can move your data to another system. Data is exported from Salestrakr in Excel format. Click on the link in the Actions section labeled Export Data. A pop-up will appear with a list of four reports. Click on the Excel icon next to each report to download and save all of your contact data. The four reports are:

• All contacts
• All meetings
• All tasks
• All history

If you need a copy of all of your data files, please send an email to support@salestrakr.com to request it. This will be automated, but for now requires that you contact Salestrakr to request the data.

Two-Factor Authentication

Salestrakr offers an optional, more secure method, of logging in called Two-Factor Authentication. The phrase 'two-factor' means you have to know two things in order to get access to the system. The first thing is your username and password. The second is a one-time password. Each time you log in, a new one time password is generated and you have to enter it before being logged in.

If you have enabled two-factor authentication, after entering your username and password, you will be prompted to enter a one-time password. This one-time password is either be emailed to you, or sent as an SMS to your cell phone, or both - depending on how you have configured your user settings.

You can manage two-factor authentication on a user-by-user basis. You can also select the methods for sending the one time password. This is managed on the Admin tab in the Users section. Click on a user's name to edit their settings.

Why use two-factor authentication? Hackers can place a virus on your computer unbeknownst to you. The virus might contact a keylogger. A keylogger records all of your keystrokes and sends them off to a bad actor. This person would then know what your login and password to Salestrakr are. However, they have no way of seeing your one time passwords, and cannot login without it. You should continuously monitor your computers for viruses, but you can add additional protection by using two-factor authentication.

The Business Card

Contact Data

Main Contact

This section houses all pertinent information on your primary contact for this record. Address, phone numbers, date of birth, email addresses, etc. You can also enter important information for future mail and marketing pieces. (salutation, nick name, male/female, single/ married. Client interests can also be entered in order to sort your contacts for targeted marketing efforts.

Type/Lead/Group

This section allows you to categorize your contact type, where they came from, and how you want to stay in contact with them. You can also group your contacts in order to pull them up in a list for future marketing or segmentation of your book.

Comment

This section is for information that you want to make sure you remember about this contact. It could be anything that you want to know when contacting them. The information you type in this section will appear at the bottom of the contact info section for easy viewing by anyone that selects this contact record.

HTML tags, such as br and a are allowed. This allows for custom formatting of your comments.

Tags

Spouse

This section houses all pertinent information on the spouse of the primary contact for this record. Address, phone numbers, date of birth, email addresses, etc. You can also enter important information for future mail and marketing pieces. (salutation, nick name, male/female, single/ married. Client interests can also be entered in order to sort your contacts for targeted marketing efforts.

Family

Under this section, you can load all children and grandchildren for this contact. This section will allow you to keep track of and market to family members as desired.

Second Home

Custom

This section allows you to create any custom field that you wish to maintain in order to track key information pertaining to your contacts. Custom fields are created in the \"my accounts tab\" and can be instantly utilized in the contact record.

Search

When you need to know something about a contact it is critical that you be able to access that's contacts information quickly. salestrakr has several types of search to assist with that.

Basic Search

Salestrakr offers two ways to search for contacts. The normal Search and Advanced Search. There is a search box located above the business card in Salestrakr.

Type in the first name, or last name, or company name for the contact you are looking for. As soon as you pause typing, a list of contacts that match that string will appear. To find someone named 'Smith', you only need to type part of the name, such as 'smi', and everyone with a name starting with 'smi' will show up. Once you have a list of contacts, simply click on the name and their contact info will be pulled up.

One very useful of Salestrakr is the 'sounds like'. It is just what you would think. If you have a contact named Smyth, but you type in 'smith', it will still show up. This is awesome if you're not sure how to spell their name. Another neat feature is the ability to open a contact in a new tab or window. You can have as many Salestrakr windows open as you want. Instead of clicking on the contact's name, click on the person icon next to their name. Then a new Bog Contacts window or tab will open with this contact brought up.

Advanced Search

There are times when you cannot find a contacts just from their name or you need to find a group of contacts that meet a specific criteria. salestrakr Advanced Search allows you to enter a number of search options and find one or more contacts that meet those options. For example, you might want to find a list of Friends that live in Chicago. With Advanced Search, that is very easy to do.

