how woosabi works for business

The best way to get a feel for woosabi is to setup your very own account, it only takes a few minutes and if you're looking for a team solution you can even invite two other users to participate. Scroll down this page to learn how it works and how you can get started.

Can woosabi work for my business?

Woosabi is designed for individuals and teams who are launching a new venture, or simply looking to get organised with an existing small business. Woosabi is an excellent choice for contractors, engineers, tradespeople, builders, plumbers, carpenters, gardeners, painters and decorators, studio teams, partners, architects, designers, photographers, videographers, freelancers, consultants, reps, journalists, and more. Basically, if you need to run a small business, and would like a simple to use, and affordable solution to help get you organised and keep your business on track, Woosabi can work for you.

How would woosabi monitor my business?

Woosabi operates on the administrative policy of Management by Exception (MBE) whereby only the information that indicates a significant deviation of actual results from the planned results is brought to the management's (you) notice. The idea is that management (you) should focus on vital activity and strategic tasks (your business). Woosabi allows you to offload the management of all those business essentials you'd otherwise need to remember. Reporting to you only when your attention or action is required.

Ok, but how does it measure all of this?

Business Measures are customisable parameters within your system, that rule how Woosabi will monitor your business. From a menu of preferences you can deactivate measures that do not relate to your business, and/or activate and set the values for fixed intervals. Measures are administered as business wide rules, however measures can be defined on a per company / individual level by simply defining values unique to them on their Contact Record Card (CRC).

For example, your business may want to contact existing customers every six weeks as a business wide rule, but also need to check-in with a handful of VIP customers every couple of weeks. Your business wide measure for contacting would be set to 6 weeks (42 days) while the CRC of each VIP would be set to 2 weeks (14 days) to override the business wide rule. The result would be your system reminding you to call/email general contacts 6 weeks after your last confirmed contact with each, while this would be repeated every 2 weeks from confirmed contact with your VIPs.

Contact Record Card (CRC)?

Woosabi Contacts, is a centralised resource that allows you and your co-workers to share contact info, communications history and track which lead said ‘what’, and which customers asked for ‘that’ and when to follow-up.

When you import or create a new contact within your Woosabi system, each one is assigned their very own Contact Record Card (CRC). It may help you to think of each CRC as a folder or folio which Woosabi automatically populates and updates with exactly how and when you and your colleagues interact with that contact. Each CRC is filed neatly within the system for you, forming a centrally accessible 'Live' Contact Database, which is so much more than a static little black book of names, addresses and telephone numbers.

When you create a new contact, a unique Contact Record Card (CRC) is assigned to that contact. All activity and interaction you or your co-workers have with that contact are recorded in that CRC. All jobs, invoices, expenses, marketing and emails managed on your system are automatically archived in the respective contacts CRC.

So this will help me manage my contact relationships?

The Business Objectives section of the What’s On page is your hub for contact relationship management activity. The 'Business Measures' you define enable Woosabi to automatically schedule, track and notify you and your co-workers when business critical items need attention. Each item is listed as a business objective that you can quickly click to schedule, action or complete and record. For example:

• If you wish to regularly call or meet all or individual contacts as part of your business, then simply activate the options from the ‘Details’ tab of the contacts CRC, and scheduled reminders will appear in your business objectives. Define the number of days between each meeting by accessing the What’s On settings menu.

• Business Objective reminders that notify you if completed jobs have not been invoiced, completed invoices have not been sent or if customer payments are overdue.

• Phone call, meeting, customer service and new enquiry notes created by you or a co-worker that need to be dealt with are automatically highlighted in the Business Objectives section for all users. So even if the co-worker who created the note is unavailable, you can pick up right where they left off. Never forget a follow-up.

Can't wait to get started?

Step 1. Create a Woosabi system for your business

Creating a Woosabi system for your business is easy, secure and completely free to use for the first 30-days. Visit the Sign-up page and start by picking a name which will define a unique web address for your account. Complete the form, then read and mark that you agree with our Privacy policy and Terms of use before hitting the 'Sign me up' button. You will then receive an email notification with details on how and where to log-in to your new account.

Step 2. Setup your admin account

When you first log-in to your account you are guided by a Quickstart Assistant that will help you define how the system will work for your business. This is a one-time process that takes only a few moments to customise the system and your own user account. Keep in mind that once you get a feel for the application most of these settings can be modified to meet your developing needs.

