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Gmail as a CRM Solution

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Some people are using Gmail as a CRM solution. With a few add-ons. We take a look at three tools that have the potential to turn Gmail into a total CRM solution. Boomerang http://www.boomeranggmail.com/ Write Than Name https://www.writethat.name/ ActiveInBox http://www.activeinboxhq.com/ This video was inspired by a friend of mine, Tod Maffin who does use Gmail as his CRM solution. Several of the ideas in this video were lifted liberally from Tod. If you don't like the idea of using Gmail as a CRM solution, blame Tod! https://www.youtube.com/user/todmaffinvideo For more from Steve www.dottotech.com including our weekly radio show /podcast on Twitter @dottotech
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Text Comments (163)
Aahana Laghari (1 month ago)
Nice video. Choosing best crm software is always been an tedious task. Here is a list of crm software from which you can choose best with free demo. https://www.softwaresuggest.com/gcc/crm-software
Ivon Garcia (6 months ago)
This is very useful. I'd love to see an update on this using G-Suite. I'm thinking that it might be the most affordable and feature rich way to start an effective biz. :) Thanks!
Stuart Harris (7 months ago)
Hey big guy, any new views on CRM in or can connect easily with Gmail? I’ve been playing around with/reviewing a couple but would love to hear your current thunks How about a video here or on Webinar Wednesdays soon?
dottotech (7 months ago)
Good suggestion, there are a few, but I am not up to speed either.
Stephane Beauchemin (7 months ago)
Very Good !
IamPaulBrown (8 months ago)
Very helpful, so thanks. Is this your latest word on Gmail/Google's capability as a CRM?
dottotech (8 months ago)
Yes, I think I am due for an update.....:-)
Niharika Sharma (8 months ago)
cool video! Selecting a crm software for your business is a crucial process. But, when you have list of best CRM software in the market, it becomes little easier. https://www.softwaresuggest.com/us/crm-software
Saverio Parapugna (8 months ago)
Hi Steve, Saverio from the Bronx, NY Watching the video on CRM solutions and I can't seem to find "Write That Name" for windows, Is it only for Apple products??
Rick Charles (9 months ago)
Dotto your a legend in Canada! Thanks for thinking of the small guys, all entrepreneurs need this info to use there valued resources towards surviving for the first couple years. You help entrepreneurs succeed and they can change generations
Cathy A (9 months ago)
Can you do a new video on different CRM solutions? Thanks!!
If you are looking for a free CRM with unlimited records that plays nicely with Gmail, make sure you give Bitrix24.com a try.
Faigda G Garcia (1 year ago)
would you have an updated video to this one?
Evgeny Gromov (1 year ago)
Hey, Steve. It's time to update the video and cover Bitrix24, Streak or other free CRM systems that work with Gmail.
Paul Boucher (1 year ago)
Good video - and a good resource especially for entrepreneurs just learning their workflow and building a customer base. Thanks.
Mike Hatch (1 year ago)
Steve, that was a good, helpful video. Thanks. I have a question though. When using Gmail as a CRM, is there any way you can share your contacts, tasks and reminders with colleagues? Also, is there any way to tag and track your sales pipeline?
Denis Turbide (1 year ago)
I realize that the features of activeinbox are the same as Google inbox
dottotech (1 year ago)
Some are
Peter Dagg (1 year ago)
any new updates gmail/crm?
Larissa Gies (1 year ago)
Great solution...... Is this also in Dutch?
In my gmail I do not have all the tools you show on your gmail. How can I get them on my email. For example: adding something to my calendar.
Shirley Williams (1 year ago)
Let's talk Health & Fitness
Victor Iryniuk (1 year ago)
Nice collection of tools, Steve! Some really useful features. But check out "NetHunt CRM for Gmail" if you want to use Gmail as a CRM.
Christopher Johnson (2 years ago)
I haven't tried any of these but I use Streak for my CRM.
fentian (2 years ago)
Agree, I started using Streak after seeing one of Steve Dotto's more recent videos. I'm now a big fan.
