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Mail & calendar

Mail, templates, calendar, tasks and phone.
Christian
By Christian and 1 other
• 15 articles

How to create and use email templates in Simply CRM

Simply CRM provides you with the Emails app, which allows you to predefine email templates for your email marketing campaigns. Using this app, you can create and send highly responsive HTML emails to all of your customers. Our system comes with many useful variations for onboarding emails, invites, reminders and thank you notes. However, that’s only scratching the surface. With Simply, you can also create your very own templates from scratch. Use our powerful and intuitive template builder or import your premade templates from elsewhere. How to create email templates Before you start using the built-in email templates, you’ll first need to activate the Emails app in your instance. To do that, go to your Settings and select Apps under App Management. In the Simply App Store, find the Emails app and press Activate in its card. You should receive a notification informing you that the app was successfully installed on your instance. Once you install Emails, select the Tools option on the left menu and press Email Templates. This way, you’ll open the list view of the predefined email templates in Simply CRM. The templates shown in the image above come preinstalled with each instance of Simply CRM. Feel free to browse through them and check whether you can use them for your own business. You can click on any template in the list to open its detailed view. Then, you can customize the template according to your needs. For example, if you click on Customer Portal Login Details, you’ll open a window that shows you the email template and its properties. You can edit, duplicate or delete any existing email template using the buttons in the top right corner. If you wish to create a new email template, click the Add Email Template button in the top left corner. In the new window, you can add or change the template name and description as well as introduce variables made from your CRM data. To add variables, choose the app & field whose data you want to include in the email template in the Email Template Description section. Once you select the field, the variable will automatically be added to your cursor’s location. Important: You can only add variables to the email subject line or the email body text. For example, if you select Contacts as the app and First Name as the field, while keeping your mouse cursor in the Subject field, you’ll generate the variable $contacts-firstname$. If you want to edit the email body text, use the advanced visual editor shown below. You can edit your template using our drag-and-drop builder or enter HTML/CSS code directly. Edit the email template according to your personal needs and references. Feel free to add your own text, images and formatting to apply your company’s branding to the emails. After you’re done editing, press the Save button at the bottom of the screen. Email templates in the new interface In the new interface, open Tools > Email Templates. The list shows template name, subject, app and description, and you can search it. Click a template to open it. - Details shows the email as the recipient sees it. Click Edit under it to change the body, then Save. - App for merge fields + Insert field: choose an app (e.g. Contacts) and a field. It is inserted where your cursor is, as e.g. {{contacts.firstname}}. Fields of linked records (e.g. the contact's organization) are in the same list. You can also type { in the body to search for a field. - General fields inserts company details, the current date and time, and links such as View in browser. - Visual / HTML: write simple templates in the visual editor. Templates with their own design (colors, fonts, layout tables) open as HTML, with a live preview next to the code, so the design is kept when you save. If you switch such a template to Visual, you are asked first, because the visual editor removes formatting it cannot keep. - In the full form you also find Email options, Parent template, Recipient and Keywords, as in the old interface. Both {{contacts.firstname}} and the older $contacts-firstname$ work in templates. New templates should use {{...}}. Formatting merge fields Add a filter to a field with |, for example {{contacts.firstname | uppercase}}. Several filters can be chained: {{contacts.lastname | safe_firstname | titlecase}}. | Filter | What it does | |---|---| | uppercase, lowercase, titlecase | Changes the case | | date:"DD-MM-YYYY" | Formats a date | | normalize_phone | Formats a phone number | | safe_firstname | Keeps only a recognised first name | | prefix:" ", suffix:"!" | Adds text before or after the value, only when the value is not empty | | default:"there" | Text used when the value is empty | Example: Hi{{contacts.lastname | safe_firstname | prefix:" "}}, gives “Hi Karin,” or just “Hi,”. Lists of records as a table {{#table ...}} inserts a list of records as a table, for example a user's tasks for today or a customer's unpaid invoices. It works in email templates, in normal emails and in the workflow action Send Mail. The table is built separately for each recipient when the email is sent. Examples: - {{#table module=Calendar filter=12 owner=recipient}} – the recipient's own tasks from list filter 12. - {{#table related=Invoice filter=34 skip_if_empty=1}} – the invoices linked to the contact the email is sent for. If there are none, the email is not sent. | Option | What it does | |---|---| | module=Calendar | The app to list records from | | related=Invoice | Lists records of this app that are linked to the record the email is sent for (instead of module=) | | field=contact_id | With related=: which link field to use, if the app has more than one | | filter=12 | The list filter to use. Without it, the app's default list is used | | columns=subject,due_date | The fields to show. Without it, the filter's columns are used | | owner=recipient | Only records assigned to the recipient | | sort=due_date order=asc | Sorting. Default: last changed first | | limit=10 | Maximum number of rows (default 25, max 200) | | empty="No open tasks" | Text shown when the list is empty | | skip_if_empty=1 | Don't send the email to a recipient whose list is empty | | as=sender | With module=: also show the list to recipients who are not CRM users | Who sees what: If the recipient is a CRM user, the list is built as that user. They only see records they have access to, and dates, numbers and column names follow their own settings. Recipients who are not users (for example customers) never get a module= list unless you add as=sender. A related= list only contains records linked to the email's record. For external recipients, choose the columns with columns=, so internal fields are not sent out. The filter number is shown in the address bar when you open the filter in the list view (viewname=12). Field names are the same as in merge fields, e.g. {{invoice.invoice_no}} → invoice_no. How to use email templates When you finish creating your email templates, you’ll be able to send them to any contact in the system. If you’re unsure how to send emails from Simply CRM, please check our detailed guide on Mail Manager. There, you will find instructions on how to integrate your email account with Mail Manager and send emails directly from Simply CRM. If you want to automate emails, you can configure workflows to send email templates whenever your predefined conditions are met.

