Do more from your inbox with our new Gmail add-on

We know customer relationships often start with an email. Whether you have a new lead or are nurturing existing relationships, having your CRM in your inbox can be a huge time saver. Bringing Capsule to where you need it is our mission, and we’re excited to announce our new Gmail Add-on.

Store the entire conversation with ease

Storing email conversations just got easier. With just a click or two you can store your entire conversation thread in Capsule. Choose to store on a contact, case or on a specific opportunity. As more emails come into the thread, they’ll be stored automatically with no extra leg work.

Contact details right next to your emails

When you receive an email from an existing contact, all of their contact details in Capsule will display in the add-on, making it easy to grab their phone number if you need to give them a quick call, or find them on a social network.

Add new contacts

If you receive an email from a contact that’s not in Capsule, you can add them as a person or organization directly from Gmail. We’ll also identify contacts with the same organization email address. So if someone has emailed from the same company who isn’t stored in your Capsule account yet, we’ll pre-populate the organization name when you add them as a new contact.

Add follow-up tasks, cases and opportunities

Take action from your email threads and add tasks straight from Gmail. Tasks can be added to a contact, case or opportunity for any contact in the conversation including CC’d participants.

Use the add-on from within your Gmail Android app

If you primarily use email from your Android phone, then the Gmail Add-on will be perfect for you. You can use the full functionality of the Gmail Add-on, so you don’t have to keep switching out to Capsule Mobile to see contact details and add tasks, opportunities or cases.

Gmail add-ons are not yet supported on the Gmail iOS app, but Google are working on it.

Installing the add-on

To install the add-on on your Gmail account read our install guide.

We hope you enjoy our new Gmail add-on! Please let us know if you have any thoughts or questions.

Recent updates

Over the past six months, we’ve been quietly migrating Capsule to a new application architecture. Whilst you might not share the same excitement for web technologies that we do, you’ll be pleased to hear that this gives us greater flexibility when making improvements in the future. It allows new functionality to be delivered faster and enables a more seamless user experience that wasn’t previously technically possible. The change has already facilitated improvements to contact lists and the opportunity pipeline, today we’d like to announce a few more changes.

A Better Calendar

Our new application architecture empowers us to build interfaces that are faster and more productive than before. Consequently there’s a number of areas where we’ve identified opportunities for improvements, the first of which are on the calendar. With these changes we wanted to build on the straightforward look and feel while strengthening task management and navigation.

The new calendar also loads faster. To improve the performance of the calendar we had to limit the number of tasks displayed in a month. This has the added benefit of reducing the clutter on screen, so you can get a sense of the month ahead and plan in more detail using the new week view.

Improved Navigation

Something we know wasn’t as simple as it could be was navigating between months and years. This is now made easy with a new year and month picker.

You can still use the arrows to navigate from one month to the next, or you can use the menu to quickly switch between month and year. You can always hit today to return back to today’s date.

Drag and Drop

Moving tasks around your calendar has always been simple but we’ve now made it easier to move your tasks between months and even years.

Any selected day will remain selected as you navigate to different months and years. You can then drag tasks from the sidebar to a new due date or move tasks to the selected day by dragging from the calendar to the sidebar.

Week View

We know that its important to be able to get an overview of all the tasks you have on any given day. So, alongside the month view we’ve added a new week view to help you plan the week ahead.

This view allows you to navigate through your tasks, week by week, while maintaining a selected day in the sidebar to allow you to easily move tasks between weeks and months.


Filtering your calendar and tasks list has been made more powerful.

Both owner and category filters have been improved to allow you to search for the owner or category you’d like to filter by, while also allowing you to be able to filter by multiple categories.

We hope you enjoy these latest updates! Over the coming months we will be listening to your feedback to make further improvements to your Capsule experience. Any questions please let us know if you have any thoughts or questions.

