My Contacts Cloud practical manual

1. Working with the CRM

My Contacts Cloud CRM is designed around each contact: calls, emails, documents, meetings, reminders and sales follow-up all begin there. The application is more than an address book; it lets you see who each contact is, what you have discussed, which documents are linked to them and what action is due next.

In practice, the CRM works best when every action leaves a clear record. If you call a client and agree to send a proposal, record the call as an interaction, set “Send proposal” as the pending action, create a reminder and save the proposal with the contact's documents. This keeps the history and calendar working together.

2. Access and account

Sign in

1. Open the My Contacts Cloud CRM login page.
2. Choose Google, Microsoft or Apple. Accounts created with an email address and password can also sign in using those credentials.
3. Complete the authorization in the window opened by the selected provider.
4. When you return to the application, the main screen opens.

The provider you use to sign in does not limit the other integrations. For example, you can sign in with Google, import Microsoft contacts and send email with Outlook after authorizing Microsoft when prompted.

Registration and password

For accounts that use an email address and password, the password must contain at least eight characters, including one uppercase letter, one lowercase letter, one number and one supported symbol. If you request a password reset, also check the Promotions and Spam folders, particularly in Gmail.

3. Main menu

The main menu brings the application’s main functions together. It also shows account details such as the trial status, days remaining, active plan and account ID. Include the account ID whenever you contact support.

4. Tables, filters and reports

The Contacts, Interactions, Documents and Participants windows use the same table controls. Understanding these controls helps you turn CRM data into useful lists for day-to-day work, printing and export.

Common table actions

• New: create a record.
• Edit: modify the selected record.
• Delete: delete the selected record, normally after confirmation.
• View: open the record in read-only mode.
• Search: filter the table by entering text in the search box.
• Show columns: choose which columns are displayed before printing or exporting.
• Card/Table: switch between table and card views.
• Print: generate a printable view using the visible columns.
• Export: generate a PDF, Excel, ODS, CSV, TXT, JSON, XML, HTML or SQL file, depending on the table.

Filter contacts by groups and tags

The Contacts table includes a dedicated group and tag filter. It is one of the most useful tools for working with specific segments.

1. Open Contacts.
2. Click the filter icon.
3. Select one or more values in Group 1, Group 2 or Group 3.
4. Select one or more tags if you also want to filter by them.
5. Click Filter.
6. If you want to return to the full list, open the filter again and click Remove filter.

Search, filter, export and print

To create a report, first apply the relevant filters, then use search to narrow the results, keep only the necessary columns visible and finally print or export the table.

5. Contact record

The contact record is at the heart of the application. It brings together the contact’s core details, classification and communication channels, with direct access to related interactions, documents and events.

Main fields

Company data

Groups and tags in the contact record

The record lets you assign up to three configurable groups and a maximum of three tags. Groups are normally stable categories, while tags are better suited to flexible or temporary criteria.

Start conversation

The conversation section stores usernames for LinkedIn, Telegram, Instagram, Facebook Messenger and X. When a username is available, the adjacent button opens the corresponding channel.

For X, the numeric user ID is stored rather than only the visible username. The record therefore includes a help link explaining how to find that ID.

References and dates

The four reference fields are configurable. They let you adapt the record to your activity—for example, contract, policy, registration, project, case number, job, cost centre or external code. The start and end dates define the validity or duration of the relationship.

Preferences and notes

There are six configurable preference sections and one general notes section. Each preference section has a rich-text editor, so it can contain lists, bold text, links and structured information.

Use preferences for stable information that helps you work effectively with the contact: contracted products, special needs, delivery method, preferred channel, payment conditions, contact hours, marketing preferences or support instructions.

Related features available from Contacts

• Interactions: open the contact history and record calls, emails, meetings and sales activities.
• Document management: open the documents linked to the contact.
• Events: view events in which the contact participates or create a linked calendar entry.

6. Configure contacts

Contact configuration lets you adapt the record to different industries without changing the application. Open Utilities and select Configure contacts.

Configurable references

You can rename the fields Reference 1 through Reference 4. These short fields are intended for identifiers, codes, contract numbers or administrative classification data.

Preference Titles

You can name the six long-form information sections in the record. They are most useful when each section answers a practical question.

7. Interactions and tracking

An interaction is any relevant event in your relationship with a contact. It records what happened, places the contact at a stage of the process, captures the outcome and can create a pending action with a reminder.

Interaction record fields

Types of interaction

The type classifies the interaction history. Some options relate to sales, while others relate to support or internal management: telephone call, email, face-to-face meeting, video call, text message, instant messaging, presentation, demo, training, proposal sent, order confirmation, delivery, follow-up meeting, progress review, survey, technical assistance, resolution of incidents, renewal, update of conditions, adjustment of proposal, closure of sale, cancellation, sending of documentation, invitation to event, payment notification, internal meeting or other.

