1.1. Overview

The Rubi CRM Plugin is designed for organisations that manage memberships, training, events, and B2B relationships and want to work more efficiently inside Microsoft Outlook.

This add-in allows teams to connect email communication directly to their Rubi CRM system, reducing manual data entry, improving collaboration, and ensuring that important customer interactions are never lost.

Main Features

Within Microsoft Outlook, the Rubi CRM Plugin allows you to:

• Log email interactions against existing CRM contacts and records
• Create new contacts and CRM records directly from emails
• View key contact and record details without leaving Microsoft Outlook
• Review the history of previous interactions logged by other team members

These features help teams maintain accurate CRM records while working in their normal email workflow.

The Rubi CRM Plugin helps to:

• Eliminate manual copying of email details into the CRM
• Reduce lost or untracked customer communications
• Improve team visibility into customer conversations
• Support faster follow-ups and better relationship management

This add-in is intended for:

• Sales and business development teams
• Membership administrators
• Training and events coordinators
• Account managers working in B2B environments
• Any organisation using Rubi CRM to manage customer relationships

Scope and Limitations

This add-in provides core CRM interaction features inside Microsoft Outlook, such as logging emails, creating contacts, and viewing basic record information.

It does not replace the full Rubi CRM web application. Advanced configuration, reporting, administration, and full record management must be performed in the Rubi CRM web platform.

Any workflows or features that are not available directly inside Microsoft Outlook are clearly handled within the main Rubi CRM system.

Supported platforms

• Outlook on the web
• Outlook for Windows (New Outlook with WebView2 runtime) 
  (Mobile iOS/Android not supported)

 

1.2. Installation & Launch

Before Installation/Use

Before installing or using the Rubi CRM Outlook Plugin, please ensure you have uninstalled the old version of the Outlook plugin if you have it.

Once confirmed, you do not have the old Outlook Plugin; your Rubi User Account needs to be configured for the new Outlook Plugin.

A Rubi System Administrator from your organisation can verify this by:

1. Navigating in the CRM to Main Menu → System → Users.

2. Selecting the relevant user.

3. In the General section, confirm that Outlook Plugin Version is set to New.

 

Installation

To install the Rubi CRM Plugin within Outlook, click More Apps from the ribbon, which falls under the Add-Ins section. From there, click Add apps.

 

Search for Rubi CRM Plugin in the Microsoft Store. Once located, open the app and click Add.

This will add the Rubi CRM Plugin as an Add-In to your Outlook account.

You may need to close your Outlook and reopen it to use the Rubi CRM Plugin.

 

Pin the Rubi CRM Outlook Plugin to Your Ribbon

After adding the Rubi CRM Outlook Plugin to Outlook, it will appear in your More Apps section. To make it easily accessible:

1. Locate the Rubi CRM Outlook Plugin in More Apps.

2. Right-click the plugin and select Pin to Ribbon.

 

Once pinned, you can access the Rubi CRM Outlook Plugin directly from the Add-Ins section of the ribbon.

 

Launch

If you have the Rubi CRM Plugin app installed on your Outlook account, you will be able to launch it by following the instructions.

1. Open Outlook (Windows or Web).

2. Open any email message - you can use messages from any folder (Inbox, Sent Items, or others). 

3. On the ribbon, select RubiCRM → the task pane appears on the right side.

4. If prompted, sign in with your RubiCRM account (Login Credentials).

5. The add-in is now active for that message.

 

Pinning the Rubi CRM Outlook Plugin

You can easily pin the Rubi CRM Outlook Plugin to your task pane by clicking the pin icon () in the top-right corner of the Plugin.

Pinning the Plugin keeps it open as you navigate through your emails, so you don’t have to reopen it every time you view a new message.

1.3. Uninstalling the old version of the Outlook plugin

If you begin using the new Rubi CRM Outlook Plugin, we highly recommend uninstalling the Classic Rubi CRM Outlook Plugin.

The steps to uninstall the Classic Rubi CRM Plugin are:

1) Click the Windows Start icon (). This is usually found in the bottom left-hand corner of Windows.

2) Open Settings.

3) Using the left-hand menu, select Apps.

 

4) Pick the first option from the right-hand side of Installed Apps.

 

5) Look through the list for RubiOutlookAddIn_v4 or use the search bar and search "Rubi".

 

6) Click the three dots (). Click the Uninstall option.

 

6) Click Uninstall again.

 

7) Finally, click OK. That will uninstall the old Outlook Plugin.

 

Please view the video below detailing the steps above.

 

1.4. Login

Using the Rubi CRM Plugin

1. Login

To use the Rubi CRM Plugin, you must first log in with the credentials you use for the main Rubi CRM system.

2. Enter Your Credentials

• Email
• Password
• Rubi Key

3. Troubleshooting

• If your credentials are incorrect, you will see: “Invalid Login”
• If you do not have permission to use the plugin, you will see: “No Plugin Access”.
  Contact a Rubi System Admin of your organisation to ensure you have permission to access the Plugin and that your Version is set to New. This can be done by viewing your Rubi User Account from the Main Menu -> System -> Users.

 

1.5. Opening the email

When you open an email in Outlook, the Rubi CRM Plugin will try to match the sender with a contact in your CRM system. There are 3 different scenarios.

 

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Scenario 1: Match Found

• The contact’s details are displayed.