The Advanced Search is opened by clicking on the link in the 'Actions' section. A box will pop up that lists all of the data fields for a contact. There is a checkbox next to each field. If you check this box, this data will be returned in the search results. For example, if you want to get address information for a mail merge, check the box next to address, city, state, zip and country.

You can add filters on the data you search for. For example if you want a list of all your contacts named Smith', type 'Smith' into the box next to 'Last Name'. There are special advanced filtering functions, just read the instructions at the bottom of the Advanced Search pop-up.

You can choose to have your search results displayed in your browser by clicking on 'find contacts' or returned in an Excel spreadsheet by clicking on 'export to excel'. Be aware that the Excel is actually an HTML document. If you do not have Excel, you can still open the file, but whatever program you use will have to be able to support conversion of HTML to a spreadsheet.

Building a Custom Birthday Report

Salestrakr has several Birthday reports built in. However, there are cases where a custom Birthday report is desired. Let's say you want to create a report that shows which month all of your contact's birthdays are in. Here is how to do this. Run an Advanced search and include date of birth (dob) in the report. Export the report to Excel. Then insert a new column next to the dob column. If the dob column is column 'A', then copy this formula into the first row of the new column:

=Month(A1)

Now, copy this formula into all rows of this new column. Now you can sort on this new 'month' column. By using similar functions in Excel, you can create other similar custom birthday reports.

Contact Cloud

A Contact Cloud is a page with all of your contacts last names listed. These contact names will vary in size and color. The more activity you have for a contact, the larger the size and brighter the color of that contact. Activity includes tasks assigned, meetings held, notes written, etc. The contacts that you have done more things for will stand out and be easy to find.

Open the Contact Cloud by clicking on the link in the upper right corner of the page that says Cloud View. If you click on a contact's last name, their Business Card will appear on the page just below the contact name in the cloud. You can then view the information directly on the cloud. If you want to open the contact, click on the contact name and it will open that contact in the background. You can view Contact Clouds that match one of your Contact Types. For example, if you have a Client Contact Type, you can see a Contact Cloud that contains only Clients.

Contact Table

The Contact Table allows you to view, edit, merge, delete, and even assign tasks to multiple contacts at once.

After loading the Contact Table, you will be able to select how many contacts you wish to display, and can filter them based on contact type, and team member assigned. Additionally, you can refine your search with matches on first and last name, as well as company.

If you wish to modify a field that is not present in the table, expand the "Select Data to Display" section at the bottom of the page. This will allow you to select the specific fields you would like to modify.

To make a mass change to multiple contacts, use the green "Replace" input box. Simply type in your new text, check off the appropriate contacts, and select 'Replace'. When this function is used, the value will be set for all contacts who are currently checked, so make sure to choose carefully.

Calendar

The Salestrakr calendar is designed to allow you to easily schdule events as well as see multiple views of your schedule. It is designed to work especially well with groups. There are currently four different views - 1 day, 7 day, 31 day, and 31 day group. The Salestrakr calendar is very powerful. The best way to learn it is by trying it.

To view the calendar, click on the bar labeled Calendar. To see one of the specific calendar views, click on the tab for the view that you are interested in.

Note: Salestrakr currently shows times only in am/pm notation. Alternative time formatting is in development.

One Day View

The one day view shows your schedule for the day. You can go forward a day by clicking on >>> and backwards one day by clicking on <<<. If you are not on the current day, there will be a link that says go to today. To see the schedule for a different person on your team, just select them by clicking on the radio button next to their name. Then you will see their schedule.

The one day view shows both existing meetings for the day as well hourly scheduling slots that will allow you to schedule new meetings. These hourly slots are set up for a typical business day (you can customize this). However, all meetings before or after the default times will always be shown. If you want to see scheduling slots for all 24 hours in a day, click on the link in the bottom left of the calendar that says view 24 hours. If you click on this link, your calendar will be refreshed, and then show scheduling slots for every hour of the day. You can easily change the default start and end times for your day. Click on Admin, then My Calendar Customizations. Then change the default start time and end time for your one day calender.