Robert Lichtenstein (2 years ago)
Steve, I stumbled on your videos as i was looking for a CRM addon for Google and I am on cloud nine. Love your videos !!! I am going to try to watch them all to get a better prospective of Google and Gmail and its hidden features. I am in the tech business and I cannot wait to tell my associates about your site. Robert Lichtenstein BSD Networks
dottotech (2 years ago)
Glad you found us! Welcome aboard.
david willis (2 years ago)
very engaging, useful
dottotech (2 years ago)
I appreciate that Dave!
even if not a full-throated CRM greats tips on increasing productivity w/in Gmail!
dottotech (2 years ago)
Thanks, I am really liking a new addition, MixMax
Rodrigo Teixeira (2 years ago)
Nice! Wich system do you use to make this video??
dottotech (2 years ago)
I use Screenflow, I have a free tutorial on how I make them. http://members.dottotech.com/?page_id=4007
Mauro Buffon (2 years ago)
+dottotech Hey Steve. I have a question. In your opinion wich CRM platform is better between Insightly and Bitrix 24?? I have to choose one and I don´t know wich one.. Thanks...
dottotech (2 years ago)
I have not done a deep evaluation of either
Steve Dale (2 years ago)
Do you know of any CRMs that integrate into Gmail? Much like Prophit does for outlook?
Spenser Iatridis (2 years ago)
SalesForce can integrate with Gmail and it works very well.  The easiest option is to get an app on the SalesForce app exchange to do the integration.
Cody Backus (2 years ago)
Prosperworks.com is one that was just recommended to me by a sales buddy of mine who has tried many CRM platforms. It is designed and built around Google/Gmail.
dottotech (2 years ago)
+Steve Dale The first one that comes to mind is Streak CRM and I am sure there are others
Bob Simmons (2 years ago)
If you're a Google Apps user Right Inbox is a much better option versus Boomerang. It's also a much lower cost option.
Bryant McNeil (2 years ago)
Steve, I happened to stumble upon your video and found it useful. I will be back to check some of the other things you have produced.
Dr. David Schwartz (2 years ago)
Excellent info, excellent advice! I can employ this today. Thank you!
Bobbie Hennessy (2 years ago)
I thoroughly enjoyed this video and great tools. I did check them out and their prices have increased so may have to look at a real CRM. Hope you will have more videos on various CRM's.
Robert Canning (2 years ago)
Steve, have you ever come across a way to create a new contact in Google contacts by submitting a Google Form.
Geek In Your Pocket (2 years ago)
found you and found this video and I love it, I bought activeinbox, perhaps you can make a newer video, because it's not the same now as in this video. Thanks
Morgan McKibbon (2 years ago)
Yes, please...CRM update would be awesome! Especially as it relates to Gmail add-ons like Streak and/or Yesware. Thank you!
dottotech (2 years ago)
+allison ronis It is not the same, I have it on the list for refreshing....no promises when I can get to it.
Carlos CampusZ (2 years ago)
Hi dottotech as CRM user I would like to recommend one E -LEARNING PLATFORM FOR FREE to #zoho and #crm of the highest quality. Http://campusz.eu/ _ __ I'm sure it will be your profit . Greetings and congratulations on the channel :)
Simon Block (2 years ago)
Hey Steve, I am looking for a CRM to manage contact- and task-related calls, mails, etc. and to automate workflows. I wonder whats on your mind about bitrix24? Looks like an all-tools-in-one-solution. Do you have an opinion on that? Alternatives like Zoho, Insightly, etc. would also be cool to get tested by Dotto. Maybe you could make a comparison-Video like: "The 5 smartest CRM-Systems for small busines" Cheers, Simon
Bryant Wilson (2 years ago)
+Simon Block I have two small business and am currently exploring lower-end CRM solutions. What I've found is that they all seem to have draw backs. It's likely a product of "you get what you pay for" but for $35/month per person (or less) I always seem to be disappointed that a needed feature is missing or the producer has crafted a work-around for a lack of integration. My latest test is a combination of Streak, Rapportive and YesWare (in addition to some of the tools in Steve's video). So far, so good! Please let me know what you've found!
dottotech (2 years ago)
+Simon Block Hey Simon, I don't do full comparative reviews, I dont have the resources, that is why you see my videos more along the line of "this is how you can do X" I think you are on the right track with the apps you are looking at, the key to a CRM is not look back once you chose one! Dive in and make the most of the one you chose!
francis b (2 years ago)
Nice sharing however, but this approach would entail additional administration, paying different 3rd party apps. In nowadays, its better to focus on one centralized ERP software sort of stuff than chopped apps
dottotech (2 years ago)
+francis b (Asian Covers) It may, although this video is older I can still see the value to building your own system with just the features you need. I do not think one approach is "better" it is just what works for you.
