Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
From it's inception, Daylite has been designed to integrate with Apple. We have never been a Windows company, nor do we offer Android versions of our software for download.
What does this mean to you?
It means you can sync your Daylite Contacts to the Contacts App on your iPad or iPhone. This gives you the benefit of caller ID when you dial out or receive calls on your iPhone.
You can overlay other calendars on to your Daylite Calendar, or sync your Daylite Calendar to the Calendars App.
You can get reminders sent to you from Daylite for follow ups and to-dos in the Reminders app on your iPhone or iPad.
Tie your emails directly to Contacts, Projects, and Opportunities in Daylite, or create follow ups, New Contacts and schedule appointments all from Apple Mail.
Daylite offers a detailed view of your work day, your Task list, and your upcoming work week. It is designed to help keep you organized, and shows you everything you have planned at a single glance.
Select the Sidebar icon located on the upper left hand side of the app.
Adding a new Object is just a fancy way of saying things like, “I want to add a New Person” or “I want to add a New Appointment”.
You can create what are referred to as New Objects by clicking on the New Object Menu, which can be accessed from two locations.
The first location above the Sidebar lets you create Daylite's full range of Objects, such as People, Companies, Projects, Opportunities, etc.
This feature is also contextual, which means if you have selected the Home or Calendar View from the Sidebar, then the New Object Menu will offer you a New Appointment, a New Meeting, or a New Task; if you have selected Contacts > People from the Sidebar it will offer to add a + New Person.
Notifications can be found in the Sidebar, and are grouped together to show alerts and reminders such as upcoming Meetings and Tasks. If you have Notifications waiting for you to acknowlege, an orange circle with the number of unviewed Notifications will appear in the Sidebar.
Overdue Reminders will prompt you to tap either Snooze or Dismiss at the top of the Reminders screen.
By selecting the Sidebar menu and then selecting Search, you can use the Quick Search field to find what you are looking for in Daylite. These could be either full or partial searches, and will look for anything that corresponds to your search request, including Emails, Appointments, People and more.
Let’s break down the Daylite Today Screen section by section.
Sidebar Icon - The Sidebar slides into view when clicked, otherwise stays hidden by default. This is to make sure to give you as much viewable display area as possible.
Worklist - The Worklist will show all Items that you have placed a Pin beside. It acts like an old school “tack board”, showing you the most pressing Items to work on first.
The Worklist Button - Placing a Pin on this Item will move it to the Worklist.
The Edit Button - Lets you add additional details to the Item as needed. As always, the more information you can add to your Object, then better off you are in the long run, especially when it comes time to recall important information about your client or meeting.
Add Link - Linking a new or existing Contact, File, Task or Note to a Company or Project can be a really powerful tool.
Add an Activity - Choose to add a New Appointment, New Note, New Form or New File, all of which are viewable under the Activity section of the Home Screen.
Subtasks - Subtasks can be assigned to your Item from here.
Reminders - It is always a good practice to set a Reminder to your Item. You don’t want to miss that important meeting.
Status - This refers to whether your deal is considered Open, Closed, Lost or Won.
More Details Button - There is a lot of information you can add to an Item beyond the default settings. Remember, the more detail you can add to an Item, the more it will help you build and maintain client relationships.
Additional Actions - you can tap to add this Item to your Inbox or Worklist. Choosing to add the Item to the Worklist from here acts just like the Pin icon at the top of the app, adding this Item to your list of “really import things to do today”.
As a business owner, you need to know where to find information quickly, keeping you on track and focused. If an app is too complicated, or difficult to navigate, it’s purpose is lost.
The Daylite app is easy to use, with a lot under its hood.
Organized peace of mind.
If there is one thing that all successful businesses have in common, it’s the ability to organize. Having a reliable system to stay on top of your new business as it comes in is very important.
By Integrating all of these different parts of your business together under one app, you can proactively manage new customers and drive revenue targets, whether you are at the office, at home, or somewhere in between.
Assigning one Category but different Keywords to Daylite helps you segment your Contacts, which you can then use when doing a search. Each of the Object types in Daylite can be given one Category but multiple Keywords from a pre-determined list. These lists can be customised according to the specific client’s business requirements.