Last updated on Nov 07, 2026

Guide to Meeting Scheduler

You can find this feature in your CRM under: Settings → Other Settings → Meeting Scheduler Setup 🔧 Setting up a new schedule 1. Create a new schedule - Click "Add User" to start the setup. 2. Fill in basic information - Subject: The meeting name or type (e.g. Demo, Support, Consultation). - Description: A short text explaining what the meeting is about. - Location: Where the meeting will take place (e.g. “Teams link” or “I will call you on your phone number”). 3. Choose meeting length - You can allow multiple durations: 15, 30, 45, or 60 minutes. - The person booking will select one of these. 4. Select user(s) - Add the CRM user who should be bookable (e.g. simplysupport). - If Check User Existence is enabled, the system validates that the user actually exists in CRM. 5. Workdays - Select the weekdays when meetings can be booked (e.g. Monday–Friday). 6. Workhours - Set available hours for booking (e.g. 09:00 – 17:00). 7. TimeZone - Choose the timezone for this schedule (e.g. Europe/Brussels). - On the booking page, the time will automatically adjust to the visitor’s local timezone. 8. Minimum notice - Define how far in advance a meeting can be booked (e.g. 0 minutes = immediate booking allowed). 9. Name and email (when adding a new user) - If you want to add a new CRM user, enter their name and email here. 📋 Overview of configured schedules Once created, schedules will appear in the table below: - Users: Which CRM user(s) can be booked - Subject, Location, Description: Information shown to the person booking - Workdays & Workhours: Available booking days and times - TimeZone: Timezone for this schedule - Minimum Notice: Shortest allowed booking notice - Length of Meeting: The durations available (15, 30, 45, 60 min) - Copy URL: Shareable link to the public booking page - Edit: Adjust the configuration - Delete: Remove a schedule 🌍 Booking – what the customer sees When you share the Copy URL, the customer will see a booking page like in your screenshot: 1. They choose the meeting length (15, 30, 45, or 60 minutes). 2. They pick an available date and time from the calendar. 3. They see your subject, description, and location (e.g. “I will call you on your phone number”). 4. The booking is saved in the system. ✅ Summary - Set up users with availability, meeting lengths, and timezones. - Share the booking link (Copy URL) with customers or partners. - Customers can book meetings directly in your schedule based on your defined settings.

Last updated on Nov 07, 2026

How to integrate the Google Calendar in Simply CRM

To help our clients use Simply CRM to its full extent, we have implemented support for the Google Calendar, which can easily be integrated into Simply. This article will explain how you can utilize all the features of Google Calendar within your instance of Simply CRM. How to set up Google APIs Before you start using Google Calendar, you will need to configure it in Simply. To achieve this, you will first need to open the Google API console and press on Select a project in the top left corner, as shown in the screenshot below. Press on New Project in the pop-up window and enter the project name. Open the new API overview, as shown below. In the overview, press on the Enable Apps and Services button. From the library, select and activate the Google Calendar API. Then, search for the Contacts API and enable it. You can enable the Contacts API by pressing it on the results page and using the Enable button, as highlighted in the image below. After you enable the Google Calendar API and the Contacts API, return to the project overview. It should show that you have activated the two APIs in the APIs & Services section. Now, when you open APIs & Services, you will need to select the Credentials tab on the left menu. Under Credentials, choose OAuth Consent Screen and fill in the details. Set simplyhq.com and simply-crm.com as the authorized domains. Enter yourcrmdomain.simply-crm.com as the application homepage link. Here, yourcrmdomain is a variable and you should enter the CRM domain that you selected when you set up your CRM instance. After that, you will need to create OAuth client ID credentials. Choose Web application as the app type and set https://{your_CRM_URL}/index.php?module=Google&view=Authenticate&service=Google as the redirect URL. Now, log into your instance of Simply CRM. How to configure Google Calendar in Simply CRM Copy the client ID and client secrets, go to CRM > Settings > Configuration > Configuration Editor and paste the credentials in the highlighted fields. Google Calendar Integration - Simply CRMIn Simply, open Settings and go to Extensions. Select Google and sign in with your Google account. If you see a security alert, open the Advanced section and click on Go to simply-crm.com. You will be asked to grant certain permissions to Simply CRM. Press Allow and confirm the choice. To make a sync, go to Calendar (or the Contacts module) and open its List view. From Extensions, select Google. In the new window, press Sync Now. You have now successfully integrated Google Calendar into your Simply CRM instance and synchronized its data.

Last updated on Nov 07, 2026

How to integrate Microsoft Office 365 in Simply CRM

Simply CRM integrates with a variety of third-party apps, including Microsoft Office 365, G Suite, WooCommerce and WordPress. This guide will cover the Microsoft Office 365 integration and explain how you can use your Microsoft account in Simply CRM. By connecting your Microsoft account with Simply CRM, you will be able to store, view and edit all your Office 365 data within the Simply CRM platform. This will provide you with a clearer overview of your data and allow you to better manage your company’s tasks and processes. Continue reading to find out how you can integrate your Microsoft account with Simply CRM. How to integrate Office 365 with Simply CRM Open your Simply CRM dashboard. Press your account name in the top right corner and select Settings. Under Extensions, choose Office365. In the new window, click the Sign in With Office365 button. The button will redirect you to the Microsoft login form. Microsoft 365 Login FormEnter your Microsoft account details and log in. Important: If your device is already logged into a Microsoft account, you will automatically be logged into that Microsoft account. If you want to use a different Microsoft account in Simply CRM, please visit the Microsoft website and log out of your current account before proceeding. In Simply CRM, you cannot use a Microsoft account that is not currently logged in on your device. When you log into your Microsoft account, you’ll need to tick the boxes in the Sync column. By doing this, you enable automatic synchronization between Simply CRM and your Microsoft account. Enable Sync in Office 365 IntegrationPress Save Settings to confirm your new configuration. Save Settings in Office 365 How to import your Microsoft contacts to Simply CRM If you want to quickly import your Microsoft contacts into your instance of Simply CRM, open the Contacts module from the menu on the left. In the list view of the Contacts module, press the All (add-on fields) at the top of the page and select Office 365 under Extensions. Office 365 integration addonThis way, you will open the Office 365 Sync Log for Contacts, where you can manually synchronize your contacts. To achieve that, simply click on the Sync Now button and your contacts will be imported. Important: If you receive the following error message when you click on Sync Now, please go back and re-log into your Microsoft account. Follow all the instructions provided in this article. Then, try to synchronize your data again. ### How to import your Microsoft Calendar events to Simply CRM If you want to import your Microsoft Calendar events to Simply CRM, you’ll need to repeat the synchronize your calendars. To achieve that, open the Calendar in Simply CRM by pressing the Calendar icon in the top right corner. In the Calendar module, select the list view. In the list view, press on the Office 365 item in the left sidebar. This way, you will open the Office 365 Sync Log for the Calendar. To import your Microsoft Calendar data to Simply CRM, press the Sync Now button. Important: If you receive the following error message when you click on Sync Now, please go back and re-log into your Microsoft account. Follow all the instructions provided in this article. Then, try to synchronize your data again.

