1.1. Sections

Adding Sections

To add new sections to your view, select the "View Section" menu as shown below and then choose the section that you would like to add to your display.

 

Once selected, RubiCRM will open the chosen section and remember this setting for future records that you open.

For example, if you choose to open the "Membership" section, RubiCRM will remember that you wish to view this section for all future records that you open. This means the "Membership" section will automatically open when viewing records.

Custom sections can also be added to your RubiCRM system to enable you to track data in line with your company’s bespoke requirements.

For more information about adding Custom Sections, please visit the related article.

 

Removing Sections

To remove a section from your view, select the close section option as shown below.

 

To view a video on "Sections in Rubi" click here.

1.2. Adding primary records

Primary records may also be referred to as company records or umbrella records. Primary records are the overarching records to which data is added about an entity or body. This could be a company, an individual or a guest.

You then have secondary records which are referred to as contact records. These are records contained within a primary record.

Although your primary record may be an individual you will still want to create a secondary record (contact record) for the individual within the primary record.

For example, if you have a sole trader called John Smith and his company name is the same as his contact name, you can set this record as an "Individual" record. Once the submit button has been selected, RubiCRM will create the main record and a secondary record (contact record) for John Smith simultaneously.

You can add a primary record from the Main Menu by going to "Add Record".

 

This will present you with the "Add New Record" popup.

 

To add a new record to RubiCRM, add the details within the "Add New Record" window and then click "Submit". When adding the record name, RubiCRM will perform a search to locate any records with a similar name to minimise duplicate entries.

Records noted with an asterisk are required fields. You can determine which fields are required or not under Main Menu > System > Setup.

Enter the name of the primary record in the "Name" field and press enter on your keyboard.

As the field name suggests the "Record Type" notes whether the primary record refers to a company, individual or guest.

 

1.3. Deactivating primary records

Records can be deactivated in RubiCRM by ticking the "Deactivated?" box within the "General" section as shown below.

 

Deactivated records are archived and are not fully deleted from your system. Deactivated records will no longer appear in searches or reports unless an advanced search is initiated.

If you wish to fully delete a record from your system, an email or support ticket from a designated Rubi System Admin will be required to fully delete the record from your database.

To view a video on "Deactivating a Record" click here.

1.4. Viewing all primary records

Under Main Menu > Records > All Records you can view all primary records.

You can view all secondary records (contact records) by choosing Main Menu > Records > All Contacts.

Please note if your RubiCRM contains high numbers of records these pages can take time to fully load your data.

2.1. Overview

The "Accounting" page can be found in the "Go To Page" / burger menu within the top left-hand corner of an open record.

Here you can process new individual invoices and view existing invoices and credits.

Depending on your level of accounting integration, you may also access copies of invoice PDFs, log receipts, manage payment schedules and raise credits.

 

Within your RubiCRM, Bookings, Sales Pipelines and Export Docs are, in effect, pre-loaded “Line Items” that would appear on an invoice.

The “To Invoice” section will show any item which has a value/price greater than £0.00, has a valid "Payment Type" (all except None and N/A) and has an "Accounts Status" of “To Invoice”.

Items with these criteria are eligible to populate an Invoice item.

View the clip in full screen here.

2.2. To invoice section

This section will show any items currently eligible for invoice processing based on different values per category.

Sale Pipelines

• The Net value must be greater than £0.00.
• Payment Type must not be "None" or "N/A".
• Accounts Status must be "To Invoice" or "Quoted".
• On the initial page load items will be returned where the Date Expected is within the last year and 60 days into the future. You can carry out your own date range search to expand this timeframe.

Bookings

• The Net value must be greater than £0.00.
• Payment Type must not be "None" or "N/A".
• Accounts Status" must be "To Invoice" or "Quoted".
• Booking Status must be "Active" or "Attended".

Export Docs

• The Doc Price value must be greater than £0.00.
• Payment Type must not be "None" or "N/A".
• Accounts Status must be "To Invoice" or "Quoted".

 

For instructions on how to create a new invoice/add to the "queue" see the related page here.

2.3. Invoice/credit section

This area allows you to view line items which have been created into invoice records and their current status whether that be "Added to Queue", ready to be passed to your accounting product through accounting integration, or have already been processed.

Credits can also be viewed in this section.

2.4. Card payments

This area allows you to view any Card Payment transactions processed via Web Integration or the Invoice Payment Gateway.

 

Please note that RubiCRM does not store any card details. Only the transaction information is held in your RubiCRM.

 

View the clip in full screen here.

2.5. Creating an invoice (with accounting integration)

Use the tick boxes on the left of the items select what items you would like to invoice, then click the “Invoice” button.

This will create a single invoice with all your selected items (line items).

For Bulk Invoice processing please use the main "Accounts Admin" area.

 

You will be presented with a new “Invoice” with the default values for the record and your selected line item(s).