• The Menu Dashboard Panel provides three main actions:

  1. Log an Interaction – Opens the interaction form.

  2. Log a Quick Interaction – Quickly logs an interaction using default settings.

  3. Create Sales Pipeline – Opens the sales pipeline form.

 

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Scenario 2: No Match Found

• You are given the option to create a new contact.

• Click Create Contact to open the contact form.

• The form is prefilled with the email address. Enter:

  • Company Name (type-ahead to select existing or enable New Primary Company to create a new one)

  • Any required fields

• Click OK to save.

• Confirmation: “Contact successfully created”

• The task pane returns to the Menu Dashboard Panel.

 

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Scenario 3: Mixed Recipients (Some Contacts Exist, Some Don’t)

• The task pane displays a contact selector dropdown for existing RubiCRM contacts.

• A banner appears: “Some recipients do not exist in RubiCRM”

• Click the banner → a dialogue lists email addresses not found in RubiCRM.

• Select an address and click Create to open the Create Contact form.

• The form is prefilled with the selected email. Enter company information and click OK to save.

• Confirmation: “Contact successfully created”

• The task pane returns to the updated Menu Dashboard Panel.

 

1.6. Create a contact

The Rubi CRM Plugin lets you create new contacts directly from Outlook - no need to navigate to the main CRM system.

1. Check for Existing Contact

If the email address in the email does not match an existing CRM contact, the task pane will display:
“No contact found in RubiCRM for <email address>”

 

2. Create a New Contact

• • Click Create New Contact to open the contact form.

  • Company Name: Use the type-ahead field to select an existing company, or enable New Primary Record to enter a new company manually.

  • Fill in all required fields and click OK to save.

 

3. Confirmation

If the contact is successfully created, you will see: “Contact successfully created”. The view will then return automatically to the Menu Dashboard Panel.

1.7. Log an interaction

To log an email as an interaction:

1. Open the email you want to log.
2. Select a contact from the dropdown.
3. Click Log an Interaction.
4. Wait for the dropdowns (Outcome, Event, Service, Category) to load.
5. Fill in all required fields and click OK to save.
6. Confirmation: A message appears: “Interaction logged successfully for <contact>”.
7. The task pane returns to the Menu Dashboard Panel.

 

1.8. Log a quick interaction

To log a quick interaction, you must ensure you have set default values for the quick interaction.

1. Set Defaults (if Quick Interaction is disabled):

• Open ⚙ Settings.
• Define default values for Outcome, Service, Category, and Notes.
• Click OK to save.

 

2. Log a Quick Interaction:

• Open an email.
• Select the contact from the dropdown (if more than one contact is in the email).
• Click Log a Quick Interaction.
• Confirmation: A message appears: “Quick Interaction logged for <contact>”.

1.9. Create a sales pipeline

To create a sales pipeline within Outlook using the Rubi CRM Plugin, you must:

1. Open an email.
2. Choose a contact from the dropdown (if more than one contact is in the email).
3. Click Create Sales Pipeline.
4. Default fields appear: Status, Payment Type and Account Status.
5. Choose Sale Service, fill in the Expected Date, Quantity and Value.
6. Click Ok to save.
• Expected result: message “Successfully created sales pipeline”.

1.10. Main dashboard panel

When viewing an existing contact, the Main Dashboard Panel displays detailed information organised into five tabs:

• General
• Address
• Business
• Membership
• Interactions

Each tab can be selected at the top of the panel to view the corresponding details fetched from Rubi CRM.

After performing an action such as Log an Interaction or Log a Quick Interaction, a new entry should automatically appear under the Interactions tab.

1.11. Forgot password

If you’ve forgotten your password, you can reset it either in the main CRM application or directly from the Rubi CRM Plugin.

1. On the login screen, click Forgot Password.

2. Enter your email and Rubi Key, then confirm Yes.

3. Expected Result: A message appears: “Email sent” (or an error message if there’s an issue).

1.12. Admin Only - Setup organisation to send emails from RubiCRM via the Plugin

RubiCRM allows users to send emails directly from within the CRM using the Outlook Plugin.

Before this feature can be used, your organisation must first grant RubiCRM permissions to send emails on the organisation's behalf.

THIS ONLY NEEDS ACTIONED ONCE FOR THE ENTIRE ORGANISATION, NOT A PER-USER BASIS.

 

Permission Requirement

To enable email functionality, a Microsoft 365 Global Administrator of your organisation’s Outlook email account must grant RubiCRM permission to Read and Write emails on the account’s behalf.

 

How to Grant Access

1. Log in to RubiCRM.

2. Open the User Menu located at the top right of RubiCRM ().

3. Select Outlook Plugin from the dropdown.

4. Click the option to Grant Outlook Plugin Access Consent.

5. You will be redirected to log in to your Microsoft account, and a fresh permission link will be generated in the URL bar.

6. The Microsoft 365 Global Administrator of your Outlook account must open this link and approve the access request.

 

If Your IT Company Manages Your Email

In many organisations, Outlook permissions are managed by an external IT company or an internal IT administrator.

If this applies to you:

1. Click the Grant Outlook Plugin Access Consent button in RubiCRM.

2. Once you have been redirected to log in to your Microsoft account, copy the fresh generated permission link from the URL bar.

3. Send the link to your IT administrator or IT company so they can approve the request.

 

Important: Link Expiration

The permission link expires after 30 minutes.

Because of this, your IT administrator must be ready to complete the approval process when you send the link. If the link expires, you will need to generate a new one and send it again.