Last updated on Nov 07, 2026

How to configure user calendar settings

Simply CRM allows you to configure your calendar and customize it in accordance with your needs. This means you can personalize Reminder Interval, Time Zone and many more calendar fields. How to set up calendar preferences To set up your calendar preferences, you’ll need to open My Preferences and select Calendar Settings. This will lead you to the screen shown below, where you can configure the settings according to your personal preferences. Below, we’ve created a table that describes each option available under Calendar settings. We recommend that you go through it carefully before updating your calendar preferences. | Field | Description | |---|---| | Starting day of the week | Allows you to select the starting of the week. For example, Monday. | | Day starts at | Allows you to set when your work day starts. | | Date format | Allows you to choose the preferred date format. | | Calendar hour format | Allows you to select the time format, 12 or 24 hours. | | Time zone | Allows you to set the time zone from the drop-down menu. | | Default My Calendar view | Allows you to select the preferred calendar view from the drop-down menu. | | Default call duration (Mins) | Sets automatic updates for End Date and Time for calls. | | Other event duration (Mins) | Sets automatic updates for all events other than calls. | | Default event status | Allows you to select the default event status from the drop-down menu. | | Default activity type | Allows you to select the default activity type from the drop-down menu. | | Popup reminder interval | Sets the time interval after which the event reminder popup appears again after it is closed. | | Hide completed calendar events | Allows you to hide the completed calendar events. | | Default calendar view | Allows you to select the default calendar view from the drop-down menu. | Important: With User Calendar settings, you can set up sharing with view only or view and edit permissions.

Last updated on Nov 07, 2026

How to manage your emails with Mail Manager in Simply CRM

Simply CRM has an integrated email client called Mail Manager that allows you to perform various actions – create Leads, Contacts, Organizations, etc. from the emails that you receive. Once you match the sender’s email ID with a Simply CRM record, you can perform additional actions, such as add tasks, comments etc. How to use the Simply CRM Mail Manager ### Step 1: Configure your incoming mail You can configure your email provider to send emails directly to your Simply CRM instance. If you’re using Gmail, Yahoo or Fastmail, the mail server name will be filled automatically. However, if you’re using another email provider, you will need to enter the server name or IP address on your own. To configure your incoming mail server, press on the mail icon in the top right corner. Click on Configure Mailbox and select your email provider in the pop-up window. If you use Gmail, Yahoo or Fastmail, the mail server name will automatically be populated. You will only need to enter your user name and password. Click Save to confirm the settings. Important: If you get the Authentication error while configuring your Gmail account, please refer to this guide to resolve the issue. In case you’re using an email provider other than Gmail, Yahoo and Fastmail, select the option Other for the Select Account field. Then, you will need to enter all information manually – this includes the mail server name or IP, the user name, the password, the supported protocol, the SSL options as well as the Certificate Validations field. Once you enter all the necessary information, press Save to confirm the new settings. Important: Simply CRM only supports IMAP at the moment. Step 2: How to integrate your Gmail account If you’re using a Gmail account, you’ll need to configure your email settings before you can start using your email from the Mail Manager. First, you’ll need to allow your Gmail account to override your account’s security settings. You can do that by logging into your Gmail account and opening the Less Secure App Access settings. Simply toggle the button and make sure that the configuration is set to Allow less secure apps: ON. After that, you’ll need to enable IMAP for Gmail. IMAP is an Internet protocol that allows email clients to communicate with email services. In other words, it allows the Mail Manager to integrate your email account into the Simply CRM system. To activate IMAP, you’ll first need to log into your Gmail account and press on the gear icon in the top right corner. In the drop-down, select Settings. Image Source: LifewireIn the new window, open the Forwarding and POP/IMAP tab. Scroll down to the IMAP access section and select Enable IMAP. Image source: LifewirePress Save changes to update your settings. If you still cannot connect your account to the Mail Manager, try updating your Display Unlock Captcha settings in Gmail. Simply press the Continue button to change your settings and grant access to the Mail Manager. Once you configure your email settings and set up your account in Mail Manager, you’ll be able to use Simply CRM for all your email communication. Continue reading to find out more about all the useful options that you can use in the Mail Manager. Step 3: Create new records from your emails If you receive an email that does not match the email field of an existing record, you can create leads, contacts, organizations, cases, tasks, events or deals within the email. To do that, follow the instructions below. Open your email. Based on the email ID, the lookup will be made in the Related Records part on the right side of the page. In case the email doesn’t match any records, click on the Action drop-down menu and select the type of record you want to add. If necessary, you can edit the values in the resulting pop-up. When you’re done, press Save. In case the email matches an existing record, you will have a few more options at your disposal. You’ll be able to associate a task, event, case or comment with it. You’ll also be able to attach an email to it. ### Step 5: Perform additional operations Aside from performing actions on incoming emails, you can execute certain additional operations from the Simply CRM Mail Manager. For example, you can send new emails, reply and forward emails, create drafts, group emails in different folders, etc. You will also have various custom filters available in your email account. In other words, you’ll be able to use Mail Manager as your email app. #### How to send emails Mail Manager allows you to send out emails directly from Simply CRM. To send an email, open the Mail Manager by pressing on the Mail icon in the top right corner. Then, click on the Compose button. In the resulting pop-up, you will be able to enter the recipient email and search for email IDs across records in Simply CRM. You can also attach files or browse Simply for documents to send. If you want to send your email later, you can save it as a draft by pressing the Save as Draft button. Save Email Draft in Mail ManagerYou can use the Select Email Template button to use a previously saved template for your current email message. After you finish composing the email, press Send Email. A pop-up window will appear, telling you whether your email was sent successfully. Mail Sent SuccessfullyImportant: Don’t forget to configure the outgoing server before you start sending emails. How to view sent emails You can view all emails that you sent in the appropriate mail folder, e.g. [Gmail/Sent Mails] for Gmail accounts. To only view the emails sent from the CRM, you will need to create a new email report. You can do that by opening can open the Reports > Email Reports folder. To find the Email Reports folder, open Reports under Tools on the left menu. Reports in Simply CRMIn the Reports module, click on the Email Reports in the left sidebar. In the new window press on the Add Reports button in the top right corner and select Detailed Report. In the new window, enter the Report Name and select Emails under Primary App. Then, press Next. Under Select Columns, choose the following options: Emails Date Sent, Emails Source, Emails Created Time and Emails Subject. Then, press Next. Email Columns in ReportsIn the next window, set up a filter that will only display emails sent from Simply CRM. To achieve that, set the following filter under All Conditions: (Emails) Source equals CRM. Then, press Save & Generate Report. Generate Report in Simply CRMThis report will now contain only the emails you sent from the Simply CRM Mail Manager. Sent Emails ReportImportant: The emails in the Sent folder are not necessarily sent from the Simply CRM Mail Manager. This folder contains emails sent from all channels. Follow our instructions to configure a mailbox that only contains emails sent from the Mail Manager.