Sales pipeline stages

The stages allow you to read the situation of an opportunity without opening the entire history. A typical flow can be:

1. Initial prospect: a potential opportunity has been identified.
2. Lead qualification: assess whether the lead is a good fit for the product or service.
3. Contact made: the first communication has taken place.
4. Initial meeting: explore the contact’s needs in more detail.
5. Needs assessment: document the problem the contact wants to solve.
6. Product/service presentation: present the proposed solution.
7. Proposal sent: send a quotation or sales proposal.
8. Negotiation: discuss the terms.
9. Terms agreed: an agreement has been reached and is awaiting formal confirmation.
10. Closing pending approval: awaiting a signature, authorization or payment.
11. Sale closed: the opportunity has been won.
12. Implementation: deliver or put the solution into operation.
13. After-sales follow-up: review satisfaction and actual use.
14. Renewal/repeat purchase: prepare the next contract period or purchase.
15. Lost opportunity or inactive prospect: record that the opportunity is no longer progressing.

Sales workflow examples

8. Reminders

Reminders are born from interactions when a pending action and a reminder date are reported. Use the Reminders screen to work by due date and priority rather than from the general contact list.

1. Open Reminders at the beginning of the day.
2. Review the actions due today and any overdue items.
3. Open the contact or use the communication details.
4. When you complete an action, record a new interaction or update the history.

9. Document management

Document management lets you store documents associated with the account, a contact or an event. The email composer can attach any documents stored here.

Document fields and buttons

Upload an existing document

1. Open Document management from the corresponding contact, event or context.
2. Click New document.
3. Press Browse and select the device file.
4. Check the file name, date and description.
5. Save.

Create a new document

Direct document creation has been simplified to LibreOffice formats:

• Writer (.odt): texts, contracts, proposals, reports.
• Calc (.ods): spreadsheets, comparisons, detailed budgets.
• Impress (.odp): presentations.

When you create or edit LibreOffice documents, Collabora Online opens in a separate window using WOPI.

Download, view and edit

• Download: Click on the file name in the table.
• View: use the screen icon to open a preview.
• Edit: use the pencil icon or the edit button in the document record when the file format is supported.

10. Email

The email composer lets you send HTML messages and attach files from document management. It is more capable than a mailto: link because it does not depend on the email client configured in the browser and can use documents stored in My Contacts Cloud.

Email composer fields

• From: sender. It depends on the account or provider used to send.
• To: main recipient.
• CC and BCC: these appear as links next to the recipient; select either link to display the corresponding field.
• Subject: email subject.
• Message: HTML body with rich editor.
• Attachments: select documents associated with the current contact or context.
• Manage: open document management to add, edit or delete documents, then refresh the selector.
• Send with: select Gmail, Outlook or My Contacts Cloud as the sending provider.

Send with Gmail or Outlook

Authorization is requested when you send the message. You can therefore sign in to the application with one provider and send email with another—for example, sign in with Google and send with Outlook.

Send with My Contacts Cloud

The My Contacts Cloud option uses the application's own mail relay. Use it when you do not want to send through Gmail or Microsoft Outlook.

11. Agenda, events and tasks

The calendar offers day, week, month and agenda views. Use it for meetings, tasks, appointments, deadlines and activities involving colleagues or clients.

Calendar workflow

• Create event: use the + button or click on a calendar date/time.
• Monthly view: Clicking on the day number takes you to the daily view.
• Move event: Drag and drop the event to another date or time.
• Change duration: drag the edge of the event when the current view supports resizing.
• Print calendar: on-screen controls are hidden to produce a cleaner printout.

Event record fields

Participants

The event record includes a participant table. You can add participants from contacts, delete them, search, change card/table view, show columns and export to PDF, Excel, ODS, CSV, TXT, JSON, XML, HTML or SQL.

12. Set up events

Event settings adjust how your calendar is viewed and used.

13. Imports

Imports allow you to add contacts from Google, Microsoft, Apple Mac/iOS and Excel. Before adding a new contact, the application checks for an existing record using phone1, phone2 or Email. At the end, imported contacts and duplicates not added are reported.

Google and Microsoft

1. Open Import.
2. Choose Google Contacts or Microsoft Contacts.
3. Authorize access to your contacts in the secondary window.
4. Review the table of contacts obtained.
5. Select the records you want to import.
6. Confirm and review the final summary.

Apple Mac/iOS

The Apple Contacts (Mac/iOS) option is intended for native applications, which can ask the device for permission to read the address book.