 

What Happens When the Administrator Logs In

When the administrator opens the link and logs in, they will be taken to a Microsoft permission page and review the permissions being requested.

The page will show that RubiCRM is requesting permission to read and write emails on behalf of users within the organisation’s Outlook account. The administrator simply needs to review the request and click Accept to approve access. Once approved, the administrator will see a success message.

 

Once the permission is granted, RubiCRM will be authorised to interact with the email account and users will then be able to send emails directly from within the CRM using the Outlook Plugin.

1.13. How to include your email signature on emails sent via the Plugin

To ensure your emails sent via RubiCRM include your personalised signature, follow these steps:

1. Navigate to User Settings

   • Go to Main Menu → System → Users.

   • Locate and select your user account from the list.

   • In your user account, open the General section.

   • Find the field labelled Outlook Email Signature.

2. Add or Update Your Signature

   • Select your email signature from the dropdown.

   • If your signature is not an option, it must be created within RubiCRM first, within Main Menu -> Marketing -> Templates.

   • Future emails sent through RubiCRM via the Plugin will now include your signature automatically.

3. Verify Your Signature (Optional but Recommended)

   • Send a test email to yourself or a colleague to confirm that your signature appears correctly.

 

Is your Email Signature not an option in the dropdown?

To create email signatures in RubiCRM, follow the separate guide here.

1.14. Sending emails via the Plugin

You can send emails via the Plugin when creating a single email interaction or by sending a bulk contact.

To send all emails in your Drafts folder within Outlook, click the Send Drafts button in the Outlook Plugin task panel.

Please note that the Send Drafts button will send all drafts in your Drafts folder, not just the emails you have selected.

1.15. Extras / Important Information

Why is my Outlook Plugin greyed out?

The Outlook Plugin is connected to individual emails, so it will only become active when an email is selected.

If the plugin appears greyed out, make sure you have opened or selected an email in your inbox/sent folder. Once an email is open/selected, the plugin will become active and available to use.

 

The Send Drafts button

The Send Drafts button will send all drafts in your Drafts folder, not just the emails you have selected.

Before clicking the Send Drafts button, please ensure only the emails you wish to send are within the Drafts folder, as ALL emails will be sent.

2.1. Overview

The Rubi Outlook Plugin enables Windows Users to link their Microsoft Outlook account directly to RubiCRM.

This guide relates to the Outlook Classic (only) software. This plugin is not compatible with the new version of Outlook.

Once activated, the plugin will enable you to:

• Log sent or received emails as interactions directly within Outlook
• View member/customer details (including recent interactions) directly within Outlook
• Create new contact records directly within Outlook

 

2.2. Installing the Plugin

To install the plugin, select the install link below and follow the prompts.

Rubi Outlook Plugin Install Link:  https://rubiapp.rubicrm.net/outlookplugin.html

Please note that the plugin can only be accessed by users with the Outlook Plugin permission in place. Rubi System Admins can allocate this permission in Main Menu > System > Users > General.

To provide a Rubi User permission to the plugin check the tickbox in the Rubi User's General section.

2.3. Log an interaction from Outlook

Users can log sent or received emails as an interaction in RubiCRM, directly within Outlook.

To log an email as an interaction using the plugin, open the sent or received email and then select the "Interaction" option as shown below.

 

When the popup window appears, select the appropriate Service and Outcome for the interaction.

You can also link your interaction to an existing event by selecting it from the Event drop-down list.

 

Once the details have been added to the pop-out window, select the "OK" button to log the email interaction.

To view a video on "Logging Emails" click here.

2.4. View customer details

Users can view member/customer details for contacts using the plugin.

To view customer details, open the email for the contact you wish to view and then select the "Lookup" option as shown below.

 

Once selected, users can select the various tabs to view Company, Address, Business, Customer, Membership and Interaction details.

 

To view a video on "Viewing Details" click here.

2.5. Creating a contact in Outlook

Users can create new secondary records (contacts) for contacts that do not currently exist in RubiCRM.

For example, if you receive an email from a contact that does not exist in your RubiCRM system and you would like to create an email interaction for this contact, you can create a new contact record via the plugin.

If you attempt to log an email interaction for a contact that does not exist within your RubiCRM system, you will be presented with a popup window that reads:

"Would you like to create a new contact record?"

To create a new contact, select "Yes" and follow the prompts to add the new contact to your RubiCRM system.

The plugin will check all To and CC recipients in the email to see if they exist in your system.

2.6. Import interactions

Alternatively rather than logging emails as interactions through the Plugin you can import said emails as interactions. This is useful if the person who sent the email is not the person you want to log the interaction against.

To import an email go to Main Menu > Records > Add Email Interaction. In the "Subject" field, there is an Outlook icon. If you click the Outlook icon this will either open your Outlook app showing it on screen or make the Outlook app flash in your toolbar.

Open the email you want to import and click the "Rubi CRM" tab option at the top. Select the "Import" button. This will add the email to the body of text on your Email Interaction in RubiCRM.

You can assign the "To" field to the contact you want to associate with the interaction and fill out any additional information.

Once complete click "Submit". You will want to select "Finish" from the popup options as it is unlikely you will want to send this interaction as an email again.

2.7. Reactivate the Plugin

On occasion, your Rubi Outlook Plugin may be deactivated by Outlook.

 

1) If your Rubi Outlook Plugin menu option is not available, in Outlook click on "File" and select "Options".