Last updated on Nov 07, 2026

How to set up recurring events in Simply CRM

Thanks to its powerful calendar feature, Simply CRM allows you to set up recurring events and automate their execution in specified time periods. If you want to create a recurring event in Simply, you will need to log into your dashboard and press on the plus icon in the top right corner. Select Event in the new drop-down menu. If you want to create a one-time event, you can use the Quick Create window and enter the event details. However, if you want a recurring event that repeats itself in the exact periods that you specify, you will need to press on the Go to full form button. In the new view, enter the event details. Keep in mind that the fields marked with a red star are mandatory. When you finish entering the basic event details, scroll down to the Recurrence Details section and check the Repeat option. Specify the necessary recurrence interval in the appropriate fields. Press Save to confirm the creation of the recurring event. How to use workflows to set up recurring events If you prefer to work with workflows, you can open your Simply dashboard and select Workflows under Automation. In the new window, click on the New Workflow button in the top right corner. Enter the workflow details and select Time Interval for the Trigger Workflow On option. Specify the recurrence period and scroll down to Workflow Actions. Add a new workflow action by pressing on the appropriate button. When you click on Add Action, a new drop-down menu will appear. Select what action you want to execute in the intervals you specified and enter its details. This way, the workflow will automatically execute the selected action in the specified time periods.

Last updated on Nov 07, 2026

How to use the HelpDesk Email Widget in Simply CRM

The HelpDesk Email Widget in Simply CRM allows you to manage your communication with each contact stored in the Tickets module. It also provides you with a clear overview of your communication history and helps you create the best possible customer experience for each individual contact. You can do this straight from the Tickets record of your choice. Continue reading to find out how. How to configure the HelpDesk Email Widget When you log into your Simply CRM instance, you’ll first need to activate HelpDesk from the App Store. To achieve that, open Settings from your profile drop-down in the top right corner. Settings in Simply CRM for Time Tracker Then, click the App Management tab in the main menu and select Apps. Apps under App Management in SimplyIn the App Store, locate the HelpDesk widget and press the Activate button from the app card. Once you activate the app, it will become available in your instance. When you press Activate, please refresh the page to make sure that the new app is active. From then on, you can access HelpDesk by selecting HelpDesk Settings from the Other Settings tab in the main menu. Under HelpDesk Settings, you’ll be presented with the settings shown in the image above. Here, you will need to configure the Reply To, Sender Email and Email Signature settings. The Reply To field specifies what email will be automatically added as the recipient for the contact’s replies. Enter your preferred email address here. Sender Email determines what email will be used to send messages to the client. You can set the Sender Email to be the default CRM email or the logged-in user email. The default CRM email is configured on the outgoing server which is used by the entire system. In other words, this is the generic company email address, like info@simply-crm.com. The logged-in user email refers to the email address of the currently active user in MultiSMTP. Email signature allows you to set up your own signature that will be added at the end of each email that you send. The signature typically includes your name, your position and your company logo. Important: Once you set up your Reply To address, you’ll need to add the same email to the Mail Converter module. To do this, you’ll need to open the Other Settings drop-down menu and choose Mail Converter. Enter the following information in the To field: regex:(?&lt=ardi.zeneli+id)[0-9]+(?=@ Replace ardi.zeneli with your own email account details. In the Action field, select UPDATE HelpDesk Response. Press Save to confirm the changes. Update HelpDesk Response Pop-up Window Important: In the To field, you should not change anything aside from the email details. How to edit the HelpDesk settings in Configuration Editor You can also configure the default HelpDesk setting using the Configuration Editor option from the Configuration menu option that you can access by opening Settings in Simply CRM. In the Configuration Editor, update the Helpdesk Support Email-Id field with the email address that you want to use by default. Under Helpdesk Support Name, you can enter the user name that will be displayed for your outgoing emails. As seen in the image below, the Configuration Editor allows you to edit a variety of other settings as well. You can set up the maximum upload size, Google Client ID, Google Client Secret etc. Once you configure the settings according to your needs, don’t forget to press Save to confirm your changes. How to use HelpDesk When you set up your HelpDesk settings, you can use it within every ticket record in your Simply CRM instance. To find the HelpDesk widget, navigate to the Tickets module and open the detailed view of a specific ticket record. Under the Summary tab, you can see the widget on the right side. Simply type in your message in the text box and press Submit As Open to send your message. If you don’t want to submit your message as open, you can click on the drop-down and select Submit As Pending or Submit As Solved. Depending on the option you choose, you’ll set the ticket to open, pending or solved. In case you want to write out a detailed message, you can press on the T icon in the bottom left corner to open the formatting options. The clipboard next to the T icon allows you to attach documents to your message. Keep in mind that the To field is automatically filled in with the information you provided in the HelpDesk settings. If you want to change the recipient, you can edit the address manually. Simply press on the email address and type in your preferred contact’s email. Finally, HelpDesk also allows you to record notes in the system. If you want to create a note, open the Internal Note tab in the widget and write out your text. Press Post to publish the note.

