1.1. Creating Rubi User Accounts

New Rubi User Accounts can be created by Rubi System Admins.

To create a new Rubi User Account go to Main Menu > System > Users, select the "New User" option from the "Add New" menu in the top right-hand corner.

Please note: The First Name value cannot be changed once set. If a user should be replaced with a new user please deactivate the old user account by unticking "Rubi Access". This will release their licence making it available for your new user. This is for audit log purposes.

1.2. Editing Rubi User Accounts

To edit an existing Rubi User Account, select the account name from the user list on the left-hand side.

Once selected, the user account details can be edited on the right-hand side of this section. Additional sections can be added from the ‘View Section’ menu in the top left-hand corner.

1.3. Sending welcome emails

Welcome emails can be sent to users by selecting the ‘SEND’ button within the General section of the user’s account.

Please note users must have a user license assigned to them by ticking "Rubi Access". Once ticked you may need to refresh the section for the "SEND" button to appear.

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

1.4. Removing Rubi access/archiving Rubi users

To remove a user’s access to RubiCRM, ensure the ‘Rubi Access’ box (within the General section) is unticked.

When you remove users, once the "Rubi Access" has been removed, refresh the "General" section.

You will then have the option to "Archive" the user.

1.5. Rubi User Account : General information

The "General" section of a Rubi User Account allows you to set up and amend general information about your users.

To set the default font and font size please amend values in the "General" section. These relate directly to creating new Email Interactions and Template creation.

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

1.6. Rubi User Account : Rubi System Admins / Rubi Users

Rubi Users can be either assigned specific permissions or they can be set as Rubi System Admins.

Rubi System Admins have full control and authority over the system whether that be:

• Creating new users
• Setting user permissions
• Access to all areas of the system
• Ability to change system settings/setup
• Ability to request fundamental changes to your CRM

Standard Rubi Users can be assigned user permissions based on their role and what should be accessible to them. This allows you to limit access to certain areas of the system to specific individuals.

Please view our related page on User Permissions.

1.7. Rubi User Account : Permissions

Rubi Users can be assigned their own specific permissions in your RubiCRM system.

The left-hand column of checks indicates if a user has permission to "View" information in the area.

The right-hand column of checks indicates if a user has permission to "Edit" information in the area.

The green tick indicates that a user does have permission for the applicable action in the area.

To drill down further into available permissions click the text label for the item. Additional options will then be displayed.

To assign a Rubi User as a Rubi System Admin simply tick the Rubi System Admin permission as shown in the image above.

Please note that ticking the permission Own Records Only means that the user will only be able to view/open the records they have created.

Copying user permissions

RubiCRM allows you to copy the user permissions set for another user. This makes setting up new users a lot quicker!

On the "User Permissions" section of the Rubi User Account you want to set the permissions for clicking on the following icon.

You can then copy the permissions set for another Rubi User Account to your new Rubi User Account. Don't worry the permissions will stay the same for the user you are copying the permissions from.

1.8. Rubi User Accounts : User activity

To check the activity of specific Rubi User Accounts, select the user and scroll to the bottom of the "General" section.

You can then choose any date period as required to view logs of activity per Rubi User Account.

2.1. Overview

RubiCRM advises that you make use of a dedicated service for sending out large volumes of emails. These can be services such as Mandrill or SendGrid.

RubiCRM offers its own service to clients. The service is an email infrastructure service designed to handle transactional emails for businesses.

It is built upon Mandrill (which is the engine that also powers Mailchimp emails) and offers a reliable and callable platform for sending emails through a simple SMTP setup.

What are the benefits of using Rubi SMTP Service?

• High Deliverability: our email delivery partner has a strong reputation for email deliverability, ensuring that your messages reach the intended recipients' inboxes without being marked as spam.
• Robust Security: Rubi and our partner, Mandrill, take email security seriously, employing various measures to protect your data and ensure the privacy of your customers. It uses industry-standard encryption protocols and implements measures to prevent unauthorized access.
• Enhanced Support: when we supply the dedicated email service to you our support team can interrogate data and logs more thoroughly and easily meaning we can offer a better level of support than if you use other SMTP providers with RubiCRM.
• Easy to integrate: because you get your own credentials it is easy to configure RubiCRM to use the Service.

How is the service configured?

When you start using the service we will create you a dedicated set of SMTP credentials including server name, port, username and password.

These details need to be entered into your RubiCRM system for the company and for all users. The RubiCRM implementation team will help set this up for you.

You will be able to send emails from any of your email addresses so that recipients can reply to you as normal.

In some circumstances to get the very best from the service we may request that you make an addition to the DNS of your company domain, this is a very easy task and should it be required we can work with your current IT provider to get it set up.

How much does Rubi SMTP Service cost?

