What is Contactually, and what does it do?

Contactually, a virtual assistant for your email, discovers opportunities in your inbox by proactively suggesting the next steps to take with your most important contacts. First, we connect your email accounts to our system. Then, we analyze your conversation history for each relationship and automatically prompt you to reengage with the people that are slipping off of your radar. This ensures that your most important relationships are in good standing, and that you never let important people and business opportunities slip through the cracks.

How will I interact with Contactually, and what types of emails will I receive?

Most of your interactions with Contactually take place on your Dashboard or the digest email we send you each morning. You’ll see automatic follow-up recommendations, self-scheduled tasks, program step approval requests, and recurring events on your Dashboard each day. The morning summary emails prompt you to follow up or take other actions with the contacts that are at risk of slipping off of your radar. You will occasionally receive other emails from us, such as notices of upcoming product changes and billing invoices.

What information is included in the morning digest email?

The morning digest email summarizes all the actions you need to take that day with your contacts, in order of priority. These actions include both those that you have explicitly assigned to a contact, such as “Grab coffee with Tony on August 23rd,” as well as follow-up suggestions that we have inferred from your email history and preferences for each bucket of contacts. 

We’ll also prompt you to approve any program steps for those programs that require your approval to execute the steps. Last, we’ll alert you to any recurring events that you’ve scheduled, like birthdays or anniversaries.

What do you do with my information?

First, we take the privacy and security of your information very seriously. Any information you send to us is accessible to only a select few individuals, and all have signed NDAs (non-disclosure agreements). We process the emails you send to us to better understand the meaning of your data, and parse it accordingly.

How much does Contactually cost?

All Contactually plans come with a free trial. After your trial has expired, you can continue to use our free plan, or you can upgrade to one of our paid plans. Our paid plans start at $29 per user per month, and include the ability to link multiple email accounts, and much more.

For more details on pricing and features, please visit our pricing page.

Does Contactually read my emails?

No. We do not process the content of any emails in your inbox. We only process your email contacts, the timestamps and addresses of all sent and received emails, as well as any information you email directly to Contactually. Additionally, Contactually will scrape your contacts’ email signatures and automatically update their contact record with any information that you do not yet have, and will pull email subject lines to display in your conversation history.

Why do you need to connect to my email account?

In order to experience the full benefits of Contactually, you’ll need to connect your email address to our platform via your email server. In order to establish this connection, which allows us to automatically manage your contact database and track your communications, you’ll need to input your email password and server information.

Rest assured, your password and server information are not “visible” to us and we will never share your sensitive data with anybody. Further, we permanently erase all of your data should you ever choose to delete your account.

For further information, you can read our privacy and security policies.

Will Contactually work with my email service provider?

Contactually currently works with Gmail and Google Apps accounts, all IMAP email providers including Yahoo! and almost all Microsoft Exchange accounts. Contactually is not compatible with POP3 accounts at this time, but we provide support for these accounts via our Outlook for Windows plug-in, which syncs your Outlook address book with Contactually and automatically tracks the emails you send using Outlook.

I use Outlook or Mac Mail to check my email. How can I use Contactually?

All Mac Mail and Outlook users can use Contactually seamlessly with their existing email provider, regardless of their preferred operating system. We recommend that all Outlook for Windows users install and use the Outlook for Windows plug-in.

Please note that those with POP3 accounts will need to download and install our Outlook for Windows plug-in in order to use Contactually with success. This is the only way for POP3 email addresses and Contactually to work in tandem. Unfortunately, Outlook for Mac does not support plug-ins

If you use Outlook to access your email, but are not sure of your email settings, please access our support document with step-by-step instructions here.

I haven’t received any emails. What’s wrong?

Please email support@contactually.com with the following info: your email address, email client (Gmail, Outlook, etc), and the date you signed up. We will get back to you within 24 hours to troubleshoot your problem.

Which social media platforms does Contactually work with?