 

If the Disabled Application Add-Ins section contains “RubiOutlookAddIn”, continue from Step 2 otherwise skip to Step 4.

 

2) Select the “Manage” dropdown and change to “Disabled Items” then click “Go”:

 

3) In the next popup, select the OutlookAddin item and click “Enable”.

 

4) Make sure the “Manage” dropdown is set to “COM Add-Ins” then click “Go”:

 

5) In the next popup make sure the RubiOutlookAddIn is ticked then click “OK”.

 

Your Rubi Outlook Plugin should reactivate within a few seconds.

2.8. Troubleshooting

This page is aimed at troubleshooting any common issues that users may experience using the Outlook Plugin.

 

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My bulk contact emails are not showing in my Outlook?

If you have submitted a bulk contact and chosen a plugin send type option please make sure you have done the following.

1. You need to make sure you have the Outlook Plugin installed locally on your desktop/laptop. For information installing the plugin please follow the link.

2. Ensure you are logged into the Outlook Plugin.

3. Open the "Plugin Options" popup by opening the "Rubi CRM" tab in your Outlook and clicking"Options". This will open the "Plugin Options" popup as screenshotted below. From there click "Reconnect".

4. Check your email queue by opening the "Plugin Options" popup by opening the "Rubi CRM" tab in your Outlook and clicking"Options". This will open the "Plugin Options" popup as screenshotted below. From there click "Check Email Queue".

 

This should pull through any emails sent from bulk contact using a plugin send type option which has gotten stuck in the queue.

3.1. Overview

The Rubi Data Protection Portal (RDPP) is a paid bolt-on that comes in two parts: the main RDPP and the quick unsubscribe/preference update form.

 

The RDPP

The main RDPP is a tool designed to allow your organisation to fulfil GDPR requirements. Any contact for whom you have an email address can log in to your RDPP to view the details you hold on them.

This includes:

1. Personal details (e.g. name, email, job title etc)
2. Organisation details (e.g. Company Name, Company Tel)
3. Interests
4. Social Media Link

 

The RDPP allows your contacts to request a password reset link to log in if they are unsure of their login details. Login details are the same as any web integration (e.g. Portal/Gateway/API) that you may have activated.

Your contacts can also download the data held on them for portability and can exercise their Right To Erasure from your RubiCRM system.

The RDPP can be accessed via a URL link and can be added to your email signatures, website or email marketing messages. We’d recommend using a “click here” hyperlink for this service to make it a bit easier for your end-users to access. 

 

The Unsubscribe/Preference Update Form

The second part of the bolt-on allows you to include a quick link for users to update minimal information stored on their contact record.

This includes the ability to update their:

• Receive Email
• Receive Telephone
• Receive Mail
• Their contact interests

 

The quick link is available as a merge field to be merged onto any emails sent out from RubiCRM.

You can add the merge field Unsubscribe/Preferences URL under the Contacts merge section. This will merge the text Unsubscribe/Update your preferences, which links to the contacts form.

When updates are made, notifications are sent to the email address(s) set against Main Menu -> System -> Settings -> Settings card -> Data Protection Staff Email.

You can set more than one email address under Data Protection Staff Email by separating the emails using a semi-colon ";".

For example, "support@rubicrm.com;service@rubicrm.com".

3.2. Setup

Your RDPP will be set up for you, but you must complete one step. You must specify an email address to receive information updates and "Right to Erasure" requests.

When a Right to Erasure request has been made, the user's details will automatically be deleted from RubiCRM. However, you must delete the user's details from any third-party system you use, such as Mailchimp, to ensure all data about the user is deleted. For example, to comply with GDPR, you must delete the contacts in Mailchimp, not simply archive them.

To set who should receive these notifications, you must be a Rubi System Admin. If you are a Rubi System Admin, please navigate to Main Menu -> System -> Settings. From there, you will see the Settings section. Please search for the Data Protection Staff Email using the search bar. Update the field with the email address you would like to receive the notifications.

 

When a Right to Erasure is made by a user, your Data Protection Staff Email will receive an email like the one below:

 

You can set more than one email address under Data Protection Staff Email by separating the emails using a semi-colon ";".

For example, "support@rubicrm.com;service@rubicrm.com".

3.3. GDPR consent

When users log in to the RDPP, they must consent to your Terms and Conditions.

To enter your Terms and Conditions, navigate to Main Menu -> System -> Settings.

From the Settings page, you will find the GDPR Consent T's & C's section. Please enter your Terms and Conditions there.

4.1. Overview

RubiCRM allows you to import an Excel file of Quest Downloads that is exportable from within Quest.

This data can be used for account management purposes or be used and shown on the member's value statement.

4.2. Mapping Quest members to RubiCRM records

The first thing we need to do when setting up the Quest integration is for you to map your members that are in Quest to the primary records you have in RubiCRM.

In RubiCRM if you open the primary record and open their Business section you will see a field named Quest Account #. This should contain the Account Number as it appears in Quest.

 

In Quest, each member has a unique Account Number. To find your member's Account Number log in to Quest and navigate to Member Management. 

 

You will then be displayed a list of your Quest members.

You can either: 

1. Enter each Account Number into the applicable Account Number # field per member in RubiCRM manually.

2. While in Quest and on the Member Management page click Export Members. This will export your current members into an Excel file which you can provide to RubiCRM for mapping.

This mapping service is free for your first mapping but charged £25.00 (ex VAT) per each mapping thereafter.