To schedule a meeting, click inside of the box next to the time slot for the hour for which you want to schedule a meeting. If you want to schedule a meeting at 10:00am, just click the box next to 10:00am. Once you click in a scheduling slot', a number of options will appear. In this box you can either type the subject of the meeting such as 'Haircut' or type the name of the contact you will be meeting with. As you type a contact name, a list of contacts whose last name matches what you type are shown. If you see the name of the contact you want to meet with, click on the name and this meeting will then be attached to that contact.

If you want to schedule a meeting with someone that is not currently a contact, but add them as a contact, you can do that quite easily. First, type in their complete name such as Bob Smith. Then check the box below that says add this as a new contact. Once you have scheduled the meeting, there will be a new contact in the system - Bob Smith.

You can then click on the specific time for the meeting. If it is not going to be exactly on the hour, click one of the times listed. Right now, only 15-minute slots are available. You can also add a subject for the meeting, a location, the other attendees from your team, and a long description of the meeting. In order to make things easier, instead of typing in a subject or a location, you can click from one of the pre-loaded subjects and locations. You can add your own subjects and locations, just go to the Admin page and then My Calendar Customizations.

If you want to schedule a meeting not for yourself, but for another member of your team, this is easy to do. There are two ways to do this. One way is to go to their one day view for the day you want to schedule the meeting. Go to the day on the calendar you want to have the meeting, then select that person by clicking the radio button next to their name. You will now see their schedule for the day in question. Click on the appropriate time slot and schedule the meeting as you would normally. This meeting will now be on their calendar. The other way to schedule a meeting for someone else is to schedule it from your one day view as you would a meeting for yourself. However, make sure to check the box next to their name as the attendee (and uncheck your name). You can pick as many members of your team as you wish and they will all have this meeting on their calendar.

Seven Day View

The seven day view shows your schedule for the week. You can go forward a week by clicking on >>> and backwards one week by clicking on <<<. If you are not on the current week, there will be a link that says go to this week. To see the schedule for a different person on your team, just select them by clicking on the radio button next to their name. Then you will see their schedule.

Thirty-One Day View

The thirty-one day view shows your schedule for the month. You can go forward a month by clicking on >>> and backwards one month by clicking on <<<. This view shows only your calendar for the month. If you want to see a team calendar for the month, use the thirty-one day group view. Meetings will show up on the calendar as colored blocks. To see the details of any meeting, hover your mouse over the block. To schedule a meeting, click on a day in the calendar and you will be taken to the one-day view for that date.

Thirty-One Day Group View

The thirty-one day group view shows your entire team's schedule for the month. You can go forward a month by clicking on >>> and backwards one month by clicking on <<<. Meetings will show up on the calendar as a colored block. The color of the block will match the color for the team member. To see the details of any meeting, hover your mouse over the block. To schedule a meeting, click on a day in the calendar and you will be taken to the one-day view for that date.

Tasks and To-Do's

Tasks

Keeping a Task list is one of the ways to better organize our lives and our businesses. Tasks and To-Dos can be assigned to yourself, or to anyone else on your team. If you assign a Task or a To-Do to someone else, it will show up on their Task list.

A Task is related to a specific contact such as "Complete new account paperwork".

• Steps: Tasks can by simple, or they can have multiple Steps. A multi-step Task would be one where you need to do several things, sometimes by different people, in order to complete the Task. The Steps or ordered so that you can complete them in the proper sequence. This is a better way to organize workflow such that you do reduce the complexity of getting things done. A 3-step task is much better than three, separate, discrete tasks.
• Task Types: If you find that you are doing the same tasks over and over again, it is better to write out the task and the steps one time and just assign it. On the Admin page, you can create as many Task Types as you wish. The tasks can be simple, or they can have multiple steps. Then, when you are creating a new Task, you will see a list of all the Task Types you created. Simply click on the Task Type and it will pre-fill the task and steps. This makes it much quicker to assign new Tasks.
• Recurring Task: You can make your tasks repeat at regular intervals. When you create a new task, just click the button next to Weekly, Monthly, Quarterly, Semi-Annually or Annually and the task will repeat on that interval.

To-Do's

A To-Do is like a task, but it is unrelated to a contact. An example is "Prepare quarterly tax return".