Contactually currently integrates with Twitter. We automatically link your contact’s social media accounts to his or her contact profile, and will record messages received and sent via these social media services as follow-ups.

I already use a CRM. Can Contactually work with my current CRM?

Contactually currently integrates with Salesforce, Highrise, Pipedrive, and SugarCRM. This includes all CRMs which are based on the Salesforce platform. We also integrate with MailChimp, an email marketing campaign system, and other industry-specific tools like WiseAgent.

Why does Contactually integrate with other CRM providers? Is Contactually not a CRM?

Contactually does have many aspects of a traditional CRM program, with some differences. At Contactually, we help you automatically manage your contact database and build strong relationships by prompting you to follow up with key contacts when it matters the most. We’ve found that most of our customers experience huge benefits for their businesses thanks to our automated follow-up reminders, and for many people, that’s more than enough to help them grow their business.

How does Contactually sync with my contacts?

When you get started with Contactually, you’ll connect your email addresses, and mobile phone to our system. That allows us to automatically bring in your contacts from all of those sources — people to whom you’ve sent emails, and your mobile address book — and add each new contact you make as well. You can also upload contacts to Contactually in a .csv spreadsheet from the Contacts page.

How does Contactually merge duplicate contact records?

Contactually automatically imports your contacts from email,  and your mobile phone. Once the records are in our system, we look at a combination of first name, last name, and email address in order to match duplicates. For names, we’ll also try to match duplicate listings based on common nicknames (e.g., Jeffrey and Jeff).

Will Contactually work on my mobile device?

Yes. By connecting your email to our system directly, we can track all of the emails and messages you send on your phone, no matter what kind of mobile device you have. Additionally, our mobile applications for iPhone and Android will sync your address book with Contactually and help monitor your phone calls and text message exchanges.

How can Contactually generate revenue for me?

Great question! Contactually can help you uncover business or referral opportunities from within your existing network. Because the platform automatically tracks your communications with your important contacts, both you and Contactually know exactly when you last spoke. When you go beyond the follow-up reminder time threshold that you’ve specified for your contact, we’ll automatically remind you to follow up with him or her.

Will Contactually work for me and my team? What can I do with a team on Contactually?

Yes, you can form a team on Contactually. Forming a team allows you to share contact data and communication histories across your team, allowing for stronger relationships and increased accountability.

How do I set up a team on Contactually?

Whoever will serve as the team administrator can start inviting colleagues to join your team by clicking here and using the “add new user” button. Once you’ve created your team, the admin will need to decide which buckets of contacts they’d like to share with the team, as well as communication histories, which are also shared on a per-bucket basis. Team members who aren’t admins are unable to share buckets or set permissions.

What is shared on my team? How can I share contacts and conversation histories with my team?

You’ll share contacts and conversations with your team on a per-bucket basis, meaning that you decide which groups of contacts you’d like to share as well as which you’d like to keep private. Simply click the sharing tab on the buckets page. From there, you’ll be able to choose whether or not to share that bucket’s contact data, as well as whether or not you’d like to share communication histories.

How does Contactually charge for teams?

We charge for each user account, and in most cases, strongly recommend that each user creates his or her own account. All team features are included with our Basic, Professional and Enterprise plans, which you can review here.

We offer volume discounts for teams with 20 or more seats; please contact Brad, our enterprise account manager, at bd@contactually.com if your team falls under this category.

What does the team dashboard do?

The team dashboard gives you insight into how your team is doing at managing its relationships. We provide you with an overall view of your company’s relationship management on a per-bucket basis, as well as a breakdown per individual. This allows you to see the categories with which you’re communicating regularly as well as the team members who are pulling their weight, and conversely, which groups require more attention and which team members need to pick up the slack.

Can I assign contacts to a team member? What does that do?

Yes, you can assign contacts to a team member. When you assign a contact to a team member, only that team member will receive follow-up reminders for that contact.