By default, the invoice "Date" will be set to the current day's date. The "Date" value will become the official date of your invoice. This is especially important when using accounting integration.

 

All values (except pricing) are editable at this point. Certain fields can be pre-set to load with certain default values e.g. currency, email cover template etc.

By default, your new invoice will load with the Billing Address for the record, otherwise, the Main Address will be used.

 

When all required fields have been completed, and you are ready to add your invoice to the queue for processing, click the "Submit" button.

The invoice window will close and your new invoice will appear in a new window with additional options available.

The invoice record will now be placed in a queue for processing to your accounting package.

Accounting integration is available with Sage 50, Sage 200 and Xero. Contact support@rubicrm.com for more information about accounting integration.

You can then sync RubiCRM with your accounts package. Depending on your level of integration/automation once your invoice has an Invoice Number you can choose the "Print PDF" option to generate a PDF copy of the invoice for sending. Your accounting integration may do this for you depending on your setup specifications.

Creating an invoice

2.6. Editing an invoice

The "Accounting" page has a section for "Invoices/Credits".

This area will show all invoices/credits raised within the last 365 days. Additional items can be accessed by using the date selector at the top left of the page.

To edit and view more options for an invoice, or to raise a credit, select the "Open/Edit" icon.

 

Your selected item will open in a new window.

 

Once an Invoice has an Invoice Number (Invoice #) additional options become available.

If your RubiCRM is connected with your accounts package and an invoice status is "Added To Queue" you can amend the item and the details will be processed to your accounts package.

Once an item has been processed via integration further updates to the Invoice must be processed manually in both RubiCRM and your accounts package.

View the clip in full screen here.

2.7. Removing an invoice

To remove an invoice, open the required item and click the trash icon.

 

If your RubiCRM is connected with your accounts package, invoice items can be removed from the "Queue" while the status is "Added to Queue".

 

Please note if your item has been processed as part of accounting integration, your accounts package will require a manual update.

View the clip in full screen here.

2.8. Adding a receipt

You can also add receipts against an invoice as required by clicking the "Add receipt" button.

Notes may be added to your transaction and multiple receipts can be added as required.

Please note these items may be excluded as part of accounting integration. In these circumstances do not add receipts to RubiCRM as they will be added automatically as part of accounting integration.

 

Once your receipt has been added you can reprint the invoice to show any remaining balances.

2.9. Adding a credit (with accounting integration)

Once an invoice has been raised, you may need to raise a credit for the invoice record.

To raise a credit, click the "Add Credit” button.

 

Complete all items as required, making sure to enter the correct amount to credit, changing the "Email Cover" used and changing the "Template" used. Once set click "Submit".

Your credit will now be "Added to Queue" to be passed to your accounts package.

You can then sync RubiCRM with your accounts package. Depending on your level of integration/automation once your credit has a Credit Number you can choose the "Print PDF" option to generate a PDF copy of the credit for sending. Your accounting integration may do this for you depending on your setup specifications.

2.10. Adding payment schedules to an invoice

These are currently for your own internal use. Payment schedules will break down the Gross amount into proportions.

Items are all editable once submitted and can be removed as needed.

 

To add the payment schedule details to an invoice PDF, the "#DDSchedule#" merge field should be added to your invoice template.

2.11. Sending an invoice/receipt/credit manually

You can send invoices, receipts and credits manually by opening the record and clicking "New Email Interaction".

 

Your new email interaction will load into a new window and will detect the invoice, receipt or credit details you are looking to send.

Values will be pre-loaded for you. If you do not require the item to be added as an attachment simply remove the attachment using the "X" in the attachments field.

 

Clicking "Submit", your new email interaction will be created, and you will have the option to send using the appropriate method.

3.1. Overview

The "Activity" page can be found in the "Go To Page" / burger menu within the top left-hand corner of an open record.

Here users can view and amend all activities undertaken by customers/members.

The Activity page stores and categorises Sales, Bookings, Export Docs, Member Events, News, Offers, Vacancies, Postings and Quest Downloads.

 

Once selected, the Activity page for the record will display all customer/member activities within a grid.

The data within the Activity grid can be sorted, grouped, filtered, categorised and exported.

 

The Activity page also enables Users to:

• Edit any item (bookings, sales, export docs, offers etc)
• Bulk edit multiple items
• Add interactions for items
• Add interactions for multiple items
• Send email interactions for items
• Send email interactions for multiple items
• Add tasks and alerts for items
• Clone items
• Remove items
• Bulk remove items

3.2. Adding activity

Activities can be added from the "Add New" menu located in quick search results or in primary records in the top right corner.

 

 

Click here for more info on how to process Sales/Pipeline items.

Click here for more info on how to process Export Documents.

 

3.3. Editing activity

Editing Single Activity Items

To edit activity items, select the "Open/Edit" pencil icon next to the activity item you wish to edit.

 

Bulk Editing Activity Items

To bulk edit activity items, tick the box next to the activity items you wish to edit and then select the "Open/Edit" pencil icon.