• Task Types: If you find that you are doing the same To-Do over and over again, it is better to create a set of To-Do's in advance. On the Admin page, you can create as many Task Types as you wish. The tasks can be simple, or they can have multiple steps. Then, when you are creating a new To-Do, you will see a list of all the Task Types you created. Simply click on the Task Type and it will pre-fill the To-Do. This makes it much quicker to assign new To-Do's.
• Recurring To-Do: You can make your To-Do's repeat at regular intervals. When you create a new To-Do, just click the button next to Weekly, Monthly, Quarterly, Semi-Annually or Annually and the To-Do will repeat on that interval.

My Tasks Box

RSS Feed

Notes and Call Logs

Files and Photos

Files

You can upload files and attach them to a contact. The files can be of any type. Here are some examples:

• JPEG scan of a document
• Word letter to a vendor
• Excel proposal to a sales prospect
• PDF of a magazine article

To upload a file, click on the blue link labeled Add a File. A popup will appear. Enter a description of the file you are uploading. Click Browse and locate the file on your computer. Then click Add File. That's it.

The file will be attached to the contact. It will appear in the table to the right labeled Files. You can read a description of the file. You can delete the file. Or, you can view the file. Click on the filename and the file will be downloaded to your computer. Depending on what Operating System you are using you may have the option to open the file in the appropriate program.

Photos

Photos are just like files with two exceptions. One, use Add a Photo to upload the photo. Two, when you upload a file, a thumbnail image is made. This thumbnail is shown with the contact, below the business card. If you click on the photo, you will download a full resolution copy of it.

Currently, only files in the JPEG format will appear as thumbnails.

Reports

Activity

Lead Generation - Web Forms

With Salestrakr, you can collect leads from your website and have the contact information automatically added to your contact database. You can also assign a task and create a sales opportunity when someone submits a form on your website.

Setting up Web Forms

Click on the admin link and then on Web Forms. You must first Enable Web Forms. Once you check the box to enable the web form, a unique form posting code will be created for you. This code is what is used to know that the data being posted belongs to you. This code must be sent as a hidden field with each form submission.

To assign a task each time a form is submitted, first check the box next to Assign a Task. Then add a description for the task and who on your team you wish to assign the task to. You might assign the task to a sales manager to decide who to give the new lead to. Or maybe to a marketing person to send a brochure or whitepaper.

To create a new sales opportunity, check the box to Create a Sales Opportunity. Then select an inaitial stage for the opportunity, a product and the size of the opportunity. Only the stage is required.

You also have the option to test what page is submitting the form to make sure it is coming from your website and not from someone doing form spamming. Check the box to enable Check Referer. Then enter the exact url of the web page holding the form. You need to include the http:// and the full path. For example: http://www.mysite.com/forms/request.html.

Building your Form

Here is an example of a form on your website:

  <form method="POST" action="https://secure.salestrakr.com/shared/webform.html">
     <input type='hidden' name='form_code' value='ec7a5f4e7394d9f8365982d176ecd2f5' />
     <input type='hidden' name='lead_type' value='Web Site' />
     <input type='hidden' name='lead_source' value='Information Inquiry' />
     <input type='hidden' name='contact_type' value='Prospect' />
     <input type='hidden' name='return_url' value='http://www.mywebsite.com/process_form.html' />
     First Name <input type="text" name="first" style="width:10em;" value=""><br />
     Last Name <input type="text" name="last" style="width:10em;" value=""><br />
 </form>
 

Here is a more complete example of a Salestrakr web form. In your browser, View Source to see how it is built.

You will need to post two hidden values. One is the form_code. This is the unique code assigned to you when you enable web forms. The second is the return_url. This the web page you want the user to go to after posting the form. This might be to return to your home page. Or to a page where you thank the visitor for submitting their information.

You will need to POST the contact data from your form. You can use text boxes, radio, selects, or hidden fields. Here are the valid names that you can use to post contact information:

Contact Data:

first, last, address, address2, city, state, zip, country, mobile, phone, email

Company Data:

company, co_title, co_address, co_city, co_state, co_zip, co_country

Additional Data:

contact_type, lead_type, lead_source, contact_category, contact_group

Custom Data:

Any (or all) of your custom data fields can be included. Just use the name of the custom field as the field name.