 

 

4.3. Adding your different Quest Services

Before we can begin importing your Quest Downloads data we must first create the Quest Services that you offer your members to download.

In RubiCRM navigate to Main Menu > System > System Lists. Search for the list named Quest Services. Please match the Quest Services in RubiCRM with the names of the services exported from Quest.

The following is a default list of Quest Services and their values. This may apply to your organisation or you may offer different Quest Services at different prices.

Service	Cost per download
Advice Line	£30.00
Agreement	£25.00
Checklists	£20.00
Clause	£10.00
Contract	£100.00
Documents	£25.00
Form	£25.00
How to Guide	£25.00
Letter	£25.00
Management Guide	£20.00
Notes	£20.00
Policy	£25.00
Written Statement	£300.00

 

Once you have created a Quest Service you can associate a value for the service which would be used in your value statement.

 

4.4. Exporting your Quest Downloads

Now we want to export the Quest Download data ready to import into RubiCRM.

Log in to Quest and navigate to Member Management. 

 

From Member Management click Usage Report.

 

You will then want to select the Download Report option.

 

Now it is time to select the dates you want to export data from and to. Use the Date From and Date To for the month for which you want to export data. Once you have selected your date range, click Load Report.

 

Finally, on your screen, this should show the results in the grid between your given date range. To export this to Excel click Export to Excel.

 

An example export of the Quest Downloads can be found attached to this page.

 

Ensure to save this Excel file as you will need it for the next step to import into RubiCRM.

 

We advise running this export and importing it into RubiCRM every month.

4.5. Importing Quest Downloads into RubiCRM

To import/upload your Quest Download data to RubiCRM open RubiCRM and navigate to Main Menu > Data Management > Imports.

If the section is not open already hover over the section icon () and open the section named Import Quest Downloads.

 

This will open the Import Quest Downloads section.

 

To upload your Quest Download Excel file click the upload icon (). This will open the below popup allowing you to drag and drop the Excel file or by clicking selecting one which will open your file explorer for you to select your file.

 

Once you have uploaded the file RubiCRM will tell you if the file has uploaded successfully or if there have been any failures. Please continue to the bottom of the page if your import/upload has resulted in failures.

If there have been no failures your popup will read Import Complete.

 

You will be able to view the Quest Downloads against the record in RubiCRM by navigating to the record's Activity page. More on the activity page can be found on the related page.

 

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Failures when importing/uploading Excel file

If when you upload the file you receive a failure you will be given the option to "click here to view the document".

 

By clicking here in the popup you will download the Excel file whereby you should open the document to discover the failures highlighted. If you Enable Editing of the document and hover over the highlighted red cell the document will tell you what the issue is.

You can then correct the issue before reimporting/reuploading the file only containing the rows that failed to import/upload. Please find attached to this page an example of a returned Excel file with a single failure.

5.1. Overview

The Marketing Signup form is designed to easily sign up new contacts to your marketing lists.

Each client has a unique Marketing Signup form link accessible from within RubiCRM and going to Main Menu à Bolt-Ons à Marketing Signup. This link can be added to email signatures or to your website to easily sign up new contacts.

When a new user subscribes to your marketing, you can email them internally through RubiCRM or use integrations such as the RubiCRM -> Mailchimp integration to pass these signed-up contacts to your Mailchimp account.

Your organisation’s form can be customised through the Main Menu à System à Settings à Marketing Signup Settings.

5.2. Contact signup

Users who follow the form link will be asked to fill in their:

• Email Address
• First Name
• Surname
• Job Title
• Company
• Interests

 

Once the user clicks Subscribe, RubiCRM will do one of two things:

1. If a contact exists already within your CRM with the given email address provided, your organisation will receive a notification based on your Marketing Signup Settings, asking you to take action, as RubiCRM will not overwrite any existing contact record information.

2. If the email address has not been used by another contact record, a new Primary Record will be created and will be marked as Guest. Within the Primary Record, a contact record will be created with the user's details.

The Primary Record will have a Source of Mailchimp and the contact's Data Source as Mailchimp, allowing you to filter these contacts.

You will also receive an email to notify you of the user subscribing based on your Marketing Signup Settings.

 

5.3. Settings

You can customise your Marketing Signup form by going to Main Menu à System à Settings à Marketing Signup Settings.

There are a number of settings allowing you to make the form your own using colours and unique text.

6.1. Guest Checkout

Overview

The main method for users to book onto an event or training course is by the user registering for/having an account.

Registering for an account on the web integration equates to a contact record in the CRM. If the user has a contact record in the CRM, they have an account on your web integration.

The user can log into this account to book the event/training course advertised on your web integration.

Another method of users booking onto an event/training course is by using the Guest Checkout.

The Guest Checkout can be added to your web integration at a flat rate of £100.00 (ex VAT).

 

The Guest Checkout

The Guest Checkout sits at the bottom of the description of your event/training course.

It is prefixed with a prompt for existing users to log in to their accounts to receive reduced rates where they apply.

All users who use the Guest Checkout will be booked at the Non Member Rate or General Admission (depending on your pricing name convention at your organisation).

Only when a Non Member Rate or General Admission price type has been added for an event will the Guest Checkout appear.

Fields marked with an asterisk are required and must be filled in before proceeding to payment.

Clients can choose that when a user enters an email address into the Email field and it is recognised, they will be prompted to log in rather than proceed with the Guest Checkout. This prevents duplicate contact records from being created with the same email address, maintaining concise user data.