Capsule and the GDPR - Part 2

Today (May 25th) the new General Data Protection Regulations comes into force. The GDPR is the biggest shake up to data regulation and protection for a generation. Our first blog post about the GDPR covered recording consent within your Capsule account and introduced some new features to assist with your compliance, such as responding to subject access requests and deleting data permanently. We’d like to take this opportunity to share with you some more information about what we have been doing to prepare for the GDPR, and offer tips to help with your compliance.

New Customer Terms, Privacy Policy and Data Processing Agreement

By now you’ve hopefully had chance to read our new Customer Terms, Privacy Policy and our Data Processing Agreement. If you continue to use Capsule from today, we’ll assume that you’ve both read and agree with these documents. There is no need to sign any of these documents as your continued use of Capsule automatically indicates consent.

EU Data Protection Documentation and GDPR FAQs

The GDPR affects anyone storing or processing information about EU citizens, and we now have a dedicated support document intended to help our customers who are storing information about contacts in the EU assess their compliance. It includes details about where we host Capsule data, our obligations as your Data Processor and encryption of Capsule data.

For more reading, we’ve a prepared comprehensive list of GDPR FAQs which may be useful if you are required to perform a Data Protection Impact Assessment (DPIA) or Privacy Impact Assessment (PIA). They cover Capsule’s responsibility as a Data Controller of your personal data, and yours as the Data Controller for your contact’s information.

New Social Search Integration

Previously Capsule would use contact details to automatically find social networks and profile images to enrich your contact profiles. With the GDPR we’ve now disabled this functionality by default and added a new optional Social Search Integration to Capsule.

The GDPR doesn’t allow you to assume that you can use anyone’s publicly available contact information, such as social network profiles or pictures. With the new Social Search Integration you now have greater control over what social network information is retrieved in line with your agreements or privacy policy with your contacts.

Capsule honors the privacy controls of each network when searching for profiles, and as a result you’ll only see matches where the contact has made their profile public.

For instructions on how to enable the Social Search in your account, please see this support document.

If you’re already taking advantage of our Website Contact Form Integration to capture new leads straight into Capsule, you may wish to also record marketing consent at the same time. All you need is a custom field and our Website Contact Form included on your website.

Follow the steps here to get setup with our Website Contact Form and begin recording consent with your new leads.

Please email us if you have any questions and we’ll be happy to answer.

Zendesk App Updates

Capsule has offered a Zendesk app for a long time. When viewing a support ticket, the app can be used to see related contact details from Capsule directly inside Zendesk.

Late last year, Zendesk released a new version of their app platform. As such, we’ve taken the opportunity to modernize the Capsule Zendesk app, streamline how it works, and add some new features. Here’s a quick look at what’s new:

Redesigned user experience

Not only does the app look a lot more modern, you’ll also find it feels much more integrated within Zendesk’s interface. Matching contacts is now quicker and smarter, while the contact profile still contains all of the information you need from your Capsule account.

Contact matching improvements

If there isn’t an exact match on the Zendesk ticket requester details in Capsule, you’ll be navigated to the matching page so that you can create a match yourself. From here, you can either choose to add the ticket requester as a new contact in Capsule, or if you know the contact is already in Capsule, perhaps under a slightly different name, you can search for them and make a match.

When you have identified a match through the search function - you can press the “Match” button next to each search result. Pressing this button moves the contact that you’ve selected into the main profile view and also adds the ticket requester’s email address to the contact in Capsule, automatically linking the ticket and the contact.

This has the added bonus of improving the accuracy of the app’s automated initial search, meaning you’re much more likely to get matched with the correct contact in the future.

Twitter matching

As well as email tickets, Zendesk also supports tickets generated by Twitter. The app will now match contacts in your Capsule account based on the ticket’s Twitter handle. And if you need to make a match, the Twitter handle will automatically be added to the contact so you know who you’re talking to the next time they contact you via Twitter.

Enhanced search results

Previously, identifying the right person or organization in existing contacts could sometimes be difficult. For instance, if multiple search results had the same name, there would be no way to differentiate them since we only presented the name.