Reposting Data

After Salestrakr processes your form, it re-posts the data back to your return url. If you have problems (such as a 405 error), and do not wish to re-post the data, you can turn it off by adding the following hidden variable to your form:

<input type='hidden' name='repost_form' value='false' />

Tracking Sales Opportunities

Many people use Salestrakr to keep track of business clients and prospects. With Salestrakr you can also keep track of potential sales to your clients and prospects. This makes Salestrakr a Salesforce Automation tool. A potential sale that you track is called an Opportunity. You can add one or more opportunities to a contact to keep track of your sales efforts with that client or prospect.

Sales Pipeline

A sales pipeline is simply the process that you go through to close a sale. Using a pipeline makes it much easier to track all of your business and it helps to make sure you are using a systematic approach to running your sales efforts. A sales pipeline is made up of multiple pipeline stages. A stage is a state that any particular sales opportunity is in. Examples of a pipeline stage are Prospect, First Meeting, Proposal, Closed/Won. The combination of these stages makes up the sales pipeline. With Salestrakr, you create a sales pipeline, the series of stages, that match how you do business. All opportunities will share the same sales pipeline.

Here is an example of a sales pipeline.

Image:Ss pipeline.gif

Stage Name

This is what you want to call the stage. Make sure to use a descriptive term that has meaning in your business.

Confidence

This is the average likelihood that you will close a sale on an opportunity that has reached this stage. For example, if you close half the sales opportunities once you have made a proposal, then your confidence level for the Proposal stage is 50%. After working with this pipeline system for a while, you may want to tweak the confidence level. The confidence is used in the Sales Manager to estimate projected future sales. Therefore, it is important that the confidence level for each pipeline stage be fairly accurate in aggregate.

Sales Cycle

The sales cycle is the typical number of days between when an opportunity has reached a sales stage and when the opportunity is closed. Closed is the end of the sales process. An opportunity might be closed/won or possibly closed/lost. For example, if it is normally 30 days between your first meeting with a prospect and winning a sale, then the sales cycle for the First Meeting stage would be 30 days.

Creating and Editing your Sales Pipeline

To create or edit the sales pipeline, first go to the admin page by clicking on the Admin link in the upper right corner of the screen. On the admin page, click on the section labeled Sales Opportunities. You will then see three sections - Sales Pipeline, Products and Product Categories. If you are creating a new pipeline stage, click on Add a Pipeline Stage. If you are making changes to an existing stage, click edit next to the appropriate stage. You can also remove a stage by clicking delete.

Products

Products are the goods or services that you sell. By pre-loading products, you make it easier to add new opportunities. You can organize your products into categories. You can add a commission rate to each product to estimate yours or your firm's sales commissions from each sale. The commission is a percentage of the total sale. You can also add a price for each product.

Adding or Editing Products

First, go to the Admin page and open the Sales Opportunities section. You can create a new product category by typing the new category name into the text box and then clicking on add product category. To remove a product category, click delete next to the appropriate category.

To add a new product, click on Add a Product. Then, select one of the existing product categories. Type in the name of the product. Optionally enter a commission rate as a percentage of the total sale. You also have the option to enter a price for the product. Finally, click on Save Changes. The product category, commission rate and price are optional - you can leave them blank.

Sales Opportunities

A potential sale that you track is called an Opportunity. You can add one or more opportunities to a contact to keep track of your sales efforts with that client or prospect. There are three types of opportunities - Future opportunities, Existing opportunities and Closed/Won opportunities.

Future Opportunities

Sometimes we are aware of a potential sale, but it is a long time in the future. An example might be a support contract at the end of the warranty - we want to keep track of it, but it might be 2 years away. There is nothing we can do to close the opportunity now and we don't want to clutter our sales tracking system with opportunities that are not active. However, we want to note the possible sale and assign ourselves a task to follow up at the right time. This is a future opportunity.

Current Opportunities

A current opportunity is one that we are actively working on. It is a sale that could happen soon and we are tracking it with the sales pipeline.