Bobby Jay (2 years ago)
Steve, very interesting. Would you happen to know of a simple scheduling system. I manage 5 trainers who schedule an additional trainer who works with a trainee. In other words, we have to be able to schedule 2 to 3 people to both train and block the schedule of the trainer, trainee.
dottotech (2 years ago)
+Bobby Jay I did a demo on scheduling software, there are a number to choose from, but you really need to look at each one to see if it fits your needs. Calendly is very popular, I am now using ScheduleOnce.
Hotsourcer (2 years ago)
Hey Steve- really like your videos- I've gotten a bunch of extensions you have suggested and they are really helpful....2 Questions about active inbox 1) How do you get the tabs at the top? At minute 5:05, you have "Action" , "Waiting On", the time clock, "project" right above all your emails. I can't figure out how to arrange this 2) My inbox gets buggy when I have a few compose windows open. Does this happen to you? Might be a PC thing- I have a mac at home. Finally- you may have reviewed this but , Inbox Pause is a great extension- allows you to shutoff and focus.
dottotech (2 years ago)
+Hotsourcer Sorry, but I have not been using Active Inbox for a while (I test out so many) So I can't comment on your specific questions. I would check with the active Inbox folks.
Eric Dozier (2 years ago)
I really miss the old look of Activeinbox:(
Ravi R (2 years ago)
Please take a look at Mindlan ( www.mindlan.com ) for CRM Software
Deryck Burnett (3 years ago)
Steve have you taken a look at https://www.streak.com/ You  got me looking into living in gmail.
Deryck Burnett (3 years ago)
+dottotech gmail has been great and evernote. Fullcontact looks to be the next solution I will be considering using.
dottotech (3 years ago)
+Deryck Burnett Let me know if you end up liking the new neighbourhood!
Jim Groser (3 years ago)
Now there is no free plan. Its free 30 days and then you pay . Sad :o(
rconley1 (3 years ago)
Hi, you have a typo in your description. It says "Write Than Name" instead of "Write That Name"
Leonardo D (3 years ago)
great video
Mike Schroff (3 years ago)
Pretty slick!  Thanks for showing that!
Meziane HADJADJ (3 years ago)
Excelent Steve, Now there are a new CRM based on Google products (Gmail, Drive, Docs, Hangout..) all in ioGrow CRM for example you can add leads directly from Gmail... you cant test it at iogrow.com, waiting for your feedbacks Steve as you have experience on that. Thank you!
Bency M Kurian (3 years ago)
hi steve, have you reviewed streak CRM? couldn't find it. really like your reviews, subscribed to boomerang after watching your demo last year. thank you!
dottotech (3 years ago)
+Bency M Kurian I have had a few requests for Streak, It is on the list, and I am looking at it.
simon blundell (3 years ago)
I think that IQTell can also provide all the functionality mentioned here plus lots more and is multi platform and also cheaper
simon blundell (3 years ago)
+dottotech Yes I use it as a CRM solution as I can import my orders directly into it from a CSV file, then I can attach any eMails relating to the order by a single click via a macro, and also create tasks/actions against the orders directly from emails/phone calls etc and it also links in to Evernote so its like an "everything in one place" application for me and its available via web or Apple IOS and Android :)
dottotech (3 years ago)
+simon blundell IQTel has a great reputation, I recommend it to people who miss Microsoft Outlook after they have migrated to the Mac.
Buddy Bell (3 years ago)
I would like for you to review OfficeVP at www.sayitbetterlive.com . Here is a comparison chart to help you  http://www.officevp.com/aff/compare.aspx . I love this software!
Alex Benfica (3 years ago)
Excellent ideas! Thank you for this video!
E. M. B. (3 years ago)
Good idea
E. M. B. (3 years ago)
If it is old, yes :-) . Nice would be offer something to contacts and do a good work flow with a lean navigation to all the tools.
dottotech (3 years ago)
+E. M. B. Thanks! I think I should refresh this video, it is kind of dated!
Jennifer Sweeney (3 years ago)
https://www.writethat.name/ is no longer, appears to now be http://www.evercontact.com/
dottotech (3 years ago)
+Jennifer Sweeney I think you are correct, they changed the name, thanks!
T. R. Allen (3 years ago)
You don't wanna EVER know how many emails are in MY Gmail account! LOL!!!