 

3.4. Removing activity

To remove an activity item, select the "Open/Edit" pencil icon next to the item you wish to remove and then select the trash icon as shown below.

 

To view a video on "Removing Items" click here.

 

Bulk Removing Activity

To bulk remove activity items, tick the box next to the activity items you wish to remove and then select the "Open/Edit" pencil icon. Once selected, choose the trash button as shown below.

 

 

3.5. Cloning activity

To clone activity items, select the "Clone" option as shown below.

 

3.6. Creating interactions against activity

Adding Interactions for Items

To add interactions for activity items, select the "Open/Edit" pencil icon next to the activity item and then select the "Add New Interaction" option as shown below.

 

Adding Interactions for Multiple Items

To add interactions for multiple activity items, select the tick the box next to the activity items you wish to add the interaction for and then select one of the "Open/Edit" pencil icons. Once selected, choose the "Add New Interaction" option.

 

To view a video on "Activity Interactions" click here.

3.7. Creating tasks/alerts against activity

To add a task or alert for an activity item, select the "Add Task" or "Add Alert" option as shown below.

 

To view a video on "Activity Tasks/Alerts" click here.

3.8. Export docs

Export Docs are classed as an activity within your RubiCRM system. Export Docs follow the same pattern for invoicing as sale pipelines and bookings.

In order to be available for accounting integration, the Export Doc must have a "Doc Price" greater than £0.00, a valid "Payment Type" and an "Accounts Status" of "To Invoice".

Complete all applicable values for your document then submit. If your document has multiple components (e.g. postage, copy invoice) on the first "Submit", in the confirmation popup, choose the "Add Retain" option.

This will retain the values of elements of the initial component of the doc allowing you to then simply change the "Doc Type" dropdown as needed.

The default pricing will load for the record but all other fields will retain their same values. The "Doc Value" field will be automatically updated to £0.00 so the total value of the document isn't skewed.

For any postage items make sure to log a separate "Postage" item with the applicable pricing.

"Member" pricing will automatically load based on the "Doc Type" by deducting the "Saving" from the "Normal Price" of the item.

Amend your default "Doc Type" values in Main Menu > System > Lists or by clicking the "cog" icon next to the "Doc Type" label. Please review the related page on system lists.

If your organisation processes weekly or monthly "batch" invoicing we recommend adding/activating the "Invoice - Weekly Batch" and/or "Invoice - Monthly Batch" accounts "Payment Types". This will allow you to filter available items to process by "Payment Type" as needed.

 

Click here to view more info on how to process an Export Doc.

Click here to view pre-invoice Export Doc Checks.

Click here for more info on how to process a manual invoice.

Click here for more info on how to bulk-process multiple invoices for multiple records.

Click here for more info on how to integrate your RubiCRM with eCert.

For TradeCert/essCert integration, please contact your essCert representative who will be able to provide you with an Excel file, on a monthly basis of all export docs logged.

The Excel file must include the RubiCRM CompanyID for matching purposes. This value will be used to identify the primary record that the values will be logged against.

The supplied "Doc Type" values in the Excel file must be an exact match to the "Export Doc Type" value in RubiCRM.

Items which do not match an item in RubiCRM will not be included as part of the import.

The import routine is available via Main Menu > Data Management > Imports > TradeCert.

This option may require activation via Main Menu > System > Setup > Marketing > Data Import > TradeCert.

For all integration options, please contact support@rubicrm.com if you require all items imported to be automatically added to any accounting integration queue.

3.9. Offers

Your RubiCRM allows you to log Offers that your clients may wish to advertise to other organisations.

 

Offers will be eligible for advertising as part of Web Integration and must be "Approved" to be displayed online.

 

To Approve an Offer item specific to a record/company go to their record in RubiCRM. Open the Activity page. Find the Offer item and open it using the pencil icon (). Please scroll down the popup to find the Approved field and tick it if you want to approve it.

 

Add a Short Description, Long Description as well as Start/Expires dates for the Offer to control when the Offer will be displayed.

"Start" is when you wish for the offer to begin displaying on any Web Integrations.

"Expires" is when you wish for the offer to stop displaying on any Web Integrations.

Your end-users who are "Main" or "Web Admin" contacts will also have the option to add their own Offers as part of Web Integration. Users must log in to your Web Integration and view their "Profile" page. Any user with permission to add an offer this way, based on your requirements for Web Integration, will be able to do so here.

When users submit an Offer via Web Integration an email notification will be sent to one or more email addresses of your choice.

To add a new offer manually for your end-users simply log a new "Offers" with relevant details and make sure to tick the "Approved" field.

 

3.10. News

Your RubiCRM allows you to log News that your clients may wish to advertise to other organisations.

 

News will be eligible for advertising as part of Web Integration and must be "Approved" to be displayed online.