Closed/Won Opportunities

A closed/won opportunity is a sale that we have already closed and won the business. Usually it was from an opportunity that we took through our sales pipeline.

Creating a New Opportunity

To add a new sales opportunity, select a contact and then click on the Action link labeled Add a Sales Opportunity. Select the type of opportunity. If it is going to be something we want to track , but cannot work on now, then select Future Opportunity. If it is an active sale that we want to work on now, then select Current Opportunity. This is the most common type and the default. If we have already won the business and simply want to record it in the contact's record, then select Closed/Won.

Next, we need to select a product. You can type in the name of the product, or choose one of the products you pre-loaded into the system. The products are organized by product category. If you select one of your pre-loaded products, the product name and commission fields will be filled in for you. Next, enter the size of the opportunity. This could be dollars, euros, yen or whatever currency that you use. You can use a k for thousands and M for millions. For example, to enter 25,000 - you can type 25k. Next, type in an optional description for the opportunity if you want additional notes. If the commission rate was not pre-filled for you, or if you want to change it, type in a commission rate. It should be a percentage of the total size that is paid to you or your firm as a sales commission. This field is optional.

Next, select the pipeline stage for the opportunity. Check one of the stages that you loaded when you created your pipeline. If a sales cycle was entered for the pipeline stage, the projected close date will be filled in for you. If the sales cycle is 21 days, the projected close date will be set at 3 weeks for the current date. You can add or edit the close date if you wish. Type in the date, or use the calendar to select a date. To use the calendar, click on the calendar icon next to the date box.

Finally, click on add opportunity. After you add the new opportunity, you will see the details listed in the current opportunities section of the Opportunities table on the right side of the screen under Status/History for this Contact.

If you had checked Future Opportunity instead, you will see a box for a Description and for a Follow Up Date. Describe what the future opportunity is in the description box. Something like Support contract after warranty expires'. Then type in a date that you want to be reminded to do some follow up. Type in a date, or use the calendar to select a date. When you click on add opportunity, this future opportunity will show in the future opportunity section of the Opportunities table. And, you will see a new task in the task table that will key to follow up on the opportunity on the date that you selected.

If you had checked Closed/Won you will need to add the date that the sales opportunity was won. Type in a date or use the calendar. After you click on add opportunity, you will see this listed in the Closed/Won section of the Opportunities table.

Editing Existing Opportunities

All of the sales opportunities that have been created for a contact will appear in the Opportunities table. This is on the right side of the page under Status/History for this contact. This table is broken into three sections - Current Opportunities, Future Opportunities, and Closed/Won. If you have more than one opportunity in any section, the total size of the opportunities will be shown.

To delete an opportunity, click on the delete icon or red X next to the appropriate opportunity.

To edit an opportunity, such as changing its stage, click on the edit icon or magnifying glass next to the appropriate opportunity. A popup will appear on the screen with the details of this opportunity. Make any needed changes, and click on Save Opportunity. If you want to close this popup without making changes, click on the close link. You will notice that the date and team member who created this opportunity will be displayed at the bottom of this edit box.

If you wish to convert a future opportunity into a current opportunity to start actively tracking it, click on the convert icon - the two green triangles.

Sales Manager

With the sales manager you can see all of the current sales activity for any member of your team or your team totals. You can also drill down to specific contacts that make up your total sales funnel. The sales manager also projects your future business. However, the sales manager is only as accurate as the data you put into it.

Using the Sales Manager

To open the sales manager, click on the Action link View Sales Manager. You will see a popup that contains your sales data. inside of the sales manager, you can select to see data for any specific team member or for your entire team. Your opportunities are those for contacts that are assigned you. (To change who a contact is assigned to, click the green link Type/Lead/Group and look for the Assigned To dropdown menu) Once you have made a selection of of a team member or Entire Team, the system will remember your preference and that will be selected the next time you look at the Sales manager or the next time you log in.

Here is an example of hown the sales manager looks after several opportunitities have been created.

Image:Sm screenshot2.gif

Sales Projection

In the sales manager, you will see a table that projects your sales for the current month, the next month and the current quarter. The projection is based on the close date of each opportunity. This means that only sales opportunities with a close date inside of the current quarter will be included in the sales projection for the current quarter. The system uses a weighted average to make the calculation. For example, if you have 20,000 total for a stage with a 40% confidence, the system will project sales of 8,000 form this stage. Each stage is added up to create the total. If you have created a sales plan (or quota) for your team, you will see the sales plan for the given period and the performance to plan.