T. R. Allen (3 years ago)
LOL!!!!!!! That is HILARIOUS! I need help, man! I'll be a guest! Thanks for that!
dottotech (3 years ago)
+Rennita Allen Email Horders, a new TV show! You may be the first feature!
ramtilak chintu (3 years ago)
nice tips thanks
ActiveInbox (3 years ago)
ActiveInbox has improved and changed a huge amount since this - any chance of an update Steve? We've got due dates that return tasks to a 'Today' section above your inbox, Google calendar syncing for all your deadlines and even a 'Send Later' option. Mobile app going into Beta this week if you want a first look - just ping sam at activeinboxhq dotcom and he'll get you onboard!
dottotech (3 years ago)
+ActiveInbox Thanks for the heads upl I have not really looked at your app is a while , but I will revisit it, this videos is indeed showing it's age!
Elli Papadopoulos (3 years ago)
As a small business owner and newbie to the world of expanding our daily cloud functions, this is terrific info on how to enhance Gmail - thanks for sharing!  
dottotech (3 years ago)
+Elli Papadopoulos I am glad you are finding the videos useful! 
The Health Clinic (3 years ago)
Hej Steve, Thanks for the great videos. How do get that Picture-in-Picture in your videos? Thanks in advance.
dottotech (3 years ago)
+mauricemalou2 I use Screenflow to record my videos and use a Greenscreen to key out the Background, we have a webinar on it coming up next week, keep your eyes open!
Sherri Neasham (3 years ago)
Hi Steve, what are your thoughts on Insightly?   It seems to be all-encompassing and the price is better.  Thanks!  Sherri
dottotech (3 years ago)
+Sherri Neasham Everything I have heard is positive about it!
Christopher Sterns (3 years ago)
Hi Steve, with the speed in which technology changes, have you updated this video?
dottotech (3 years ago)
+Chris Sterns I have touched on a lot of the newer aspects of Gmail CRM, you can find those videos ion the Google App Playlist
Jaap van Leent (3 years ago)
How about Streak CRM? This makes Google come really close to a full CRM (with pipelines and stuff). I hated working betweet Gmail and a seperate CRM, and Streak solved that for me and my sales team.
dottotech (3 years ago)
+Jaap van Leent I hear nothing but good things about Streak Jaap, I will see if I can figure out a good story on it in the new year.
Frank Montro (3 years ago)
You are the man!!! Love your advice, thank you!
thoughtprovoking001 (3 years ago)
Very helpful information! It seems though that the pricing structure has changed since your video post. There are only free trial periods now and no free (basic) options.
dottotech (3 years ago)
+thoughtprovoking001 The terms of these cloud services are always changing, thanks for letting me know1
Tim McDonald (3 years ago)
Help! I have a team of 4 guys. We have a group set up with [email protected] email address. We have Apps for work setup with 4 inboxes (each of our respective [email protected] I simply want a way for one of us only to be picked up and be able to respond to a customer enquiry sent to our [email protected] group and not have another person also pick it up and respond to it. I also then want any of the team to be able to search for this resolved email conversation in the future should the customer call up or come into our shop and then we can view the email conversation and deal with the customer accordingly. We used to do this so simply using Apple Mail and folders, we moved to google apps thinking this would be so straight forward but it aint! Also with groups we cant have our email signatures drop in automatically! Help! This is driving me insane! I'll go to another CRM tool if I must..
dottotech (3 years ago)
+Tim McDonald Hey Tim, I am actually a bit stumped by this, do either of these help? https://support.google.com/a/answer/167430?hl=en https://support.google.com/a/answer/33330?hl=en
Tony X (3 years ago)
Is the !Label shortcut function gone? I can't do that.
goldphysh (3 years ago)
Very helpful for small businesses working on a shoestring. 
dottotech (3 years ago)
+goldphysh Indeed it is! You can do so much with free apps!
This is really useful info , using Rapportive  can also add value .
dottotech (4 years ago)
+CRM Consulting Essentials Indeed, Rapportive is a part of my must have tool kit!
Mark Evans (4 years ago)
Thanks for the tool tips. You should check out Rapportive and Streak.
dottotech (4 years ago)
+Mark Evans Hey Mark, nice to see your smiling face!, I have done a video on Rapportive, love it, and I am considering diving into streak, thanks!
Matthew Cameron (4 years ago)
I've tried both Streak and Boomerang.  Not sure yet which is better suited for my efforts!
ALEXey ZUEV (4 years ago)
Thank you ! This is exactly what I wanted to get viewed.
Zenfusion (4 years ago)
Thanks for sharing!
Simon Clifford (4 years ago)
Active inbox is now $33.95 a year - Wow 33% thats some price inflation for a web app
dottotech (4 years ago)
Big Increase in a competitive space +Simon Clifford There are so many Gmail based CRM solutions out there!