The service is free of charge subject to our fair use policy. Our fair use policy is designed so that we can viably continue offering the service free of charge across our client base from a commercial perspective.

Fair use would be considered 10,000 emails per month. Exceeding this on a regular basis would open the discussion with your organisation on how you are using RubiCRM where we can explore the best solution to ensure that we can continue offering the service to other users for free. We would consider clients exceeding the limit a unique case.

If you need to send greater volumes than this then you can do so by paying an additional supplement - please speak to your account manager about this.

2.2. Creating and managing SMTP accounts

Add your email SMTP details to your Rubi User Account profile to allow email interactions, scheduled emails, bulk contact and membership comm emails to be processed directly from RubiCRM.

Users must use a dedicated email service to process emails out from RubiCRM using SMTP.

Please note you can continue to process email interactions and bulk contacts through the Rubi Outlook Plugin.

From Main Menu > System > Users choose the Rubi User Account you wish to add a SMTP Account to. Using the eye icon located at the top left of the page select "SMTP" to open the "SMTP" section. From this section, you will see all of the SMTP Accounts added for that Rubi User Account. Click the (+) icon to create a new SMTP Account.

This will open up the "Add New SMTP Account" popup. If you are using our dedicated email service please enter the following details for each field:

• SMTP Server : smtp.mandrillapp.com
• Email Port : 587
• Enable SSL : Tick
• Enable TLS : Tick
• From Name : The from name to be used when sending emails. This could be your name, Events Team, Membership Team, Accounts Team etc.
• Email UserName : The email address you wish to use for the SMTP Account.
• Email Password : Your Mandrill Key.
• Email Address : The email address you wish to use.
• Email Signature : Select the email signature you wish to attach to emails. New signatures can be added to your Main Menu > Marketing > Templates section. Not selecting an email signature will mean no signature is attached to the email.

Once you are happy you have created your SMTP Account click "Submit".

For guidance on how to create SMTP Accounts please watch our video below.

2.3. Email signatures

In RubiCRM, you can add your own email signatures to attach as part of any emails you send out. You must create your email signatures in the Main Menu > Marketing > Templates area of RubiCRM.

When creating a template of your signature we advise giving it a sensible name such as "Your Name Signature" and saving this in a dedicated folder named "Email Signatures". For your signature to be a chooseable option to assign to an SMTP Account you must make sure to set the "Type" of template to "Email Signature".

As part of your onboarding, we have added a small sample of your colleague's signatures to RubiCRM. You can clone these signatures to edit and make your own.

3.1. Overview

Users can edit the general RubiCRM system settings within the section shown below. Please note, that changes made to this section will impact all users and your overall system.

3.2. Changing your organisation logo

To change your default organisation logo, upload a copy of the logo to Main Menu > Data Management > Library. We recommend using a folder called "Logos" to store these items.

Once uploaded the file will have a URL available. To obtain the URL, click the file name which will open in a new browser tab. Copy the URL from the address bar.

Go to Main Menu > System > Settings and search for the setting "Default Company Logo" in the "Settings" section.

Delete the current value (if there is one) and replace it with the URL copied previously.

Click out of the field and confirm the update with a green flash.

Go back and refresh the Homepage to confirm the logo has been updated.

To view a video on how to change the logo, click here.

3.3. GDPR consent

Users can edit the GDPR consent text that appears within the Rubi Data Protection Portal (RDPP) within the section shown below.

This setting only applies to customers that have the RDPP service in place.

To view a video on "GDPR Consent" click here.

4.1. Overview

The "Setup" section enables users (with the appropriate permissions) to configure areas, pages, sections and fields.

You can navigate to "Setup" from Main Menu > System > Setup.

This includes adding custom pages, adding custom sections, activating fields, deactivating fields, creating fields, creating custom field lists, setting required fields, renaming fields, reordering fields, adding "help text" for fields and moving fields to other sections.

To view a video on "Areas" click here.

4.2. Areas

Your RubiCRM can be configured so that only Areas of the system relevant to your Organisation are shown.

Areas are available from the Main Menu and contain Pages which can also be shown/hidden.

To view a video on "Areas" click here.

4.3. Pages

Each Area within your RubiCRM contains Pages. Pages can be activated or deactivated based on your Organisation requirements.

The Records and Events/Training Areas have additional Pages available for use called Custom Pages.

Please see the Custom Pages support area for more info on how to setup a Custom Page.

To administer your available Pages, select the toolkit icon for an Area. Your Pages for this Area will be displayed. To activate a Page make sure the checkbox is green. To administer the Sections available within a Page click the appropriate toolkit icon.

Please note that not all pages are editable due to the nature of the page. Only pages with the amend icon () can be edited.

To view a video on "Pages" click here.