 

To Approve a News item specific to a record/company go to their record in RubiCRM. Open the Activity page. Find the News item and open it using the pencil icon (). Please scroll down the popup to find the Approved field and tick it if you want to approve it.

 

Add a Short Description, Long Description as well as Start/Expires dates for the News to control when the News will be displayed.

"Start" is when you wish for the news to begin displaying on any Web Integrations.

"Expires" is when you wish for the news to stop displaying on any Web Integrations.

Your end-users who are "Main" or "Web Admin" contacts will also have the option to add their own News as part of Web Integration. Users must log in to Web Integration and view their "Profile" page. Any user with permission to add news this way, based on your requirements for Web Integration, will be able to do so here.

When users submit a News activity via Web Integration an email notification will be sent to one or more email addresses of your choice.

To add a News manually for your end-users simply log a new "News" activity with relevant details and make sure to tick the "Approved" field.

3.11. Member/Customer events

Your RubiCRM allows you to log member/customer events that your clients may wish to advertise to other organisations.

 

Events will be eligible for advertising as part of Web Integration and must be "Approved" to be displayed online.

 

To Approve an Event item specific to a record/company go to their record in RubiCRM. Open the Activity page. Find the Event item and open it using the pencil icon (). Please scroll down the popup to find the Approved field and tick it if you want to approve it.

 

Add a Short Description, Long Description as well as Start Date/Time and End Date/Time dates for the event to control when the event will be displayed.

"Start Date/Time" is when the event is due to start.

"End Date/Time" is when the event is due to finish.

Your end-users who are "Main" or "Web Admin" contacts will also have the option to add their own events as part of Web Integration. Users must log in to Web Integration and view their "Profile" page. Any user with permission to add events this way, based on your requirements for Web Integration, will be able to do so here.

When users submit an event activity via Web Integration an email notification will be sent to one or more email addresses of your choice.

To add an event manually for your end-users simply log a new "Event" activity with relevant details and make sure to tick the "Approved" field.

4.1. Overview

The "Audit Log" page can be found in the "Go To Page" / burger menu within the top left-hand corner of an open record.

Here users can view historical changes to the record.

Data within the Audit Log grid can be sorted, grouped, filtered, categorised and exported.

A date search function is also available in the top left-hand corner of the page which will return results for a specific period.

5.1. Add contact

To add a new contact, select the "Add new contact" button as shown below.

 

New contacts can also be added from the Main Menu by using the "Add Contact" option within the primary records section.

New contacts can also be added as part of a quick search and within the "Add New" menu in the top right-hand corner of an open record.

Once the "Add new contact" button has been selected, enter the new contact’s information within the popup window and then click "SUBMIT".

 

After the "SUBMIT" button is selected, a popup window will appear with three options; Open Contact, Add Another Contact and Finish.

 

Open Contact
The "Open Contact" option will open the new contact’s record where further amendments can be made.

Add Another Contact
The "Add Another Contact" option will open the "Add Contact" window to enable users to add another contact.

Finish
The "Finish" option will close the window and direct the user to the primary record.

 

5.2. Remove contact

To remove or archive an existing contact, tick the relevant box in the contact details.

 

To archive and retain the details for the future, tick the "Contact Left" box.

To remove the contact details permanently, tick the "Remove" checkbox.

5.3. Move contact

In the secondary record (contact) "Settings" you can "Move" a contact to a different primary record. Type the name or ID number of the primary record you wish to move the contact into.

A list of possible records will return. Tick the appropriate checkbox correlating to the primary record you wish to move the contact into.

 

You will be asked to confirm the move and confirm if you would like to move the contact with all its associated activity. Selecting "Yes, with all data" will move the contact and all its associated activity.

The activity that will move with the contact is bookings, export docs and sales pipelines.

5.4. Additional email section

The "Additional Email" section is a dedicated space for users to track additional email addresses for contacts.

 

To view a video of the "Additional Email" section click here.

5.5. Address section

The "Address" section contains the address for the secondary record (contact) that you are viewing.

 

Address Customisation

All fields contained within the "Address" section can be amended by Rubi System Admins or users with appropriate permissions.

Users can set required fields for data entry, reorder fields, rename fields, move fields to another section and hide any unwanted fields.

Additional custom fields can also be added to this section to track data that is unique to your organisation.

For more information about field amendments please visit the related pages.

To view a video on "Address" section click here.

5.6. Consent section

All activity undertaken by your contacts within the Rubi Data Protection Portal (RDPP) will be displayed in this section.

The RDPP enables your customers/members to consent to your privacy policy, access stored personal information, update incorrect information, amend communication/marketing preferences and submit requests for “Right to Erasure”, in compliance with GDPR.

Please note that this service is only available to customers that have the RDPP service in place. 

For more information about the Rubi Data Protection Portal, please visit the related page.

 

To view a video on the "Consent" section click here.