 

Proceeding to pay with the Guest Checkout

When a user has entered all fields of the Guest Checkout, a new Primary Record will be created with the Comp/Ind field marked as Guest.

 

Within the Primary Record, a Secondary Record (contact) will be created.

 

The user, once having filled in the fields and proceeded to add the booking to their basket, will receive an email prompting them to create an account, making it easier to book next time and keep track of their bookings.

 

The user, having added the booking to their basket, will be directed to the guest basket screen where they can either confirm or pay for their booking.

 

Following confirmation/payment, the process continues as normal, where the booking in the CRM is updated to Active.

An invoice record will also be created, which can then be synced to your accounts package, subject to your organisation using Accounting Integration with the CRM.

6.2. Waitlist events/training courses

The functionality to add waitlist events/training courses where a date has not been confirmed, and to subsequently view waitlist event/training courses can be added to your Web Integration at a static fee of £125.00 (ex VAT).

Assuming you have the functionality added to your Web Integration:

 

How to make a Waitlist Event/Training Course display on the Web Integration

To make a waitlist event/training course visible on your web integration, it must have:

• The Event Status set to Active.
• The Display on Web field ticked.

This will make the event/training course display on your Web Integration. Waitlist events/training courses will display differently on your Web Integration, noting their difference. They can also be filtered using the standard filtering functionality.

 

How to make a Waitlist Event/Training Course bookable on the Web Integration

To make a waitlist event/training course bookable on your web integration, it must have:

• An appropriate value set against the Max/Company field.
• An appropriate value set against the Max Attendees field.
• Prices set against the event/training course with Use on Web ticked for the applicable price types.
• The Book Online field ticked.

 

User journey booking a Waitlist Event/Training Course on the Web Integration

Users would typically add a booking for an event/training course and go to their basket to then either confirm/pay.

The user will receive an email thanking them for waitlisting for the given event/training course and that they will be contacted when a date becomes available.

Within the CRM, a booking will be created for the user with a Booking Status of Waitlist.

Please note the user has not paid for this booking. It is only a placeholder that the user is interested in attending the event, so follow-up should be conducted by your organisation.

6.3. Additional member only pages

You can add plain-text pages to your web integration to share content with users who are logged in. These pages can also be restricted based on Membership Status or Membership Type, so only specific users can view them.

Additional pages can be added to your Web Integration for a fixed fee of £125.00 (ex VAT).

If this functionality has already been enabled in your Web Integration:

 

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How to Add a New Page

1. Go to Web Integration Properties
   In RubiCRM, navigate to:
   Main Menu → Bolt-Ons → Web Integration Properties

2. Log In
   Log in using the same email address and password you use for RubiCRM.
   You’ll also be asked for your Web Integration Key.

   Note: This is different from your Rubi Key and is only provided to certain users.
   Contact Support if you need your Web Integration Key.

3. Open Web Integration Pages
   After logging in, go to Web Integration Pages.

4. Create or Edit a Page

   • Select an existing page from the dropdown to edit it, or

   • Click Add New to create a new page.

 

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Page Fields Explained

When adding or editing a page, you’ll see the following options:

• Display on Web – Controls whether the page is visible in the web integration.

• Page Header – Categorises the page under a heading in the menu.

• Page Name – The page title users see in the menu.

• Page Content – The main body text of the page.

• Membership Status – Restrict visibility to users with a specific membership status.

• Membership Type – Restrict visibility to users with a specific membership type.

• Page Expiry – Set a date when the page will automatically stop displaying.

• Internal Notes – Notes for internal staff only (not visible on the website).

 

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Updating Page Header Options

If you need to add or change Page Header options, go to:
Main Menu → System → Lists → Web Integration Page Header

 

7.1. Overview

Your RubiCRM can be linked to your Xero accounts product using RubiCRM's direct integration.

Data that can be transferred includes:

• New Contacts
• Update Contact
• New Invoices
• Receipts
• Credits

 

Cost

A monthly fee is payable for this service.

 

Set-Up

To integrate your Xero with RubiCRM please contact our support team by logging a ticket here. Our team will provide you with an onboarding document and a form to complete.

 

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Please watch an overview of the integration in action.

 

7.2. Authentication with Xero

For security reasons, Xero is required to authenticate the connection between RubiCRM and Xero every 30 days.

• Only users with the Standard or Adviser role in an organisation can connect third-party apps.
• Users with roles like Invoice Only, Read Only, or Cashbook Client cannot authorise API connections.

 

When creating a Xero account, you will be asked to set up multi-factor authentication (MFA). You can either use Xero's own Xero Verify app or use an authenticator app of your choice, such as Microsoft Authenticator, Google Authenticator, Authy etc.

When Xero requires you to authenticate the connection between RubiCRM and Xero every 30 days, you will be required to log in using your email address and password for Xero, accompanied by your authenticator code provided by your authenticator app.

If you are required to authenticate the connection, you will be presented with a new tab to log in to Xero, as shown below:

7.3. Setup - Xero Contacts

As part of your onboarding to Xero, you will be asked to export your current list of Contacts in Xero.

This exercise is to map your Contacts in Xero to your Primary records (Companies) in RubiCRM.

Exporting your Xero Contacts will provide your Contacts in a CSV file which can be provided as part of your setup form.

Follow our video below on exporting your Contacts in Xero.

 

 

 

Why do we need your Xero Contacts?