Last updated on Nov 07, 2026

How to send emails from your domain using Simply CRM

Simply CRM comes with an integrated Mail Manager that allows you to send emails directly from your Simply dashboard. You can use Mail Manager to receive all emails to your Simply CRM instance or to send them from your personal email address. If you wish to send messages from an email address registered to your domain (for example, taylor@mybusiness.com), you’ll need to configure SPF records on your domain. This guide will explain how to set up SPF records and ensure that the messages sent from your custom email are delivered to the recipients. How to configure SPF records SPF records (or Sender Policy Records) are used to prevent others from sending messages on your behalf. To configure them, you’ll first need to access the control panel of your hosting or domain provider. If you need to add a new SPF record, you’ll need to add: client-domainname.com. IN TXT “v=spf1 +a +mx include:_spf.simplyhq.com -all”. If you already have a SPF record, you can add the include:_spf.simplyhq.com. These records will verify our service and allow you to send emails from your domain using Simply CRM. If you’re managing your domain with cPanel, you’ll be able to access the control panel by visiting example.com/cpanel or https://example.com:2083. Simply replace example with your domain name. Alternatively, you can access your control panel by logging into the client area of your hosting provider and selecting Domains. Regardless of how you access your control panel, you’ll need to log into it using admin credentials you received from your hosting provider when you first signed up for their hosting service. Once you log into cPanel, select Email Deliverability under the Email section. Then, click on the Manage button next to your domain name. Scroll down to Additional Settings and include a new entry by clicking on Add A New “+include” Item. In the resulting pop-up, enter include:_spf.simplyhq.com. By adding this SPF record, you allow your Simply CRM instance to send emails from your domain name. Note: If you’re experiencing difficulties when configuring SPF records on your own, feel free to reach out to your hosting support. Most hosting companies will configure the SPF records on your behalf, free of charge. Once you set up the SPF records, you’ll be ready to start emailing your contacts using your custom email address straight from your Simply CRM. For more details on how to send emails from your Simply CRM instance, please consult our guide on how to configure the Mail Manager app. If you require further assistance with SPF records or the Mail Manager app, please reach out to us through live chat.

Last updated on Nov 07, 2026

Simply CRM Outlook plugin

Getting Started with Simply Outlook Plugin Introduction: Are you looking to boost your productivity and enhance your customer relationships by integrating your CRM with your email system? If so, you’ve come to the right place! The Simply Outlook plugin is a powerful tool that allows you to access and manage your CRM data directly from your Microsoft Outlook inbox. In this support article, we’ll cover everything you need to know about the Simply Outlook plugin, from installation and configuration to troubleshooting common issues. Section 1: Installation To get started with the Simply Outlook plugin, follow these easy steps to install the plugin on your computer: 1. Visit the Simply CRM website and navigate to the Download section. 2. Locate the Simply Outlook plugin and click on the download link. 3. Run the installation file, and follow the on-screen instructions to complete the installation process. 4. Restart Microsoft Outlook to enable the Simply Outlook plugin. Section 2: Configuration Once you’ve successfully installed the Simply Outlook plugin, you’ll need to configure it to connect to your Simply CRM account. Follow these steps to configure the plugin: 1. Open Microsoft Outlook and click on the Simply tab located in the main menu. 2. Click on the Settings button to open the Simply Outlook plugin settings window. 3. Enter your Simply CRM URL, username, and password in the corresponding fields. 4. Click the Test Connection button to verify your account credentials. If the connection is successful, you’ll see a message indicating a successful connection. 5. Configure the sync options according to your preferences. You can choose to sync contacts, calendar events, tasks, and emails between your Simply CRM and Outlook accounts. 6. Click Save to apply your settings. Section 3: Using the Simply Outlook Plugin Now that you’ve installed and configured the Simply Outlook plugin, it’s time to explore its features. Here are some of the core features and how to use them: Creating and linking contacts: The Simply Outlook plugin enables you to create and link contacts between your Outlook and Simply CRM accounts. To create a new contact, click on the Simply tab, and select New Contact. Fill in the contact details and click Save. To link an existing Outlook contact with your Simply CRM, open the contact, click the Simply tab, and select Link Contact. Creating and linking calendar events and tasks: To create a new calendar event or task, click on the Simply tab, and select New Event or New Task, respectively. Fill in the required details and click Save. To link an existing Outlook event or task with your Simply CRM, open the item, click the Simply tab, and select Link Event or Link Task. Tracking emails: The Simply Outlook plugin allows you to track your email correspondence with your contacts in Simply CRM. To track an email, open the email, click the Simply tab, and select Track Email. The email will be automatically added to the corresponding contact’s record in Simply CRM. Accessing CRM records: You can access and manage your CRM records directly from Outlook by clicking on the Simply tab and selecting the appropriate option (Contacts, Calendar, or Tasks). You can search for records, view their details, and edit them as needed. Section 4: Troubleshooting Common Issues Here are some common issues and their solutions to help you troubleshoot any problems that may arise while using the Simply Outlook plugin: Connection issues: If you’re having trouble connecting to your Simply CRM account, double-check your account credentials and ensure you’ve entered them correctly. Also, verify that your Simply CRM URL is correct and that you have a stable internet connection. Sync issues: If your data is not syncing between your Simply CRM and Outlook accounts, ensure that you’ve configured the sync options correctly. If the issue persists, try reconfiguring the sync options or disabling and re-enabling the sync feature. Missing Simply tab: If the Simply tab is missing from your Outlook main menu, ensure that the plugin is properly installed and enabled. You can check this by going to File > Options > Add-Ins, and making sure that the Simply Outlook plugin is listed under Active Application Add-ins. If it’s listed under Disabled Application Add-ins, select it and click Enable. Slow performance: If you’re experiencing slow performance while using the Simply Outlook plugin, try disabling other add-ins that may be running simultaneously in Outlook. You can do this by going to File > Options > Add-Ins and disabling any unnecessary add-ins. Additionally, ensure that your computer meets the minimum system requirements for running Microsoft Outlook and the Simply Outlook plugin. Error messages: If you encounter an error message while using the Simply Outlook plugin, take note of the error message and consult the Simply CRM support documentation or contact the Simply support team for assistance. Section 5: Getting Help and Support If you need additional assistance with the Simply Outlook plugin, there are several resources available: Simply CRM Support Portal: Visit the Simply CRM Support Portal to access a wide range of support articles, FAQs, and documentation covering various aspects of the Simply CRM platform, including the Outlook plugin.Simply CRM Community Forums: Join the Simply CRM Community Forums to connect with other users, share your experiences, ask questions, and learn from others who are using the Simply Outlook plugin. Contact the Simply Support Team: If you can’t find the information you need in the support portal or community forums, you can always reach out to the Simply support team for personalized assistance. The support team can be reached via email, phone, or live chat. Conclusion: The Simply Outlook plugin is a powerful tool that streamlines your workflow, enhances your customer relationships, and increases your productivity. With this comprehensive support article, you should now have a better understanding of how to install, configure, and use the Simply Outlook plugin, as well as troubleshoot any common issues. If you need further assistance, don’t hesitate to reach out to the Simply support team or consult the available support resources.