Pipeline Status

Below the sales projection is a table showing the status of each pipeline stage. You need to select a period and a summary for each stage for that period will be presented. The options are This Month, Next Month, This Quarter and All. If you select This Month, then only sales opportunities that have a close date inside of the current month will be included. If you want to see all opportunities with any close date, then select All.

Each of your pipeline stages will be listed. The confidence level for each stage is shown then the total for all opportunities that are currently in that stage with a close date within the period selected. Next to the Amount is the total potential commissions for that stage. The commission is calculated based on the commission percentage for each individual opportunity.

To drill down and see what makes up each pipeline stage, click on a stage name. If you want to see all of the sales opportunities that are in the First Meeting stage and projected to close in the current quarter, first click on the radio button next to This Month, then click on the stage name itself - First Meeting. A list will then appear below the stage name with information about each opportunity. The contact name, the number of days in pipeline (DIP), the number of days in stage (DIS), the size of that opportunity, and the commission that will be generated by that opportunity. The days in pipeline is the total number of days since this opportunity was created. The days in stage is the number of days since this opportunity was moved to its current pipeline stage. You can easily tell the aging of your sales opportunities. You can click on the contact name to pull up that contact's data.

Automated Update of Close Dates

Possibly the most challenging thing about maintaining a sales opportunity tracking system is accurately projecting close dates for opportunities. In other systems, when you create an opportunity, you have to guess when it will close. When you change what stage an opportunity is in, you may have to change your estimate of when it will close and update the close date. If an opportunity is delayed, and you do not update the close date, it could easily fall in the cracks. You might end up with a close date in the past and the opportunity no longer shows up in your sales manager. Keeping up with close dates can be so time consuming that it is rarely done well. And, if the close dates are not accurate, then all of the sales projections become inaccurate.

Salestrakr has added a simple feature to help you to easily keep your close date accurate. In fact, you do not have to update your close dates at all - Salestrakr will do it for you. When you first create an opportunity, a close date is automatically projected based on the sales cycle for the pipeline stage that is first selected for the opportunity. When a opportunity is updated and the pipeline stage is changed a new close date is projected for the opportunity based on the sales cycle for the new stage. And, most importantly, close dates are updated by Salestrakr on a nightly basis. Any opportunity that has a close date that is sooner than the number of days in the sales cycle for that stage will have its close date updated. For example, if an opportunity is in a stage with a sales cycle of 10 days, and it has a close date only 7 days in the future, the system will automatically move the close date to be 10 days in the future. Salestrakr will ensure that opportunities in that stage are always at least 10 days in the future.

It is important to set up the pipeline stages and sales cycle accurately. You will also need to adjust the sales cycle as you better understand your sales process.

Once your sales pipeline is set up, the Salestrakr sales manager can be very simple to use. You only need to create opportunities and move them through your sales pipeline. You only need to update the pipeline stage, you never have to change a close date. Yet you will still have accurate sales projections and an easy way to drill down and see where your business is coming from.

If you wish to disable this feature, go to Admin and Company and un-check the box next to Enable Daily Update of Sales Opportunity Close Dates, then click update company info. If this box is not checked, then your sales opportunity close dates will not be updated.

Outlook Integration

Syncing is fraught with complexities and syncing with Outlook especially so. Outlook is not a true contact manager, it does not maintain any connection between a contact a meeting and a task.

If you want to save a contact in Outlook, look for the small 'card shaped' icon in the contact's business card in the middle of the 'contact manager' tab. The business card is the place where all of the contact data is displayed. This icon is below the main contact info and above the section where you can send a letter. if you hover your mouse over this icon, a popup says 'Download this contact to Outlook'. If you click on this, you will be able to save this contact in outlook. You can only do this once, Outlook does not know how to prevent duplicates.