5.7. General section

The "General" section contains basic information about the secondary record (contact) that you are viewing such as:

• ContactID
• ContactGUID
• Title
• Full Name
• First Name
• Middle Name
• Last Name
• Known As
• Suffix
• Email
• Job Title
• Tel Country
• Tel
• Tel Ext
• Mob Country
• Mob
• Booking Notes

Please note the Rubi Outlook Plugin will primarily use the "Email" value in this section for matches. The Plugin will also check any matching values in the "Additional Email" section.

 

General Customisation

All fields contained within the contact "General" section can be amended by Rubi System Admins or users with appropriate permissions.

Users can set required fields for data entry, reorder fields, rename fields, move fields to another section and hide any unwanted fields.

Additional custom fields can also be added to this section to track data that is unique to your organisation.

For more information about field amendments please visit the related pages.

To view a video on the contact "General" section click here.

5.8. Interactions section

The "Interactions" section will return interactions that have occurred in the current year for the specific contact.

5.9. Interest section

Interests can be assigned to individual contacts within this section.

This area is fully customisable, and reports can be generated based on this information.

Please note we recommend using Interests when generating reports for email marketing purposes. As your Contacts will have the ability to update their own preferences using either web integration, or the Rubi Data Protection Portal (RDPP), your reports will return the latest and most up-to-date information based on your contacts' choices.

 

Assigning/Removing Contact Interests
To assign an interest, select the tick mark next to the interest you would like to assign. Users can specify how the contact prefers to receive information about this interest by selecting the tick mark within specific columns. To remove an interest, click the green tick mark again.

Contact Interests: Web Integration
Users can allow their customers/members to choose their own contact interest(s).

To do so, when creating/editing the contact interest in the Main Menu > System > Lists, add 4 asterisks (****) to the contact interest.

Contact interests are selectable on a web integration is highlighted as shown below. Please note that this feature is only available to customers with Rubi Website Integration or RDPP.

 

5.10. Membership/customer section

The "Membership" (or "Customer") section contains the membership or customer information for the secondary record (contact) such as:

• Status
• Type
• Rep
• SignUp
• Payment Type
• Member #
• Date Joined
• Date Renewal
• Date Left
• Renewal Month
• Amount
• Supplemental
• App Form
• Logo
• Classifications
• Source

Users can use this section to track contact  membership/customer types and statuses and use this information to generate reports.

This section is only for contact membership/customer, not overall primary record membership/customer.

Customers that have their RubiCRM system configured to track Customers rather than Members will see this section as "Customer".

 

Membership/Customer Section Customisation

All fields contained within the Membership/Customer section can be amended by Rubi System Admins or users with the appropriate permissions.

Users can set required fields for data entry, reorder fields, rename fields, move fields to another section and hide any unwanted fields.

Additional custom fields can also be added to this section to track data that is unique to your organisation.

For more information about field amendments please visit the related pages.

To view a video on "Membership/Customer" section click here.

5.11. Personal bio section

The "Personal Bio" section allows your users to add a bio about themselves.

This can then be added to your Web Integration if required. This is not available by default and must be requested.

5.12. Settings section

The "Settings" section contains communication preferences and other general settings relating to the secondary record (contact) that you are viewing such as:

• Main
• Receive Mail
• Receive Email
• Receive Tel
• Do Not Contact
• Contact Left
• Dupe
• Remove
• Move
• Email Validated
• DOB
• Gender
• Ethnicity
• Photo

 

If you have a web integration with RubiCRM the "Email Validted" tickbox relates to whether the account has been validated. Users can update this through an Account Validation email sent or Rubi Users can update this manually within RubiCRM by ticking that field's tickbox.

 

Settings Customisation

All fields contained within the contact "Settings" section can be amended by Rubi System Admins or users with appropriate permissions.

Users can set required fields for data entry, reorder fields, rename fields, move fields to another section and hide any unwanted fields.

Additional custom fields can also be added to the contact "General" section to track data that is unique to your organisation.

For more information about field amendments please visit the related pages.

To view a video on the "Settings" section click here.

5.13. Social media section

The "Social Media" section enables users to track multiple social media sites for contacts.

To track social sites, enter the URL into the relevant field.

To favourite a social media site, click the "Fave" icon on the right of the URL.

To add additional Social Media options use the "List Admin" cog icon.

 

To view a video on the "Social Media" section click here.

5.14. Type section

The "Type" section enables users to assign specific contact types for individual contacts.

This area is fully customisable, and reports can be generated based on this information.

Please note while contact "Type" values are customisable RubiCRM does include some standard type values when Accounting Integration is required.

Your RubiCRM may include "Billing - Membership" and "Billing - Export Docs" as specific contact type values.

Any invoices generated as part of integration will perform a lookup to contacts with these contact "Type" values depending on the type of invoice being generated.

If RubiCRM is unable to detect any matching contacts by type an invoice will default to the assigned contact as per our default hierarchy. Please refer to the related pages on this hierarchy.