You’ll now be able to see the contact’s profile picture, along with their organization directly in the search results. And if this still isn’t enough, we’ve linked each contact to their corresponding Capsule page, so all you need to do is click on their name to get the full details.

Migrating to the new version

All users will automatically be updated to the new version of the app, all you need to do is add your Capsule Personal Access Token to the Zendesk app.

We hope you enjoy the new Zendesk app! Please let us know if you have any thoughts or questions.

New and improved contact lists

We want you to feel like there’s no obstacle in the way of you and your contacts. With that in mind we’ve made a bunch of improvements you’re going to love on our contact lists pages. We’ll be rolling this update out to all accounts in the coming weeks. If you want the new page right away, click ‘Turn On’ on the People & Organizations page. Here are the highlights:

Quick and easy filtering

First off, all actions now take fewer clicks. To filter contacts, you no longer need to ‘Create a new list’, you can start filtering as soon as you visit your People & Organizations page. You’ll find all our usual filters are still there, including any custom fields you’ve defined in your account settings.

Once you’ve applied a filter such as ‘Tag’, you can add more filters such as ‘Name’ if you want to find a specific contact.

Manage saved lists

If you want to save a list, you can do so in the ‘Saved Lists’ drop down menu on the top left side of the page. This is where you’ll also find system lists and any other saved lists you already created. Alternatively, if all you’re doing is filtering on the fly, you can restore to an unfiltered state by clicking ‘Clear Filters’ on the far right.

Direct selection and bulk actions

Something we’ve wanted to bring you for a while is the ability to directly select contacts in a list. This gives you more control when you’re performing bulk tasks such as adding tags or exporting contacts. If you want to perform a bulk action on all contacts, such as adding a tag, you can click the 'Add Tag’ button without selecting any contacts and the action will apply to all your contacts in the current list.

New ‘OR’ conditions

When you’re creating a set of conditions you’re often trying to match more than one value. Previously you couldn’t say ‘show me contacts whose country is US or UK’, now you can. Selecting several countries in the country filter will act as an OR condition.

You can also add OR conditions to text fields. For example, to find contacts whose job title contains manager or lead, you can open the job title filter and press the plus button to add an OR condition.

Add or remove columns

Sometimes you need to focus on particular details about a contact, such as when you last contacted them. You can now hide and show columns as you need them using the table settings button and checking or unchecking the columns you’d like to be displayed. You can even view your own custom field data in the table to give you everything you need. Saving a list will also save the column structure you created.

Column ordering

After deciding which columns you need, you can also move them to the order you want with a simple drag and drop.

Sort by

You can also use the same table settings button used to edit columns to sort by a select number of fields. Just click on the “sort by” button and select one of the six options you would like to sort by. Simple but useful!

We hope this makes managing your contacts even easier. Please let us know if you have any thoughts or questions.

Visualize your Sales Pipeline

Until now, seeing a complete overview of your sales pipeline required using various pages in Capsule, which made visualizing your sales pipeline challenging. We know it’s important for you to keep track of your sales opportunities as they progress through your sales process. Today we’re announcing a new Pipeline view to give you a complete visual overview of your open sales opportunities.

Check out our video to see the pipeline view in action:

So how does it work? The Sales Pipeline icon now takes you directly to the new Pipeline view. You can still reach the dashboard using the dashboard button (the last icon in the group). The new Pipeline view organizes your open opportunities under their current milestone on a single page.

Some of you may know this as a ‘kanban’ board. When a sales opportunity progresses, you can move the opportunity across milestones by dragging and dropping the opportunity into the next milestone column. The further an opportunity gets to the end of the Pipeline, the closer you are to closing a deal!

When you’re ready to close a deal, you can drag and drop the opportunity into the ‘Won’ drop area to select your winning milestone. Should you lose an opportunity you can drag it into the ‘Lost’ drop area.

We hope this gives you a better overview of how your sales are progressing! As always, we’d love to hear what you think, feel free to drop us an email.