4.4. Sections

Your RubiCRM has available Sections per Page. Sections allow you to collate related data into organised holding areas. Rubi has pre-defined Sections available however certain Pages allow you to create Custom Sections (see below).

To edit the fields within a Section click the applicable toolkit icon.

Adding a Custom Section

To add a Custom Section, click into the label which says “Click to add new Section.

Enter the label you would like for your new Custom Section and click out of the field.

Your new Custom Section will be displayed as an available option.

To add fields to your Custom Section please see notes on Fields.

4.5. Fields

Each Section in your RubiCRM will contain Fields. Fields allow you to store values for all your data, clients, bookings etc. RubiCRM has pre-defined and built-in fields which are static.

Your Organisation can choose to have fields as Active or Inactive depending on your requirements.

Section (highlighted above)
This value indicates where the Field currently resides in your Rubi CRM.

Label (highlighted above)
This indicates the Field Label that will be displayed to your users.

Type (highlighted above)
This indicates the Field Type. Built-in fields will have a static Field Type however your own Custom Fields can have the Type amended as needed.

List (highlighted above)
This value indicates which list should be used for the field values if it has a Type of “Dropdown”. This applies to either single or multi-select dropdowns.

Help (highlighted above)
Provide your users with your own custom Help tips. These will appear next to the field with a ? icon that your users can hover over for more info. Please note there is a 50 character limit on help text.

Req’d (highlighted above)
Indicates if the field can be blank or if it must have a value. Green check indicates that the field is required and must have a value.

Active (highlighted above)
A green check indicates that the field is active.

Field Order

To change the order in which your fields appear inside a section click the "Move" icon and drag it to the correct position.

Custom Fields

Your RubiCRM comes pre-configured with many fields for everyday use. You may sometimes have requirements to create "Custom Fields" to store values which do not have a natural "home" in your RubiCRM.

Your RubiCRM allows 60 custom fields for primary records (company, individual or guest), secondary records (contacts) and events/training. Custom fields can be configured with your own label, type and help text.

By default, all custom fields will be assigned to the "General" section. To move a field to another section click the "General" label then choose the section to move the field to. Make sure to set your new custom field to "Active" but clicking the checkmark.

Click here to view a short clip on how to set a custom field.

Click here to view a short clip on how to move a field to another section.

4.6. Custom pages

RubiCRM allows you to utilise up to 6 different Custom Pages. Custom pages allow you to add Custom Fields to a Page layout. Custom Pages allow you to log multiple rows of data thereby providing a multi-level historic log of your custom data.

To add a Custom Page go to Main Menu > System > Setup and follow the steps outlined below:

Once your page has been updated, select the Page and go to the Sections and Fields area. Here you can amend the labels for your fields, the type of field it should be and set as required as needed. To activate your new custom fields make sure the “Active” check is green.

To view a video on "Custom Pages" click here.

4.7. Custom fields

Your RubiCRM comes pre-configured with many fields for everyday use. You may sometimes have requirements to create "Custom Fields" to store values which do not have a natural "home" in your RubiCRM.

Your RubiCRM allows 60 custom fields for primary records (company, individual or guest), secondary records (contacts) and events/training. Custom fields can be configured with your own label, type and help text.

By default, all custom fields will be assigned to the "General" section. To move a field to another section click the "General" label then choose the section to move the field to. Make sure to set your new custom field to "Active" but clicking the checkmark.

Click here to view a short clip on how to create a custom field.

Click here to view a short clip on how to move a field to another section.

5.1. List overview

All dropdown lists are editable within your RubiCRM system and can be populated from Main Menu > System > Lists or by using the cog icon next to an applicable dropdown.

5.2. Add new list options

To add a new list option, select your required list and type the new list option into the "Add new item" list.

Click out of the field (or hit enter on your keyboard) and your list will refresh with your new available value.

The next time you refresh your dropdown list in its applicable area, your new option should be available for you to use.

Please note some list options are loaded/refreshed at login. If you create a new list option or amend existing options you or other users of your system should log out and log back in to ensure the new options appear in their desired lists.

5.3. Edit list options

Select the required list from the Main Menu > System > List dropdown.

To edit an existing option click the "Amend" button. Your field will change into a text area where you can make any required amendments.

Please note that changing the text of a list option will change the value of all existing items.

Please use this option with care or check with support@rubicrm.com for any particular requirements.

Any default list options will be non-editable as they will be important for the backend operations of your system.

To deactivate an option, click the green "tick" icon. This will change to an "X" to indicate that the item is inactive.

To reactivate, click the "X" icon which will turn back into a green "tick".

Deactivated options are retained as existing data may use the values. Deactivating a list option will prevent further updates using the deactivated option but historic data will be retained.

Some system lists such as the Sale Service and Export Doc Type lists have additional options available. These additional values can be accessed by clicking the same "Amend" button.