Last updated on Nov 07, 2026

How to Set Up Your Email Signature in Simply CRM

How to Set Up Your Email Signature in Simply CRM Setting up your email signature in Simply CRM ensures that all your outgoing emails have a professional and consistent appearance. Follow the steps below to add or update your signature. Step 1: Log in to Simply CRM 1. Open your web browser and go to your Simply CRM login page. 2. Enter your credentials and sign in to your account. Step 2: Navigate to User Settings 1. Click on your profile icon in the top-right corner. 2. From the dropdown menu, select "User Management" → "Users". 3. Locate your name in the user list and click on it to open your user profile. Step 3: Edit Your User Profile 1. On your User Profile page, click the "Edit" button in the top-right corner. 2. Scroll down to the "More Information" section. Step 4: Add or Update Your Signature 1. Find the "Signature" field within the "More Information" section. 2. Click inside the signature box to open the editor. 3. You can either: - Manually type your signature (e.g., your name, job title, contact details). - Copy & paste a pre-designed signature from another source (e.g., Outlook, Gmail, or an email signature generator). - Insert an image (e.g., company logo) by clicking on the image upload option, if available. Step 5: Save Your Changes 1. After entering your signature, double-check the formatting. 2. Scroll back up and click the "Save" button to apply the changes. Step 6: Verify Your Signature 1. Send a test email from Simply CRM to confirm that your signature appears correctly. 2. If any adjustments are needed, repeat Steps 3–5. Common Issues & Solutions - ✅ Signature Not Saving? Ensure all required fields in your profile are filled before saving. - ✅ Image Not Displaying? Check if the image link is correct or try re-uploading the image. - ✅ Formatting Issues? Try pasting as plain text first, then apply formatting within Simply CRM.