Excel

Importing from Excel allows mapping columns. You can indicate if the first row contains headings and then relate column letters with Code, Name, Address, Zip Code, City, Province, Country, Telephone 1, Telephone 2, Email, Web, Company, NIF, Position, Department and Notes.

14. Groups and tags

Contact groups

Groups are configurable lists of values. The contact record has three groups, each with its own name and values. They are ideal for stable classifications.

Tags

Tags are flexible visual markers. Each contact can have up to three tags. They are very useful for campaigns, temporary states or features that change over time.

Groups and tags are used by the Contacts table filters, so plan them around the lists you will need to search, export and print.

15. Plans and subscription

New subscriptions are purchased and managed through Paddle. Every plan includes the same complete CRM workflow; the difference is the shared workspace capacity for users, active contacts and document storage. Events and interactions are unlimited.

Annual billing is charged once per year and costs the equivalent of ten monthly payments. Prices are shown in euros before tax; Paddle calculates applicable indirect tax during checkout.

1. Open Subscription to compare Team, Team Plus, Business and Scale.
2. Only the owner can purchase or change a plan. Members do not see billing controls.
3. Open Subscription to use the Paddle customer portal for payment details, invoices and cancellation.
4. Review Summary for users, active contacts and document storage used against the plan limits.

Change or cancel a plan

Paddle shows the adjustment for a plan or billing-interval change before confirmation. A downgrade is possible only when the current users, active contacts and document storage fit the lower plan. Cancelling renewal is scheduled for the end of the current paid period and does not delete the account, workspace or members.

16. Recommended workflows

Tracking a sales opportunity

1. Create or import the contact.
2. Assign the Customer or Prospect role, as appropriate, together with the relevant groups and tags.
3. Register a first interaction with the Initial Prospect or Lead Qualification stage.
4. If you arrange a meeting, create an event and add the contact as a participant.
5. After the meeting, record a new interaction with needs and pending action.
6. Create or upload the proposal in contact documents.
7. Send the email from the internal composer attaching the proposal.
8. Schedule a reminder for the follow-up.

Prepare a segmented campaign

1. Create a campaign tag, for example “June Campaign”.
2. Assign the label to the corresponding contacts.
3. Filter contacts by that tag.
4. Use search to narrow down by area, company or sector.
5. Show only the necessary columns.
6. Export to Excel for review or print a PDF for an internal meeting.

Document management for a client

1. Open the contact record.
2. Open Document management.
3. Upload contracts, estimates, signed documents or reports.
4. Create LibreOffice documents when you need to write from scratch.
5. Download documents by clicking on the file name.
6. Attach documents from the internal composer when you write to the client.

17. Common issues

A contact is missing after an import

Review the import summary. It may have been detected as a duplicate by phone or email.

I can't send with Gmail or Outlook

Check that you have authorized the provider in the secondary window. If the browser blocks pop-ups, allow pop-ups for the My Contacts Cloud domain and send again.

No documents appear in the attachment selector

Open Manage, review the documents for the current contact or context, then close document management to refresh the selector.

Collabora Online does not open or save

Verify that the document is a compatible LibreOffice type and that the editor window has not been blocked by the browser.

The table does not show the expected results

Check for an active search, a group or tag filter, hidden columns or the card view. Use Remove filter and clear the search box to return to the full list.

I need help

Open the support page and include the account ID, browser, device, steps taken and a precise description of what happened.

18. Team and members

The owner can invite and remove members from Team. Pending invitations also reserve a seat in the plan, preventing the contracted limit from being exceeded. Each invitation expires after seven days and can be resent or cancelled.

1. The owner opens Team from the menu.
2. Enter the member’s name and email address.
3. The member opens the link they received and signs in with their email address or one of the available providers.
4. Once the invitation is accepted, both users work with the same contacts, events and account documents.

Members use the same sign-in screen as the owner, but they cannot view or manage billing, plans or team members. They also cannot cancel the renewal or delete the workspace. Removing a member invalidates their sessions and prevents future access without deleting contacts, events, interactions, documents or any other shared data.

Members can uninstall the application from their devices, but this does not remove them from the team. My Contacts Cloud does not provide an option for members to leave the team themselves: they must ask the owner to remove them. To exercise a right concerning personal data, use the address given in the Privacy Policy.

19. Security and data

Licence, owner, member and invitation data is stored in the My Contacts Cloud control database. Contacts, events, interactions and documents are stored in the database assigned to the account. Paddle processes payments; the application retains only the identifiers and status required to associate the subscription with the account.

• New member passwords are stored using a cryptographic key derivation function, not as readable text.
• Invitation links are validated using a cryptographic digest and have an expiry date.
• Paddle API credentials and webhook secrets remain on the server and are never included in browser pages.
• Paddle notifications are verified using their signature before a licence status is changed.
• Revocable Apple credentials registered by this version are stored encrypted on the server and revoked when the user is removed or the account is deleted.
• The owner can cancel invitations and remove members. Each person can sign out and change or recover their password.