 

Contact types are also displayed within the contact list for records.

 

To view a video on the contact "Type" section click here.

5.15. Uploads section

The "Uploads" section enables users to upload files against secondary records (contacts).

File formats accepted include:

• .jpg
• .jpeg
• .png
• .gif
• .bmp
• .doc
• .docx
• .xls
• .xlsx
• .ppt
• .pptx
• .pdf
• .msg

 

Uploaded files must be less than 20 Mb.

 

To view a video on the "Uploads" section click here.

6.1. Accounting section

The "Accounting" section allows you to store information relating to the accounts of a record.

 

If a record is flagged as "Stop Credit" a notification will be displayed within the record to all users accessing the record.

To add additional alert info which will display in a popup window, add text to the "Invoicing Notes" field.

Please note: the "Accounts Ref" field is used as part of Accounting Integration and should be amended with care.

Make sure to use the help (?) tool tips for more information about a field.

We recommend restricting access to the Accounting section.

To view a video on the "Accounting" section click here.

6.2. Affiliates section

Adding Affiliates

If you are adding a Sub record as an affiliate to a Master record, select the "Add Affiliate" button as shown below from the Sub record.

 

Once selected, search for the Master record that you wish to affiliate the Sub record to, select it and then select SUBMIT.

 

Removing Affiliates

To remove an affiliation select the trash button as shown below.

 

 

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Notes

Records stating "Affiliated To" are affiliated to a higher record (Master).

Records stating "Affiliated With" are affiliated with a lower record (Sub).

 

6.3. Billing address section

The "Billing Address" section contains the main billing address for the record. The address will be used to auto-populate any invoices/quotes generated within RubiCRM.

If a "Billing Address" does not exist the "Main Address" will be used.

 

To view a video on "Billing Address" click here.

6.4. Bookings chart

The "Bookings Chart" section will display the bookings made for secondary records (contacts) for the primary record.

It displays the bookings made per month.

6.5. Business section

The "Business" section contains business-related details about the record such as:

• Business Status
• Description
• Start Date
• Turnover
• EZCertID
• Category
• Parent Company
• SIC Code UK
• Exporter Sector

Users can use this section to track the current business status, number of overall employees, turnover and more.

 

Business Section Customisation

All fields contained within the "Business" section can be amended by Rubi System Admins or users with the appropriate permissions.

Users can set required fields for data entry, reorder fields, group fields, move fields to another section and hide any unwanted fields.

Additional custom fields can also be added to this section to track data that is unique to your organisation.

For more information about field amendments please visit the related pages.

6.6. Business description section

The "Business Description" section allows you to store details about the organisation's business as HTML.

6.7. Contacts section

The "Contacts" section provides a list of all secondary records (contacts) within that primary record.

Clicking a secondary record will take you to the "Contacts" page detailing more information about the secondary record.

6.8. General section

The "General" section contains basic information about the primary record that you are viewing such as:

• Record Name
• GUID
• ID
• Tel Country
• Main Tel
• Email
• Website
• HistoricID
• Trading As
• Comp/Ind
• Previous Name

 

Section Customisation

All fields contained within the "General" section can be amended by Rubi System Admins or users with the appropriate permissions. Users can set required fields for data entry, reorder fields, rename fields, move fields to another section and hide any unwanted fields.

Additional custom fields can also be added to this section to track data that is unique to your organisation.

For more information about field amendments please visit the related pages.

To view a video on "General Section in Rubi" click here.

6.9. Head office address section

The "Head Office Address" section contains the head office address for the record if it differs to the "Main Address".

 

To view a video on "Head Office Address" click here.

6.10. Interactions section

The "Interactions" section will return interactions that have occurred in the current year.

6.11. Interests section

Interests can be assigned to primary records within this section. This area is fully customisable, and reports can be generated based on this information.

 

Assigning/Removing Interests

To assign an interest, select the tick mark next to the interest you would like to assign.

To remove an interest, click the green tick mark again.

6.12. Main address section

The "Main Address" section contains the main address for the record.

 

This address would be used for invoices if no "Billing Address" is set for the record.

6.13. Membership/customer section

The "Membership" (or "Customer") section contains the membership or customer information for the record such as:

• Status
• Type
• Rep
• SignUp
• Payment Type
• Member #
• Date Joined
• Date Renewal
• Date Left
• Renewal Month
• Amount
• Supplemental
• App Form
• Logo
• Membership Certificate
• Classifications
• Source

Users can use this section to track membership/customer types and statuses and use this information to generate reports.

Customers that have their RubiCRM system configured to track Customers rather than Members will see this section as "Customer".

 

How to find the Membership/Customer section

To locate the section make sure you have the primary record open. Hover over the section icon () and ensure Membership/Customer is ticked.

 

Extra Information

The "Rep" and "Signup" fields are populated with currently active Rubi Users in your RubiCRM. If a Rubi User is assigned to one of these fields where the Rubi User does not have Rubi Access a message below the dropdown will convey this.

