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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

Introducing the new CircleLoop integration with Capsule

We’ve got some fantastic news to share with our UK customers who’d like to integrate Capsule with a phone system. Today we’re introducing the Capsule integration for CircleLoop.

CircleLoop is a cloud-based business phone system. You simply use the mobile devices and computers you’ve already got to both make and receive calls from any UK numbers you add to your account - you just need sign-up to a free CircleLoop trial, install their Apps and you are live!

Each CircleLoop user plan includes a business phone number, unlimited calls to UK landline and mobile numbers, voicemail to text, and a growing list of handy features - this unlimited plan is £15/user per month. You can add in additional team members as users within a few clicks, and if you have an existing business phone number then this can be ported into CircleLoop when you are ready.

The integration CircleLoop have built makes it really easy to use it with Capsule, unlocking even better ways to keep in touch with your contacts over the phone. The integration has three main features:

Contact Syncing

Contacts that you add to Capsule will automatically be synced with CircleLoop, so if you’re making calls within their app you can search for your contacts there. You can also filter the contacts in CircleLoop to help find just your Capsule contacts.

Click-to-Call

With a small change to your Capsule User Preferences, all your contact’s phone numbers become clickable and you simply need to click their number to start a call in CircleLoop. That works for both Capsule on your computer and when you’re using the Capsule Mobile App.

Call Logging

Each call you make will automatically and instantly be added to your Capsule contact’s notes. When you receive a voicemail from a contact, CircleLoop converts the voicemail to text and adds that as a note to your contact history too.

The team at CircleLoop have put together a video to give you an overview of the integration here:

We’ve arranged for Capsule customers to get an exclusive 14-day free trial of CircleLoop so feel free to have a good play with their service. If you’d like to get started with the integration and you’re already a Capsule customer, you can use this link to setup your CircleLoop trial.

If you’re not signed up for Capsule quite yet, use the following link to signup for a free or trial account.

Attach files to your notes on Capsule Mobile

We’ve been working hard to get as many useful features as possible from Capsule into Capsule Mobile and attaching files to notes is the latest feature to make an appearance.

Uploading files is as simple as it should be. Simply tap the attach icon in the navigation bar and you will be taken to a screen giving you the option to upload from ‘iCloud’ or ‘Photos and Videos’ if you’re on iOS or just to ‘Select a File’ if you’re using Android.

Once you’ve selected your file, it will be shown in the ‘Uploads’ section — this is where you can check you’re uploading the correct files and remove them from the queue if necessary. You can add multiple files to be uploaded.

Tapping ‘Upload’ will cycle through all files in your ‘Uploads’ list and upload them one by one, adding them to an ‘Attachments’ list in the process. Once they are in this list, they have been successfully uploaded.

We’d love to hear from you! Please let us know what you think about the new update or if you have any questions.

More power to Tracks

Tracks are a long standing feature in Capsule that lots of people have come to know and love. As a hard working team ourselves we know how important it is to collaborate. We understand that sometimes it’s not only one person who does everything in a track - it’s a team effort. Today we’re happy to share that we’re taking the power of team work to tracks by giving you the ability to assign who should complete each task in your tracks.

Assign a task

The next time you go to edit a track you’ll be welcomed with some new options. To assign a user to a task, simply select a user from the new assignee drop down menu. This is by no means required though. You can also choose to assign tasks to the owner of the case or opportunity.

Before today’s update, when a pending task in a track was made active by completing the previous task, the newly active task would be assigned to the user who completed that previous task. This behaviour stays the same for any existing track definitions. However, when defining any new tracks the assignee will now default to the owner of the opportunity or case that the track is applied to. If you prefer how things were, you can choose ‘User Completing Previous Step’ in the assignee drop down menu. You can read more about tracks in our tracks support page.

Weekends - for work or play?

We appreciate not everyone wants to keep working throughout the weekends, so we’re making one more improvement to tracks. From now on you can choose ‘weekdays’ instead of ‘days’ and Capsule will exclude weekends from the days between each task in a track. That way, if the first task is due on a Friday and the next is due 2 days later, you won’t have to interrupt your Sunday lunch to get something done - instead the next task becomes due on the following Tuesday.

As always, we’re excited to hear about how tracks are helping your business. Please let us know on Twitter or in an email.

Change contact pictures directly from Capsule Mobile

We often get asked for the ability to upload contact pictures using the Capsule mobile app. Good news — we’ve listened to your feedback and we’re happy to announce that you can now do just that.

To change a contact’s picture, simply tap the contact’s picture and you will be given a few options; you can take a new photo or select a photo from your phone’s library. However, we realise that you’re unlikely to have photos of your contacts on your phone, which is why we’ve also added the ability to use your contact’s social media picture.

In order to take advantage of the social media pictures you must have a social media account or email address associated with the contact. Currently the social networks that support contact pictures are Twitter, Facebook, Google+, GitHub and Gravatar.

We hope this will help your contacts list look more interesting and easier to scan without a wall of default pictures! Please let us know if you have any questions.

Capsule integration with Sage One

Great news for our UK customers. We’re happy to announce that Sage One (UK version) has joined the ranks of great accounting services that integrate with Capsule.

Sage One empowers entrepreneurs by providing the essential accounting they need via easy-to-use mobile and web apps. It’s simple, powerful, and helps small business owners better run and grow their business.

When you’re working with a range of web services it can be a challenge to get a good overview of all your information in one place. If you’re talking to a client and you pull up their information in Capsule you want to be able to see not only your meeting and conversation history with them, but also their accounting history.

  • How much have you invoiced them since becoming a customer?
  • Do they have any outstanding invoices?

Our integration with Sage One has been designed and built to tackle this providing a complete view of contact and communication details from Capsule combined with invoice information from Sage One. You can drill down to view specifics and with the click of a button you can go directly to create a new invoice in Sage One.

The integration reduces the need to switch back and forth between the two services and means new contact details need only be entered into Capsule and then exported to Sage One when you’re ready to raise an invoice. All the contact details will come across and even sync.

Check out our video of the integration in action:

If you’re not familiar with Sage One then head over to their website and sign up to a free trial. Once you’re all signed up you will need to setup the integration in Capsule by going to your Settings > Integrations > click Configure next to Sage One.

And if you’re coming from Sage One and haven’t checked out Capsule yet then you can head over to our main site and click the button at the top to sign up to a free trial right now!

If you need help setting up the integration then you can check out our support article or just email us directly and we’ll be happy to help you get up and running right away.