What happens to data when the account is deleted

Final confirmation blocks access and removes the workspace, its users and sessions, and the associated operational data from active systems. The account is not retained in a deactivated state and cannot be reopened. Backups that still contain data remain outside operational use until they are rotated and are not used to reactivate the account or restore its data to the active service.

Only essential data may be retained separately from the deleted workspace for the periods required by legal, tax, accounting, security or fraud-prevention obligations. Information needed to identify the origin of hosted data and when service provision began may be retained for up to 12 months. Accounting records and supporting documents may be retained for up to six years where legally required. See the full process in section 20 and the legal details in the Privacy Policy.

These measures reduce risk but do not provide an absolute guarantee. When reporting an incident, include the account ID and do not send passwords, private keys or full payment-card details.

20. Uninstallation, cancellation and deletion

These operations are not equivalent. Choose the one that produces the outcome you need:

Uninstall the application

Uninstallation is a local operation on the device and does not send a cancellation or deletion request to My Contacts Cloud. If the account remains active, the user can reinstall the application or sign in from another device using their credentials.

Cancel renewal or unsubscribe from the plan

The owner must open Subscription and complete the cancellation in Paddle. When Paddle confirms a scheduled cancellation, the service remains available until the expiry date, but it will not renew for another period. Cancellation does not delete any information and does not schedule automatic account deletion.

To delete the account as well, the owner must return to Delete account and data after the cancellation has been confirmed and start a new request. Unsubscribing from newsletters is a separate operation: it stops marketing communications but does not cancel the plan or delete the account.

Permanently delete the account and data

1. The owner selects Delete account and data in the menu footer. The process can also be started without installing or opening the application by using the public deletion page.
2. The application checks the subscription’s current status. If an active renewal still exists, it stops the process and provides access to the billing settings so that the renewal can be cancelled.
3. Once the cancellation is confirmed, the owner must start again. Cancelling a renewal never automatically reactivates a previous deletion request.
4. When there is no active renewal, a single-use link valid for 24 hours is sent to the owner’s email address. Opening the link only displays the confirmation page and does not delete anything.
5. To confirm, the owner must type DELETE and select Delete permanently. The server checks the renewal status again before accepting the operation.
6. The account is locked, deletion is processed securely and an email is sent when the process is complete.

The workspace, owner profile, all members and invitations, sessions, contacts, events, interactions, settings, documents and all other operational data stored in My Contacts Cloud are deleted. Access is also invalidated and any Apple credentials available on the server are revoked.

Members cannot start this process through either the interface or the public page. The response from the public page does not reveal whether an email address belongs to an account.

21. Frequently asked questions

Do owners and members use the same sign-in page?

Yes. Both use the standard sign-in page and can access the application with an email address or through Google, Microsoft or Apple when those options are available.

Who can manage users and payments?

Only the owner. Members work with shared information but cannot manage the team, plans or subscription.

What happens while my workspace is in its free trial?

If the workspace does not yet have a paid subscription, Subscription opens the current Paddle plan catalogue rather than a customer portal.

Does a pending invitation use a seat?

Yes. It can be cancelled to release the seat or resent to generate a new link that is valid for seven days.

Does removing a member delete information?

No. The member’s sessions are invalidated and access is blocked, but contacts, events, interactions, documents and all other shared information remain in the account.

Does uninstalling the application cancel the plan or delete my data?

No. It only removes the application from that device. The account, team, renewal and server data remain unchanged.

Does cancelling the renewal delete the account?

No. It prevents future renewals and charges while maintaining access until the contracted period expires. The account and its data are not deleted, and cancellation does not automatically start the deletion process.

Who can delete the account and its data?

Only the owner. Members do not see this option and cannot start it from the public page. If an active renewal still exists, deletion stops until the owner cancels it and starts the process again.

Can I delete the account without installing the application?

Yes. The owner can start the request from the public Delete account and data page. The same checks and confirmations apply as in the application.

Does opening the confirmation link delete the account?

No. The link, valid for 24 hours, only opens the confirmation page. To proceed with deletion, type DELETE and select Delete permanently.

Is any information retained after the account is deleted?

Operational data is removed from active systems and the account cannot be reactivated. Backups remain outside operational use until they are rotated. Only information required to comply with legal, tax, accounting, security or fraud-prevention obligations is retained for the applicable period.

Where can I see plan usage?

Open Summary to view users, active contacts and document storage used against the plan limits.

How can I check the result of an import?

Review the final summary and return to the contact list. If a record was not added, check whether it was identified as a duplicate by phone number or email address.