 

Membership/Customer Section Customisation

All fields contained within the Membership/Customer section can be amended by Rubi System Admins or users with the appropriate permissions.

Users can set required fields for data entry, reorder fields, rename fields, move fields to another section and hide any unwanted fields.

Additional custom fields can also be added to this section to track data that is unique to your organisation.

For more information about field amendments please visit the related pages.

6.14. Overview section

The "Overview" section can be used to display any information you would like about the primary record.

Please contact our support team or log a request to change this section.

6.15. Presenter(s) section

If a primary record contact is a presenter for an event/training course it will show a list of the events/training courses the primary record is presenting.

6.16. Social media section

The "Social Media" section enables users to track multiple social media sites for records.

To track social sites, enter the URL into the relevant field.

To favourite a social media site, click the ‘Fave’ icon on the right of the URL.

To add additional Social Media options use the "List Admin" cog icon.

 

To view a video on "Social Media" click here.

6.17. Sponsor(s) section

If a primary record is a sponsor for an event/training course it will show a list of the events/training courses the primary record is sponsoring.

6.18. Uploads section

The "Uploads" section enables users to upload files against records.

File formats accepted include:

• .jpg
• .jpeg
• .png
• .gif
• .bmp
• .doc
• .docx
• .xls
• .xlsx
• .ppt
• .pptx
• .pdf
• .msg

 

Uploaded files must be less than 20 Mb. Uploads can be "Locked" as needed to prevent general access. "Locked" uploads are visible to the user who uploaded the file and Rubi System Admin users.

 

7.1. Overview

Interactions enable users to track all communication between your organisation and each secondary record (contact).

Interactions can be logged for emails, telephone calls, in-person meetings and mail correspondence.

By default, when loading this page, interactions from within the last 180 days will be displayed. To view interactions outside of this date period, or to refine the dates, please use the Date Selector.

 

Please note that interactions generated via the Bulk Contact tool can be viewed using the "Interactions For Bulk Contact Only".

 

7.2. Creating interactions

To create an interaction, select the "Interaction" option from the "Add Menu" in the top right-hand corner of RubiCRM.

 

Interactions and tasks can also be quickly created via the quick links located in the bottom left-hand corner of RubiCRM and with the "Add New" menu within the quick search.

 

Once the Interaction option is selected, enter the details for the interaction and then click the "SUBMIT" button.

 

7.3. Creating email interactions

Email interactions can be created to send one email to multiple contacts.

To create an email interaction, select the "Email Interaction" option from the "Add Menu" in the top right-hand corner of RubiCRM.

 

Email interactions and tasks can also be quickly created via the quick links located in the bottom left-hand corner of RubiCRM and within the "Add New" menu within quick search.

 

Once the email interaction option is selected a popup will be presented which requires the entry of the following fields:

• To : Which contact the email interaction is to be sent to.
• CC : If any contacts should be added to the CC.
• BCC : If any contacts should be added to the BCC.
• Service(s) : What service (if any) the email interaction relates to. Please note you can add new services by clicking the cog icon.
• Outcome : What outcome the email interaction relates to. Please note you can add new outcomes by clicking the cog icon.
• Template : If a "To" contact has been selected you can choose an existing template within the CRM to be used for the email body of the email interaction.
• Subject : The subject of the email interaction.
• Attachments : You can attach documents to the email interaction as long as the document has been uploaded to Rubi in the Library.
• Restrict : If the interaction should only be viewable by the creator and Rubi System Admins.
• Categories : What category (if any) the email interaction relates to. Please note you can add new categories by clicking the cog icon.
• Event : You can link the email interaction to an event if the interaction relates to one.
• Date Occured : When the email interaction took place.

 

• Task for Self : You can log a task for yourself relating to the email interaction.
• Task for Others: You can log a task for others relating to the email interaction.
• Alert for Others : You can log an alert for others relating to the email interaction.

 

Once complete, click the "SUBMIT" button.

 

Once an email interaction has been created you can add send the interaction to the contact selected in the "To" field. You will be given the option to send the interaction via the email service or the Rubi Outlook Plugin.

If you choose the email service and have multiple SMTP Accounts added to your Rubi User Account you will be given the option to pick which SMTP Account you wish the email to be sent from.

Sent and received emails can also be logged directly within Microsoft Outlook via the Rubi Outlook Plugin.

For more information about the plugin please visit the related page.

Please watch our video guide on creating an email interaction and sending it to the "To" contact.

 

7.4. Deleting interactions

To delete an interaction you must open the interaction and then click the "trash" icon.

 

Rubi System Admins can delete all interactions regardless of if they were created by themselves or by another Rubi User.

Standard Rubi Users can delete their own interactions if the system setting "Delete Own Interactions" is set to "true". Please find more information on System Settings here.