Capsule and the GDPR

We’re sure you’ve already heard of the GDPR by now and have some questions on how to deal with it. We’ve put together an overview of the GDPR and Capsule, and answered your questions to help you work within the new regulations.

This post is to assist you in using Capsule, but should not be regarded as legal advice. If you have questions on how the GDPR will affect your business we recommend you seek legal advice.

What is the GDPR?

On May 25, 2018, a new EU privacy regulation will come into effect called the General Data Protection Regulation (GDPR). It imposes tougher obligations on businesses with regards to how they collect, store and manage personal data of EU citizens, regardless of whether the data processing takes place in the EU or not.

Does the GDPR affect Capsule customers?

The GDPR will affect anyone who stores personally identifiable information of any EU citizen. Personally identifiable information can be a name, email, address, date of birth, personal interests, unique identifiers, digital footprints and more.

What is Capsule doing to prepare for the GDPR?

We’ve always taken data privacy and security practices very seriously. In light of the GDPR we have reviewed our data processes and practices to ensure we’re fully compliant by May 25, 2018. For example we are:

  • Putting in place a new Data Processing Agreement which we and you agree to undertake from May 25, 2018 onwards.
  • Updating our Privacy Policy to ensure our compliance in respect of the data we hold about you.
  • Reviewing Capsule’s functionality to consider whether we can make any improvements that make Capsule more efficient for users who are subject to the GDPR.

Features to help you with compliance

While the GDPR can initially seem demanding, the emphasis behind it is about respecting your customer’s data and processing only the data that you need. We already have features in place to help you manage your customer’s data correctly. Here’s a list of some features and suggestions to help you with compliance:

With the GDPR you need to have lawful basis for processing personal data, consent is one of them. If you need to record consent, there are several ways you could do this.

Alongside your customer’s contact details, you could choose to add a Custom Field such as a check box for consent and can also choose to add a date field to record when consent was given.

You could also use Capsule’s tag features to tag contacts who have consented to you contacting them again. Particularly powerful are Capsule’s DataTags which allow you to record additional information with a tag. For example, you might want to record the date of consent given alongside the tag. Capsule will prompt you to enter these fields when you apply the tag to a contact.

Responding to data requests

An individual may request access to the data you have stored about them in Capsule. This is sometimes referred to as a “Subject Access Request”. To help with this kind of request we’ve built a new Print Summary feature. This allows you to export the individual’s contact data and all information held on them, including their entire communication history in one file.

To use this new feature, start out by opening a contact in Capsule. From their record click the action arrow, then choose ‘Print Summary’ and a new tab will open in your browser. From here you can copy the information to your computer and paste it into a word processor, or you can use the print function in your browser to create a PDF from the information.

Deleting data permanently

You may wish to remove data that is no longer being used for its original purposes before May 25. Also, under the GDPR there is emphasis on the right to be forgotten, enabling an individual to request that their data be deleted. You can delete a single contact and also delete a list of contacts. These deleted records are stored in the trash for 30 days before they are permanently deleted. However, when asked to remove the contact immediately, Capsule’s account owner can permanently delete individual records by going to the trash and permanently deleting them using the delete function.

External Resources

If you’re looking to understand more about GDPR, we suggest you review the advice given by the UK Information Commission Office (ICO), they are responsible for implementing the GDPR legislation in the UK. They provide practical advice such as an overview including key areas for Data Controllers to consider and get in place for May 2018, along with their 12 steps to take now.

The Information Commissioner has also started posting a series of myth-busting articles that set out to explain that GDPR is an evolution, not a revolution and which clarifies questions like “Do you require consent to process personal data?”.

What’s next?

We’ll be sending an email soon with details of our new Data Processing Agreement which comes into effect from May 25, 2018. Keep checking our blog for updates around the GDPR and new features.

Updated on 17/04/2018

We hope this answers some of your questions and makes working with the GDPR within Capsule easier for you! Please email us if you have any questions and we’ll be happy to answer.