Last updated on Nov 07, 2026

How to use the Mail Converter module in Simply CRM

We understand that modern businesses heavily rely on email as their main communication channel. It’s not uncommon for us to cycle through hundreds and even thousands of emails. If left unhandled, these emails will quickly pile up and create a nuisance in your inbox. To help solve this problem, Simply CRM has developed the Mail Converter module, which allows you to quickly and efficiently manage your inbox. Mail Converter scans and streamline tasks by automatically creating appropriate records in Simply CRM. In case you need a custom solution for your email correspondence, Simply CRM allows you to define specific rules and actions that will be performed on your emails. Keep in mind that all of your emails will be scanned automatically, unless you manually disable the Mail Scanner task in the Scheduler. The Mail Converter operations Depending on your specific needs and preferred settings, the Mail Converter can perform many different operations on your emails. The following table breaks down these operations and the records associated with them. | Record | Operation | |---|---| | Lead | 1. Create leads 2. Attach emails to leads | | Contact | 1. Create contacts 2. Attach emails to contacts | | Ticket | 1. Create tickets (with the corresponding contact) 2. Create tickets (without the corresponding contact) 3. Attach emails to tickets | | Organization | 1. Create organizations 2. Attach emails to organizations | | Deals | 1. Create deals (with the corresponding contacts) 2. Create deals (without the corresponding contacts) 3. Attach emails to deals | How to configure your mailbox in Simply CRM The Mail Converter scans your mailbox in Simply CRM and performs the appropriate actions depending on the email content. However, in order to use the Mail Converter, you must first configure your mailbox in Simply CRM. To configure your mailbox, open your instance of Simply CRM and go to Settings under the User option in the top right corner. In the new window, open Other Settings and choose Mail Converter. Press Create Mailbox or Add Mailbox. Enter the mailbox details, as shown in the following screenshot. The following table breaks down the mailbox details and explains how each option is used in Simply CRM. | Field | Description | |---|---| | Scanner Name | Provide a label for your mailbox. This is only used for your own reference. | | Server | Enter the IMAP mail server name. imap.gmail.com for Gmail, for exmaple. | | User Name | Enter a unique email client user name | | Password | Provide the email client password | | Protocol | Fill this field in accordance with your mail server configuration | | SSL Type | Fill this field in accordance with your mail server configuration | | SSL Method | Fill this field in accordance with your mail server configuration | | Look For | Select All to scan all emails or choose Unread to scan only unread emails | | After Scan | Select the label that will be used on your emails after they are scanned | | Status | Enable this checkbox to make your mailbox active | | Time Zone | Select the time zone of the IMAP server | After you enter all the details, press Next to continue your work and start selecting the folders that you want to add from your email client. When you select all the necessary folders, press Next. Important: You must select at least one folder to go to the next step. In the last step, you will need to specify the rule conditions and actions. In Simply CRM, you can use rules to define what actions will be performed on your emails, after the system scans your email messages. Keep in mind that incoming emails will be scanned regularly to check whether or not they meet the criteria you specified. Follow the instructions below to set up rules in a mailbox. Open the Mail Converter and select the desired mailbox. In the detailed view, press on the Add Rule button in the top right corner. This will open the following pop-up window, where you will be asked to enter the rule details. Fill in the fields by entering the necessary details and press Save. The next table breaks down each option in the Add Rule pop-up window and describes what actions they perform. | Field | Description | |---|---| | Match | All Conditions means that all specified conditions need to be matched for the rule action to be performed. Any Conditions means that only one condition needs to be fulfilled for the rule action to be performed. | | From | Compares your criteria with the From field of your incoming emails. | | To | Compares your criteria with the To field of your incoming emails. | | CC | Compares your criteria with the CC field of your incoming emails. | | BCC | Compares your criteria with the BCC field of your incoming emails. This filter only works when the BCC field is visible to you. | | Subject | Compares your criteria with the subject of your emails, taking into consideration the selected condition (Contains, Not Contains, Equals, Not Equals, Begin, End, Regex) | | Body | Compares your criteria with the body of your emails, taking into consideration the selected condition (Contains, Not Contains, Equals, Not Equals, Begin, End, Regex) | Through rules actions, Simply CRM allows you to set the mapping of your CRM fields with the email body content. To initiate this process, use a delimiter that will highlight the content that needs to be mapped onto your CRM fields. How Mail Converter creates records in Simply CRM After scanning your emails, Mail Converter will create records for the emails that fulfil the specified criteria. Simply CRM will automatically map the information from the email to appropriate CRM fields. The following table explains what actions Mail Converter can perform on your records. | Action | Description | |---|---| | Create Ticket (With Contact) | Creates a ticket record with the following information: Ticket title = email subject Contact Name = Contact name in Simply CRM depending on the email. If there is no existing contact in Simply, a new record will be created. Description = email body All email attachments are linked to the ticket The system will perform a lookup to check whether an existing contact or organization corresponds to the FROM field in the email. If a matching record is found, the ticket will be associated with it. | | Create Ticket (Without Contact) | Creates a ticket record with the following information: Ticket title = email subject Contact Name is left empty Description = email body All email attachments are linked to the ticket The system will perform a lookup to check whether an existing contact or organization corresponds to the FROM field in the email. If a matching record is found, the ticket will be associated with it. | | Update Ticket | Updates existing ticket records with the following information: Comment = Email body Selects Regex in the Subject field, and pastes the following code Ticket Id[^:]?: ([0-9]+) in the text area. | | Create Lead | Creates a lead record with the following information: Last Name = email subject; in case the email subject is empty, the FROM field will be used as the last name Primary Email = the FROM field in the email Description = email body All email attachments will create separate documents in Simply CRM, and the documents will be associated with the lead record. Assigned To is configured as specified in the Mail Converter rule. | | Create Contact | Creates a contact record with the following information: Last Name = email subject; in case the email subject is empty, the FROM field will be used as the contact name Primary Email = the FROM field in the email Description = email body All email attachments will create separate documents in Simply CRM, and the documents will be associated with the lead record. Assigned To is configured as specified in the Mail Converter rule. | | Create Organization | Creates an organization record with the following information: Organization Name = email subject; in case the email subject is empty, the FROM field will be used as the organization name Primary Email = the FROM field in the email Description = email body All email attachments will create separate documents in Simply CRM, and the documents will be associated with the lead record. Assigned To is configured as specified in the Mail Converter rule. | | Create Deal (With Contact) | Creates a Deals record with the following information: Deal name = email subject; in case the email subject is empty, the FROM field will be used as the organization name Contact Name = Contact name in Simply CRM, depending on the email. If there is no existing contact in Simply, a new record will be created. Description = email body All email attachments are linked to the deal. | | Create Deal (Without Contact) | Creates a new Deals record with the following information: Deal = email subject Contact Name is left empty Description = email body All email attachments are linked to the deal. | | Add to Contact [FROM] | Simply CRM performs a lookup to check if any existing contact records match the FROM email field. If the system finds a matching record, a new email record will be created and attached to the contact. All email attachments will create new documents that will be associated with the appropriate contact. | | Add to Contact [TO] | Simply CRM performs a lookup to check if any existing contact records match the TO email field. If the system finds a matching record, a new email record will be created and attached to the contact. All email attachments will create new documents that will be associated with the appropriate contact. | | Add to Leads [FROM] | Simply CRM performs a lookup to check if any existing lead records match the FROM email field. If the system finds a matching record, a new email record will be created and attached to the lead. All email attachments will create new documents that will be associated with the appropriate contact. | | Add to Leads [TO] | Simply CRM performs a lookup to check if any existing lead records match the TO email field. If the system finds a matching record, a new email record will be created and attached to the lead. All email attachments will create new documents that will be associated with the appropriate contact. | | Add to Organization [FROM] | Simply CRM performs a lookup to check if any existing organization records match the FROM email field. If the system finds a matching record, a new email record will be created and attached to the organization. All email attachments will create new documents that will be associated with the appropriate contact. | | Add to Organization [TO] | Simply CRM performs a lookup to check if any existing organization records match the TO email field. If the system finds a matching record, a new email record will be created and attached to the organization. All email attachments will create new documents that will be associated with the appropriate contact. | | Add to Deal [FROM] | Simply CRM performs a lookup to check if any existing Deals records match the FROM email field. If the system finds a matching record, a new email record will be created and attached to the deal. All email attachments will create new documents that will be associated with the appropriate contact. | | Add to Deal [TO] | Simply CRM performs a lookup to check if any existing Deals records match the TO email field. If the system finds a matching record, a new email record will be created and attached to the deal. All email attachments will create new documents that will be associated with the appropriate contact. | | Add to Ticket [FROM] | Simply CRM performs a lookup to check if any existing ticket records match the FROM email field. If the system finds a matching record, a new email record will be created and attached to the ticket. All email attachments will create new documents that will be associated with the appropriate contact. | | Add to Ticket [TO] | Simply CRM performs a lookup to check if any existing ticket records match the TO email field. If the system finds a matching record, a new email record will be created and attached to the ticket. All email attachments will create new documents that will be associated with the appropriate contact. | Important: The Update fields should have a higher priority than the Create Tickets rule. An automated email is sent to your customers whenever a ticket is created. If the customers reply to this email, the reply will be saved as a comment in the existing ticket. It’s recommended that you configure the From Email field in the outgoing server using the same email that you used to set up a mailbox in the Mail Converter. If you need help using the Mail Converter module in Simply CRM, feel free to reach out to us through LiveChat or email us at support@simply-crm.com.