Step 3. Invite other users (if you need to)

If you need Woosabi to be a team space from the outset, you can also invite up to two unique users to participate on the system with you, you being the main user and administrator. The team members / colleagues / co-workers you choose to invite will each have their own user account on the system, and will be be sent an email with log-in details as soon as you've completed the setup process. Again this can be done later or not at all if you need the system as an individual, not a team.

What next?

Now that your Woosabi system is setup, you need to start populating it with essential data like contacts. Go ahead and add these manually or use the import feature to easily add any existing address books you may have in other products to your new system.

The more data that is added to Woosabi, the better it gets at automating business notifications. You have complete control to refine customer relationship preferences and from the outset you can centrally streamlining activity, manage invoices, track expenses and even start creating Mailing Lists to send marketing campaigns to win new business.

Can I download and install woosabi on my server?

Woosabi is a purely online hosted service, and is not available on disk or for download like traditional, old school software which you have to install and keep updated. Woosabi does have a downloadable application called 'Kimosabi', that can be installed on your PC or laptop. Each time you connect to the internet, Kimosabi will sync with your Woosabi account at set intervals and automatically keep an up-to-date copy of all your business critical data on your machine.

Do I need to backup or export my data?

We securely backup and archive all our servers (including your data) automatically every 24 hours, which means you don't have to worry. If you would like to keep a backup of your data on a local machine, or simply need a one-off copy, all you need is our free companion application, Kimosabi.

What's 'Kimosabi' all about?

Kimosabi is a downloadable companion included with Woosabi, that can be installed on your PC or laptop. Each time you connect to the internet, Kimosabi will sync with your Woosabi account at set intervals and automatically keep an up-to-date copy of all your business critical data on your machine. If for any reason you are offline or unable to connect to the internet, you can easily access the most recent sync version of your data directly on your local machine.

Kimosabi is ready when you are. And even when you're not, it takes care of everything. Automatically. In the background. You’ll never have to worry about backing up data or feeling stranded again when you can't jump on the web. Your Woosabi data is packaged as CSV (Comma Separated Value) files that can be opened with any spreadsheet program.

Is my business data secure with woosabi?

We understand you can be storing very sensitive business information so be assured that your privacy and your security including your financial details and client data, are of critical importance to us.

All Woosabi accounts are hosted on dedicated high specification servers, that house nothing but Woosabi applications. We shield our suite of servers with industry standard physical firewalls, and monitor each machine 24/7 for any suspicious activity. All your data is securely archived automatically every 24 hours, and if you need the extra comfort of archiving your business critical data to your local machine, we've developed Kimosabi which does just that whenever you want.

Who has access?

Access to your data is protected via a username and encrypted password. The only people who can see or access data on your Woosabi system is you and any colleagues you assigned user accounts. As the account administrator you can always define, activate and deactivate access for any existing or new users you've previously setup.

Your security and your privacy are of the utmost importance to us. No member of the Woosabi team will access your account unless given clear instruction to investigate any suspicious activity. For more detail please view our Privacy policy.

Can I limit user privileges?

When managing existing or new user access to a Woosabi a user type must be defined. The basic type is 'User' which should be used for accounts which require limited privileges. By default a 'User' will be unable to mange other user accounts and any selection of modules can be made unavailable to them. (For example: Accounts can be hidden making Invoices and Expenses unavailable to the user)

The most basic setup for a 'User' would be limited to a 'What's On' page, with the exclusion of a 'Business Objectives' list. An 'Admin' user will have full privileges across the system, including the 'Business Objectives' list and the ability to manage other user preferences and accounts.

What support do you provide?

Each account gives easy access to our Help guides and FAQs menu which are great resources at the start and during your use of Woosabi as we strive to add updates and new support content to them when needed.

Technical support is available via the Woosabi Contact form. We do our utmost to respond within a few hours but are keen to respond within 24hrs of receiving a message. We do have a company telephone line, but we do not provide support over the phone.

When do I start paying for Woosabi?

The first 30 days of service are free. Should you choose to keep your account past this free trial period, your billing information will be requested. Accounts are billed month-by-month - we don't tie you in with long-term contracts! When your current month is up, to prevent any interruption in service we simply ask you to make an ePayment with a valid credit/debit card, which is securely processed by HSBC Merchant Services on behalf of Woosabi.