Manage your calendar with Capsule Mobile

For those of you who are regular Capsule Mobile users, you’ll be glad to know the calendar has arrived to help you manage your tasks. It will now be the default screen when you tap the Calendar & Tasks icon on the bottom bar.

Days with due tasks will be indicated by a green dot. Simply tap a day to view its due tasks.

Tap the left and right arrows to navigate between months or tap the month to open a picker allowing quick switching between years and to go back to today.

You can switch to the list view for overdue and upcoming tasks by tapping the task list icon in the nav bar. We’ve also added a pink dot as an indicator to the task list icon to show when you have overdue tasks that may require attention.

We hope this will help improve managing your tasks on the go! Please let us know if you have any questions.

January 2018 News

Happy New Year! We hope you’re having a great start to 2018. Last year was a busy year for us as we worked towards some major feature releases. We’re continuing that work and we’ll let you know about those features closer to the time. In the meantime, we’d like to share a few new things you’ll see around Capsule.


Capsule Mobile

We now have a dedicated team working on our mobile app for iPhone and Android, and they are busily rolling out updates. Recent updates include reworking the navigation to make it easier to get to the right page quickly, support for attaching images and documents directly from your phone, quick access to recently accessed contacts, plus a bunch of speed improvements. To get Capsule for your smartphone, simply download from the App Store or Google Play.

Integration with CircleLoop

If you’d like to better manage phone calls across your business, check out CircleLoop which is a cloud-based telephony system for businesses. You simply use the mobile devices and computers you’ve already got to both make and receive calls from a UK number you select - you just need to install their app. Their plan includes unlimited calls to UK landline and mobile numbers, voicemail to text, and you can even share a business phone number with all your team. The team at CircleLoop have done a fantastic job of integrating Capsule including easy set-up, support for click-to-call, and logging of calls directly in Capsule. Learn more and sign-up.

Integration with Sage One

Capsule now integrates with Sage One (UK) to add to our growing list of integrations with accounting systems. The integration streamlines customer creation and updates across both systems, and the inclusion of Sage One invoices history directly inside Capsule ensures you get a complete and up-to-date view of your customer status. Learn more and sign-up.

Zapier hits 1,000 integrations

In addition to the many direct to Capsule integrations, Capsule also connects to Zapier, enabling creative ways to push data between Capsule and the many other apps on Zapier. Zapier has just announced they’ve hit a milestone of 1000 integrations in their toolkit. Check out Zapier’s page about Capsule to get ideas for connecting Capsule with other applications you use, such as notifying a Slack channel when new opportunities are created in Capsule.


New default profile pictures

If you are a regular user of Capsule, you may have noticed Capsule now shows an icon with the initials of a contact when the contact doesn’t have a profile picture. For example, GW would appear for Gavin Williams. In places where it would be useful to show a contact or user, but we don’t have space to show their full name, we can display the icon to provide greater context, alongside a hover or click through to see details. You can see an example of this in action on the team calendar page (above) where we’ve recently added the user icon to show who is assigned to each entry.

More power to Tracks

Many of our customers make use of the Tracks feature in Capsule to automate the assignment of standard tasks you follow when progressing sales opportunities, responding to customer queries, or implementing projects on behalf of customers. We’ve recently updated Tracks to allow the steps to be configured just for weekdays so that tasks don’t get assigned on the weekend, and also to allow steps in a Track to be assigned to different members across your team. Read more.

GDPR Update

If you operate in the UK or other parts of Europe, it’s likely you will have heard of the upcoming changes around personal data protection in the form of the General Data Protection Regulation (or GDPR for short). The GDPR is European legislation that applies to organizations anywhere who collect data about EU individuals, including those in UK. It is an evolution of the existing EU data protection framework. In the coming weeks, we’ll be letting you know about updates to our agreements, and updates to Capsule which assist customers who are subject to GDPR. Read more about what we are doing.

Thanks for reading and we hope you continue to have a fantastic year with Capsule. If there’s ever anything we can help with or if you’d like to share anything then you can email in or reach us on Twitter.

All the best for 2018