You can also save meetings to Outlook. On the one day calendar, next to a meeting, is another 'calendar shaped' icon. It is on the fa left side next to the meeting info on the calendar. If you hover your mouse over this, it says 'Save this Meeting to Outlook'. Click this and it will allow you to add this meeting to Outlook. Only do this once since Outlook does not remove duplicate meetings.

Mobile Login

On your web-enabled mobile phone, in the browser, go to www.salestrakr.com. Click on the 'mobile login' link. Use your normal userlogin and password and you will have access to a number of features of Salestrakr such as your calendar, contacts, notes, etc.

The advantage to the mobile login is that you will have immediate access to live data. If someone schedules a meeting for you, you will know about it right away. One other useful trick, in your user section on the 'Admin' page, you can configure your users to receive an email when a meeting has been assigned to them by someone else, and/or when a task has been assigned to them.

Application Programming Interface

The Salestrakr Application Programming Interface, or API, is a web services interface for other applications to work directly with Salestrakr. It is simple to use and provides easy access to Salestrakr data using a REST interface. The Salestrakr API is available to all registered users.

Go here for the API Details

Frequently Asked Questions

• What is salestrakr privacy policy?

Salestrakr privacy policy is located here: Privacy Policy It will always be linked to from the Salestrakr home page. We must give you 30 days notice by email and on our website before we can change this policy.

• How will information that I enter be used? Will it be shared or sold?

We take this very seriously. Any data that you enter into Salestrakr is owned by you. We will not use that data in any way. We will not sell it, give it away, print it out, or do anything with it whatsoever. We will not even look at it. If you need us to help you debug a problem, we will get explicit permission first to access your data to diagnose and resolve problems you might be having. This is spelled out in opur privacy policy.

• How do I cancel my account?

You can make your account inactive by going to the Admin tab and the Billing section. There is a box you can check to make your account inactive.

• How do I change my password?

There is a link in the upper right corner of the page that says 'Change Password'. Click on this and you will be taken to the change password page.

• How do I add meetings?

There are two ways to add meetings. If you want the meeting to be related to a contact, search for the contact, select it, and then click on the bluen 'Schedule a Meeting' link. If you want to add a meeting NOT related to a contact, you must schedule the meeting from the calendar. Open the calendar section, then select the day and time you wish to schedule a meeting. Go to the one-day calendar tab and then click inside of the box next to the time you want the meeting. Once you click in this box, a number of other options appear. If you start typing the name of one of your contacts, a list will appear you can choose from. Try it! It is easy once you've done it once.

• How do I edit information about one of my contacts?

Click on one of the green links to the left under Edit Contacts. A popup will appear with all the data that you can change. Make any changes or additions you wish and then click on save. Click on different links so you can see what can be changed. You can also click on the grey headers, such as 'mobile' or 'website' in the main contact (business card) area.

• How do I EXPORT my contact data?

Click on the blue Export Data link. A popup with a number of data export 6reports will appear. Click on the Excel icon to download your data as Excel files.

• How do I send a GROUP EMAIL

To send an email to a group of contacts, you must first create a 'group'. You can do this by setting up a Group or Category and assigning each of your contacts to one of the Groups or Categories. OR you can use contact type to do the same thing. Create a new contact type, such as 'Family', and then change the contact type of each contact to be 'family'. OR you can use tags. Add the same tag to each contact you wish to include in the 'group'.

Once you have created a 'group', go to the 'advanced search' box on the left. Enter in the name of the Group, Category, Tag or Contact Type and click 'find contacts'. Make sure the list is correct, then do it again, but this time click on 'group email'. It will popup the email box and you can send an email to all the contacts. It will list a bunch of email addresses, but each email is sent individually - so only the recipient sees their name in the TO: field.

• Is there a way to change the contact for an opportunity from one person to a different person?

If a contact is assigned to one team member and you want to give a different team member credit for it, the best way might be a to assign a 'commission split' to that opportunity. (create them on Admin and Sales Opportunities) You can create a commission split that is 100% to one person.

Common Problems

Excel will not open reports. This is due to Salestrakr excel reports actually being in HTML format. Excel (and Open Office) will convert the file to Excel format when it is opened. Older versions of Excel do not convert from HTML and therefore cannot open the file. It is recommended that you upgrade your Excel or use Open Office.