7.5. Creating tasks

Users can create tasks as part of an interaction to remind the user to follow up on the interaction on a specific date and time. To create a task for yourself as part of an interaction, select the "Add Task/Alert" option.

 

Once selected, enter the details for the task in the section shown below.

 

7.6. Create tasks for others

Users can set tasks for other users as part of an interaction.

To set a task for another user, select the "Add Task/Alert" option and then enter the details in both the alert and task sections as shown below.

 

7.7. Creating Alerts

Users can send alerts to other users as part of an interaction.

To send an alert to another user, select the "Add Task/Alert" option and then enter the details for the alert in the section shown below.

 

8.1. Overview

The international trade page can be found in the "Go To Page" / burger menu within the top left-hand corner of an open primary record.

Here users can track the international trade details for records by selecting the relevant countries and services.

Reports can then be generated based on this information.

 

To view a video on "Adding a Country" click here.

8.2. Adding international trade

To add a new international trade item, select the ‘"Add New" button and then select "Intl Trade".

 

Once selected, choose the relevant options within the pop-out window and then select "SUBMIT".

 

To view a video on "Adding a Country" click here.

8.3. Editing international trade

To edit international trade Items, select the "Open/Edit" pencil icon.

 

Once selected, make your changes within the popup window as required.

 

To view a video on "Editing International Trade" click here.

8.4. Removing international trade

To remove international trade Items, select the "Open/Edit" pencil icon.

 

Once selected, click the trash icon.

 

To view a video on "Removing International Trade" click here.

9.1. Overview

The "Quotes" page can be found in the "Go To Page" / burger menu within the top left-hand corner of an open record.

Here you can process new individual quotes and view existing quotes.

 

Within your RubiCRM, Bookings, Sales Pipelines and Export Docs are, in effect, pre-loaded “Line Items” that can appear on a quote.

 

9.2. To quote section

This section will show any items which are currently eligible for quoting based on:

• The value must be greater than £0.00.
• "Status" must be "Quote".
• "Payment Type" must be "Quote".
• "Accounts Status" must be "To Quote".

See the related page on creating a quote.

9.3. Previous quotes section

This section will show any previously generated quotes.

9.4. Creating a quote

To generate a quote your chargeable activity item (value greater than £0.00) must have the "Status" set to "Quote", Payment Type set to "Quote" and Accounts Status set to "To Quote".

 

Available items with appropriate values will then be shown in the "To Quote" section. Select appropriate items then click "Quote".

 

Your new quote window will be displayed. Update values as needed making sure to select the correct quote "Template" and then click "Submit".

 

Your new quote will be allocated a unique reference and logged in the "Previous Quotes" section.

To generate a PDF copy of the quote choose the "Print PDF" option.

10.1. Overview

Membership certificates can be generated within RubiCRM and sent to users.

The functionality can be linked to your web integration where a membership certificate can automatically be generated and sent to the user following the successful payment of a membership subscription.

Please note if you wish to integrate membership certificates with your web integration please contact support@rubicrm.com. There will be a development charge to integrate the membership certificate feature with your web integration. Your request will be queued into our development schedule.

For more information on membership certificates please watch our guide here.

10.2. Setup

Membership certificates are generated based on a template stored within Main Menu > Marketing > Templates area of RubiCRM.

We have provided a base membership certificate template named “Rubi Default – Membership Certificate” which you can make use of within the Templates page under the “Rubi Default – Membership Certificate” folder.

Please note this template is a default template and cannot be edited. You can however clone the template and edit it to suit your organisation's needs.

If your organisation already uses membership certificates with your own unique branding these certificates must be converted into a HTML format in order to be added to the Main Menu > Marketing > Templates page of RubiCRM.

RubiCRM can only generate dynamic content with merge fields if the certificate is in a HTML format. The CRM cannot generate dynamic content if the base template is a PDF or image. You can create your membership certificate template in the editor.

If your membership certificate is a more advanced design you can use third-party digital marketing agencies or website developers to create or convert your membership certificate.

Once you have a base template for your membership certificate please set this template as the template to be used to generate your certificates. Rubi System Admins can do this by navigating to Main Menu > System > Settings and searching for “Certificate”.

This will provide two results.

• One field for “Membership Certificate Template” where you should provide the name of the template (as it appears in RubiCRM) you wish to use as your membership certificate base template.
• The second field is named “Membership Certificate Cover Template” which can be used as the cover email sent to the user whereby their membership certificate would be added as an attachment.

10.3. Generating certificates

Membership certificates can be generated within the primary record (company) "Membership" section.

You can generate a certificate by clicking "Generate".

 

Once your certificate has been generated you can view the certificate, delete the certificate or send the certificate to a user.

10.4. Sending certificates

Membership certificates can be sent to users within the primary record (company) that the membership certificate has been generated for.

To send the membership certificate go the the record's "Membership" section and click "Send Certificate".

 

This will open an email interaction with the membership certificate attached.

Please see the related page on how to send an email interaction.