Corresponding records in Xero must have a matching ID between RubiCRM and Xero to allow the two systems to communicate.

It is vital that the ID’s match exactly or items to invoice may be assigned to an incorrect record.

Once integration is completed, new Contacts will be added and updated directly from your RubiCRM system.

Contacts added manually to Xero must have the corresponding RubiCRM ID to be part of the integration or RubiCRM will create an extra Contact in Xero.

7.4. Setup - Chart of Accounts

As part of your onboarding to Xero, you will be asked to export your current Chart of Accounts list in Xero.

This exercise is to allow you to match up line items in RubiCRM (Bookings, Sale Pipelines and Export Docs) to the correct code in Xero, the codes must be entered into RubiCRM as Nominal Codes so they can be assigned to your Events, Sales Services and Export Doc Types.

Exporting your Xero Chart of Accounts will be provided in a CSV file which can be provided as part of your setup form.

Follow our video below on exporting your Chart of Accounts in Xero.

 

 

The Xero Chart of Accounts codes that you would like to use in RubiCRM must be added as System List options to the Accounts Nominal Codes System List.

For guidance on System Lists please click here.

Nominal Codes should be entered in the following format:

{Code} - {Name of code}

For example: 100 - Membership

 

7.5. Setup - Tracking Categories

As part of your onboarding to Xero, you can supply us with a current list of your Tracking Categories in Xero.

We require the list of Tracking Categories as they appear in Xero.

Tracking Categories can be added to the System Lists Accounts Department Codes and Accounts Product Codes.

7.6. Creating an invoice in RubiCRM before syncing to Xero

Before you can sync invoices to Xero, you must first create them in RubiCRM.

Invoices can be created in two places:

• Primary Records Accounting page

• Accounts Admin page

In this guide, we’ll create an invoice from the Main Menu → Accounts → Accounts Admin page.

 

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Step 1: Select Items to Invoice

On the Accounts Admin page, locate the Items To Process section. This section lists all line items available for invoicing, including:

• Bookings

• Sale Pipelines (e.g., Memberships, Sponsorships)

• Export Documents

To create your invoice:

1. Use the tick boxes on the left to select the items for a specific record.

2. Click the Invoice () button.

This generates a single invoice containing all selected items.

 

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Step 2: Review and Edit the Invoice

You will be presented with a new invoice populated with default values for the record and your selected line items.

Key points:

• The Invoice Date defaults to today’s date. This becomes the official date, which is important when syncing to Xero.

 

• All fields except pricing are editable. Some fields may pre-load with default values, such as:

  • Currency

  • Email Cover template

• The Billing Address will load by default. If unavailable, the Main Address is used.

 

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Step 3: Select Email Cover and Invoice Template

• Email Cover – The email template sent to the client (e.g., “Please find attached your invoice”).

  • Default: Email Cover – Invoice

  • Alternatives: Email Cover – Membership Join, Email Cover – Membership Renewal, Email Cover – Export Docs

• Invoice Template – The template used to generate the PDF invoice.

  • Default: Invoice Template – Standard

  • Alternatives: Invoice Template – Membership, Invoice Template – Export Docs

 

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Step 4: Submit the Invoice

Once all required fields are complete:

1. Click Submit.

2. The invoice window will close, and the invoice will appear in a new window with additional options.

3. The invoice is now Added to Queue for processing to Xero.

 

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Step 5: Sync to Xero

With the invoice in the queue, you are now ready to sync it to Xero. Proceed to the guide on syncing invoices.

 

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Quick Guide

 

7.7. Creating invoices in bulk in RubiCRM before syncing to Xero

Before syncing invoices to Xero, you must first create them in RubiCRM. Bulk invoice creation allows you to process multiple items in one action, saving time and ensuring consistency.

Invoices can be created in two places:

• Primary Records Accounting page

• Accounts Admin page

In this guide, we’ll use the Main Menu → Accounts → Accounts Admin page.

 

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Step 1: Select Items for Bulk Invoicing

1. Locate the Items To Process section. This lists all available line items, including:

   • Bookings

   • Sale Pipelines (e.g., Memberships, Sponsorships)

   • Export Documents

2. Use the tick boxes to select the items you want to invoice, or the generic tick box to select everything.

3. Tip: Use the Category filter to process one type of item at a time. Remove the grouping and filter appropriately.

4. Click Bulk Process ().

 

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Step 2: Configure Bulk Invoice Settings

In the pop-up window, confirm your selections and assign values for all invoices in the batch:

• Invoice Date: This will appear on all invoices and becomes the official invoice date.

• Email Cover – The email template sent to the client (e.g., “Please find attached your invoice”).

  • Default: Email Cover – Invoice

  • Alternatives: Email Cover – Membership Join, Email Cover – Membership Renewal, Email Cover – Export Docs

• Inv Template – The template used to generate the PDF invoice.

  • Default: Invoice Template – Standard

  • Alternatives: Invoice Template – Membership, Invoice Template – Export Docs

• Payment Type: Recommended to select Invoice.

• Accounts Status: Recommended to select To Invoice.

 

For Proforma invoices, select Payment Type → Proforma if available. Further customisation or integration may be required.

 

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Step 3: Submit Bulk Invoices

1. Click Submit to process all selected items.

2. Invoices will now be Added to Queue for processing to Xero.

 

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Step 4: Sync to Xero

Once invoices are in the queue, they are ready to sync to Xero. Proceed to the guide on syncing invoices.