Deniz Hernandez (4 years ago)
What video editing tools do you use? I love the way your visual intro, audio and logo transition! The thumbnail is something I would like to be able to modify, great job by the way, I really enjoy your videos!
dottotech (4 years ago)
Hey +Deniz Hernandez I use Screenflow, I do have a webinar you can view which walks you through the entire production process http://.dottotech.com/screencasting-secrets-on-demand-registration/
Pretty nice Geek stuff!
Ryan Grush (4 years ago)
We have a startup CRM that integrates your Gmail suite (Gmail, Contacts, Calendar) into a standalone CRM if you would rather that approach - RadiumCRM (http://www.radiumcrm.com)
dottotech (4 years ago)
I will have a look, thanks for letting me know!
Andrew J. Chorny (4 years ago)
Very helpful thanks Steve.
Mark Ilderton (4 years ago)
Great material. Opened my mind to possibilities that I like. Looking forward to following your suggestions.
dottotech (4 years ago)
Best of luck Mark!
Brennan Morrow (4 years ago)
Found this some great info. Some other good tools: http://www.yesware.com/ email scheduling and tracking ( much like streak which I just found on this thread). and https://rapportive.com/ : which pulls social info to gmail, basically putting a face to the name, and pulls their last social posts. 
Manon Belair (4 years ago)
Thank you for this interresting webinar
beatyouonce (4 years ago)
Awesome, now the NSA can have all your records on file, as Google bends over for them =)
Mark Orr (4 years ago)
You didn't mention Streak?
Clay Sinclair (4 years ago)
Good stuff. Kind of amazed to see you still have ads in your gmail. Check out the chrome plug in Gmelius! It's free and it gets rid of those pesky ads that clutter your view.
Bobby Barrett (5 years ago)
This was Awesome...
Monica Popuri (5 years ago)
Enjoyed the video and found quite useful. Just wondering if there is a gmail gadget which can start video chat and display video inside the gmail page, so that user can watch video and check his email simultaneously and enlarge the video when needed.
Stuart Bryant (5 years ago)
Great job on the GMAIL as CRM I enjoyed it very much. Especially the "!". I was using an A to keep it at the top of the list, which worked fairly well for me, but, not as good as this is going to. Thanks!!!!!!!!!!!!~ smileyswelove/327/ ~
Daniel P Bartolo (5 years ago)
How do you write on your videos?
nosfan1019 (5 years ago)
If you're looking for a Gmail + CRM fusion check out RadiumCRM. We took a little different approach from the plugins you demoed here but same general concept.
mark palmos (5 years ago)
Have you tried Streak? It's the best I have tried, love combining relevant emails in a "box" right in the inbox... I am just making a mailmerge tutorial for it, search my name and check it out if you want. Cheers, Mark.
Joy White (5 years ago)
Biz Diva (5 years ago)
Aren't some of these functions included in Gmail's Labs? There was one 3rd party stand-alone that worked with Outlook called Xobni (inbox spelled backwards) that was extremely powerful. I haven't seen it around for awhile. What I need is a purging system that will make mincemeat of an overloaded inbox...in a few clicks!
Guillermo DEnjoy (5 years ago)
Ronald McConico (5 years ago)
Check out mcconico/yagooft.com
Ronald McConico (5 years ago)
I'm, not recommending this but I just found out about Streak - CRM for Gmail By Streak Inc - I'm going to check it out.
VideoAds4almostfree (5 years ago)
great info, thank you
Lucy Beck (5 years ago)
Sorry dont just see why you dont move to Zoho Mail which gives you ALL of these additional features completely free for up to 15 users !! Why would I want to pay for all these add-ons ?
TheMrBvcx (5 years ago)
Nice video, cheers from France :)
Chris Stephenson (5 years ago)
Good ideas. I'm stuck on your channel :-)
ammar osman (5 years ago)
hello I like to to improv my english language skills
Irakli Beselidze (5 years ago)
rapportive and brand my email are another great and easy to use plugins for gmail that i use!
Denise Reed (5 years ago)
AWESOME!!!!!! This is exactly what we were looking for to interact in gmail for "boutique CRM." SalesForce is way too cumbersome and expensive for one user and meeting/event planning.
Kevin Ferere (5 years ago)
How did he get the menus above in the first place?
Brad Patterson (5 years ago)
I am a huge fan of boomerang and have the pro version on two accounts. I work with the team at WriteThat.name as well, so if you have any questions, shoot them off... and Tod Maffin is indeed inspiring ;-) (nothing to blame this round!)

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