Last updated on Nov 07, 2026

How to set up Multiple Senders in Simply CRM

The Multiple SMTP app in Simply CRM allows you to add multiple SMTP servers to your Simply instance. By configuring multiple SMTP servers, this extension lets you customize your messages and communicate with your contacts using a variety of email accounts. This way, you can separate your marketing and sales messages from support emails or allow your employees to send emails from their personalized company accounts. Thanks to Multiple SMTP, each user in your instance of Simply CRM will be able to add their own custom email address and send emails directly from Simply CRM.However, Multiple SMTP doesn’t just help you better organize your messaging, they allow you to collect more precise data for your marketing campaigns Multiple SMTP doesn’t just help you better organize your messaging, they allow you to collect more precise data for your marketing campaigns. In addition, using multiple email addresses can reduce the risk of your message ending up in the user’s spam folder, which helps increase your open rates. How to set up the multiple senders app In order to set up multiple senders, you’ll first need to activate the application from the App Store. To do that, go to Settings > App Management > Apps. Then, search for the Multiple SMTP app in the store. Once you find Multiple SMTP, press the Activate button to turn on the app. The app will instantly become available to you and you should receive the following notification, informing you about the app status, in the top right corner. Now, you can find the Multiple Senders option under Other Settings. When you open the app, you should see the Multiple Senders homepage with an Add New button in the top right corner. Press this button to add your email addresses to Simply CRM. However, before you start adding your email addresses, please make sure they are configured to allow Simply CRM to connect to them. If you are using Gmail, see this article for a step-by-step guide: - How to configure a Gmail account for Multiple Senders To add your email, you’ll need to fill out the form shown below: The following table breaks down each field and describes how to fill it out to successfully add your email account to Multiple Senders. | Field Name | Description | |---|---| | User Name | Defines the Simply CRM user that will be associated with the email account. | | SMTP Server | Specifies the SMTP server that is used to send out emails. | | SMTP User | Specifies the email address (user) that is connecting to the SMTP server. | | Password | The password of the email account specified in the SMTP User field. | | From Address | Specifies the email address that will be used to send emails. This email address should be the same as SMTP User. | | From Name | Specifies the name that will be shown when sending emails. | | Batch Count | Limits the number of messages that can be sent in a batch. | | Batch Delay | Defines the delay between emails sent in a batch. | | Auth | Select this option if you want the SMTP server to require authentication before sending emails. | Below, you’ll find an example of a Gmail address configured correctly. When you press save, the module should reload and send you back to its homepage, where you will see your new address added under Multiple SMTP Accounts. You should also receive a test email confirming that you successfully added your email address to Multiple Senders. The email will be sent from the address that you configured in Multiple Senders to the email address associated with your Simply CRM user account. How to use multiple emails in Simply CRM When you configure your email accounts and add them to the Multiple Senders app, you’ll be able to choose your preferred email address for each email that you send. If you’d like to send an individual email to a contact, you can open the Mail Manager app by pressing the mail icon in the top right corner. Then, press the Compose button in the top left corner of the Mail Manager app. In the resulting email pop-up, press the Outgoing Server button and select the preferred email user name that you configured in the Multiple Senders app. Important: In order to send emails from Simply CRM, you must first install the Mail Manager App and configure your inbox. If you’re unsure how to do that, please consult our in-depth guide on setting up the Mail Manager.

Last updated on Nov 07, 2026

How to configure a Gmail account for Multiple Senders

If you have activated the Multiple Senders app in Simply CRM and want to add your Gmail account to Simply, please read the following article for instructions on how to successfully configure your email address. In case you are unsure how to activate the Multiple Senders app, please visit our general guide. It will provide you with step-by-step instructions on activating the app and adding multiple email addresses. How to configure Gmail account settings In order for Simply CRM to connect to your email account, you’ll need to adjust your email settings. If you’re using Gmail, open your inbox, press the account avatar in the top right corner and select Manage Your Google Account. Manage Your Google Account Settings From the sidebar, select Security. On the Security settings page, turn off two-factor authentication. You will not be able to use your Gmail account unless your 2-step Verification option is set to Off. Next, scroll down to the Less Secure Apps section. If your account is configured to not allow less secure apps, you’ll need to press the Turn On Access (not recommended) button. When you press the button, you’ll get a new page showing your current settings. Press the slider button to turn on access for less secure apps. Before you move on, make sure the settings say: Allow less secure apps: On. If you do not allow less secure apps to connect to your account, you may have trouble adding your email address to Simply CRM. After you allow access for less secure apps, you should also solve the Display Unlock Captcha to ensure easy access to Simply. Visit the following page: https://accounts.google.com/b/0/DisplayUnlockCaptcha and press Continue. This way, you’ll ensure that your email account can be added to the Multiple Senders app in Simply CRM. Important: The Display Unlock Captcha configuration only lasts for 10 minutes. Once you press the Continue button, you should immediately add your address to Simply CRM. If you do not add it within 10 minutes, you may be required to repeat that step. How to add a Gmail account to Multiple Senders Now that you’ve configured your email account settings, you can go back to the Multiple Senders app and press the Add New button in the top right corner. Multiple Senders Homepage in Simply CRMTo add your email, you’ll need to fill out the form shown below: The following table breaks down each field and describes how to fill it out to successfully add your Gmail account to Multiple Senders. | Field Name | Description | |---|---| | User Name | Defines the Simply CRM user that will be associated with the email account. | | SMTP Server | Specifies the SMTP server that is used to send out emails. For Gmail, enter: tls://smtp.gmail.com:587. | | SMTP User | Specifies the email address (user) that is connecting to the SMTP server. | | Password | The password of the email account specified in the SMTP User field. | | From Address | Specifies the email address that will be used to send emails. This email address should be the same as SMTP User. | | From Name | Specifies the name that will be shown when sending emails. | | Batch Count | Limits the number of messages that can be sent in a batch. | | Batch Delay | Defines the delay between emails sent in a batch. | | Auth | Select this option if you want the SMTP server to require authentication before sending emails. | Below, you’ll find an example of a Gmail address configured correctly. When you press save, the module should reload and send you back to its homepage, where you will see your new address added under Multiple SMTP Accounts. You will also receive the following test email confirming that you successfully added your email address to Multiple Senders. Important: The email will be sent from the address that you configured in Multiple Senders to the email address associated with your Simply CRM user account. How to resolve the Gmail configuration errors SMTP Connect Failed When you try to add a new email address to Multiple Senders, you may receive the following error saying SMTP Connect () failed. If this issue occurs, please try resolving it by: - Double-checking all the information you entered for spelling mistakes - Ensure you’re entering the correct password - Re-check your email account settings - Re-do the Display Unlock Captcha - Try again within 10 minutes. StartTLS Error In case you receive an error saying your mail was not accepted due to STARTTLS, as shown below: Make sure your SMTP Server field contains the tls:// prefix before the SMTP server name: smtp.gmail.com:587. In other words, enter tls://smtp.gmail.com:587 in the Auth field, as demonstrated in the following image: Authentication Error If you receive the following authentication error, please try checking the box next to the Auth field. In case you encounter an error not described here, please contact our support team through LiveChat. We will make sure the issue is resolved as soon as possible. Once you add your account to Simply CRM, you can start enjoying all the benefits that the Multiple Senders app offers. For more details on how to use this module, please visit our Multiple Senders support guide.

Last updated on Nov 07, 2026