 

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Quick Guide

 

7.8. Creating an invoice with a payment schedule (DIrect Debit)

If your invoice should have a payment schedule associated with it such as clients who intend to pay for the invoice in instalments/direct debit before syncing the invoice to Xero you must add the payment schedules to the invoice.

Adding payment schedules will break down the Gross amount into proportions.

 

RubiCRM can create the payment schedule automatically for you saving you time creating the different payment schedules manually.

Before creating an invoice you can choose the Payment Type of the invoice as Direct Debit - <interval>. 

 

Depending on the interval chosen the payment schedule will be automatically created based on the Invoice Date entered.

 

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

7.9. Creating a credit in RubiCRM before syncing to Xero

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

To raise a credit, open the invoice you intend to credit in RubiCRM and 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 to your appropriate credit templates.

Once set click Submit.

Your credit will now be Added to Queue to be passed to your Xero.

You can then sync RubiCRM with your Xero. You can refer back to the Syncing invoices to Xero page to sync your credit.

7.10. Adding payments in Xero

When in Xero you can add a payment against an invoice.

This payment can be allocated against the invoice in RubiCRM by carrying out a sync with your Xero.

This will add the payment as a Receipt against the invoice in RubiCRM.

If the invoice has been paid in full a receipt will be sent by email to your client or your internal team depending on how you have requested your integration be set up.

7.11. Syncing to Xero

To sync your invoices and credits in your items queue you must go to Main Menu -> Accounts -> Accounting Integration.

 

Once the Accounting Integration page is open, click the Run Manual Syronisation button.

This will provide you with the Xero accounts that have been set up to connect with in RubiCRM. Most clients will only have one Xero account to select from, so the CRM will not provide you with options and will choose the only active account.

If you wish to only integrate invoices to a specific date then enter a date into the date field.

 

For security reasons, you need to reauthenticate your connection with Xero every 30 days.

If you need to reauthenticate the connection to Xero, then a login window to Xero will open. More information on authentication with Xero can be found here.

When the integration runs, you will see the progress as it is happening.

Once your invoices/credits have synced, a copy of the invoice/credit with the invoice/credit number allocated by Xero will be sent by email to your client or your internal team, depending on how you have requested your integration be set up.

As part of this sync, any payments allocated to invoices in Xero will be added to their respective invoices in RubiCRM.

8.1. Overview

Your RubiCRM can be linked to your Sage 50 accounts product using RubiCRM's partner Hyperext integration.

Data that can be transferred includes:

• New Contacts
• Update Contact
• New Invoices
• Receipts
• Credits

 

Cost

A monthly fee is payable for this service.

 

Set-Up

To integrate your Sage 50 with RubiCRM, please contact our support team by logging a ticket here. Our team will provide you with an onboarding document and a form to complete.

8.2. Pre-installation checklist

Before you can get started integrating your RubiCRM system with Sage 50, you need to complete the steps below.

 

1. Sage Version

Client must be using Sage 50 Accounts and hold a multiuser/multicompany professional license to enable full API functionality.

 

2. Sage Full Installation

Sage 50 Accounts full desktop client must be installed on the server or PC hosting the Sage Data, as the Hyperext API must be installed locally to the Sage Data.

Due to complications, we do not support the use of Remote Data Access (RDA) for Sage 50.

Existing clients who do use an RDA, if in the event RubiCRM shows that an invoice has been exported to your Sage 50 system and you are unable to see it, you MUST contact your Sage partner / IT Support.

 

3. Host Computer O/S

The target Server or PC must have a static internal IP address. Server O/S must be Windows Server 2012 or later. PC O/S must be Windows 10 or newer. The machine should always be powered on. Please note, we will not install the API on to a laptop. 

 

4. Fixed External IP

For Secure External Access to API - the Internet router must have a static or fixed external IP address. We will configure DNS and SSL linked to this IP.

 

5. Firewall Port Forwarding Rules

Client IT support/network admin will need to configure port forwarding rules on TCP ports 40027 and 50027 from the external network interface to the target host. (This can be locked down to specific IP addresses if desired. Source IPs are 62.64.222.138, 217.194.210.113, 191.96.201.86, 87.117.229.200, 37.120.200.220, and 20.0.202.237)

 

6. Remote Control

For the installation, we normally connect remotely via TeamViewer, so the TeamViewer client will need to be downloaded and run on the target machine. When connected, we need to land in a user session with full admin permissions to correctly configure the various components of the API solution. Alternatively, we can install over RDP if preferred.

 

7. API Setup Time

The setup process typically takes around 2 hours. During the setup, it is possible to continue using Sage normally. Although there is a brief period of about 10 minutes that we will need MANAGER access to Sage. A server restart is not normally required during the setup, but if a restart is required, we will request permission before restarting. 

9.1. Authentication with Sage 200

For security reasons, Sage 200 requires authentication of the connection between RubiCRM and Sage 200 every 30 days.

When Sage 200 requires you to authenticate the connection between RubiCRM and Sage 200 every 30 days, you will be presented with the Access token expired pop-up, as shown below.

 

On the pop-up, click the Click here which will take you to the Sage 200 login page. Enter your email address for Sage to find a match to an existing account.

 

Once you enter your email address and a match is found, you will be prompted to enter your password.

 

Clicking Log in will check your credentials, and if correct, you will see the following message provided by RubiCRM.

 

You can now close the browser tab and re-run the Sage 200 synchronisation in RubiCRM.