This would let you know they are part of your newsletter mail out, require a Christmas card, or were part of the webinar you ran to attract new customers. Now each time you run a search using any of these Categories or Keywords you will see a list of your customers (Category) who receive your newsletter (Keyword).
Congratulations, you have successfully segmented your database.
Daylite allows you and your team to collaborate and manage Projects more efficiently, no matter where your business takes you.
Create and organize multiple Tasks within a Project, set deadlines, assign responsibilities to various team members, and track Projects from the first phone call to the last handshake.
Pro Tip:
Your Daylite Project is the go to location to find the latest emails, Notes and next Tasks that need to be carried out to move the Project forward. You can define Project milestones so everyone gets a sense of where you are in the Project compared to other online Projects.
Do you need help prioritizing your Tasks in a Project?
Daylite has you covered.
Are your work and personal calendars speaking the same language?
If you have ever missed an important meeting because your calendars don’t talk, then Daylite may be the perfect solution.
Daylite keeps your calendars organized, so your business runs more smoothly.
It integrates your calendar accounts together, tying these parts of your business under a single umbrella, so your calendars are no longer separate entities, but integral parts of the Daylite experience.
When it comes to managing the emails that come into your inbox Daylite has you covered.
Daylite’s well laid out timeline enables you to stay up to date with all of the latest developments as they happen. The timeline shows your Emails and Notes in chronological order under the Activity Pane..
What do People, Tasks, Email, and Projects have in common?
It’s called Linking, and it gives you an edge over your competition, and helps make you shine in your client’s eyes.
Traditional CRM software only let you access one of these categories at a time. They tend to act as a repository for some of your business needs, but they don't always show you the bigger picture.
Here are some of the links you can create:
Linking a Person to a Company
Define a Job Title (Senior Marketing Manager) and Role (Marketing)
Linking a Person to another Person
Define a Relationship between them (Married or Works With)
Linking a Company to a Company
Define a Relationship (Is a subsidiary of)
Let’s face it, staying organized can be very challenging.
Every day you have to deal with phone calls, emails, meetings, projects, and so much more.
For many of us, setting tasks is second nature. We set short term tasks for ourselves every day, and set longer term ones to be accomplished next week, or next month, or next year. Sometimes we are able to check those tasks off our list, and sometimes we end up re-evaluating them. The trick to being successful is having an easily accessible & reliable place where where you can see all of the tasks that you have set yourself.
This is another area that Daylite excels in.
Daylite’s Task management lets you set Next Actions, which is needed to progress things forward. you can filter by User, Category or Keywords, and since Tasks are built right into Daylite they are an excellent way of keeping track of everything that needs to be done.
Daylite lets you contextualize your Tasks, linking them to People, Notes, Objectives, Projects and more. You can also link Tasks to an email, with the help of Daylite Mail Assistant. This means you do not have to look in other apps or documents to find out the details about the Task in hand.
Once a Task is linked it provides vital information about that Object.In this section we will explore in detail how Tasks work in Daylite, and as always, show you how Tasks can work for you.
Have you ever stopped to think about how many people you interact with in a typical work week?
People form the very foundation of the Daylite environment.
Daylite lets you record detailed information about your Prospects and clients. As an example, you could create a Contact with multiple emails, phone numbers, addresses, social media links, general details such as hobbies, birthdays, or their children’s names, the Company they work for including any job titles, and the list goes on.
Most importantly you can connect People together to create Relationships. For example, you can link family members together and define their relationship to each other, or link an Executive Assistant to the Manager they work for.
Selecting People from the Sidebar will give you a list of everyone in your Daylite system.
These are organized by First Name, Last Name or Category they were created in Daylite . At the bottom of the list you can see the total number of people that you have in Daylite.
You can also Filter by Category and Keywords, both of which can be created in the Details Pane.
Selecting + New Person from the New Object Menu adds a New Person card for you to begin entering information. Remember to enter as many details as you possibly can to your Contact records, as this will help facilitate stronger relationships over time, and is important regardless of whether it’s a prospect, a client, or a vendor.
The basic entry is first name and last name field.
Tap the > and then tap More, as this is what expands your field to include information such a prefix or middle name.
Pro Tip:
By splitting the first name and last name into separate fields, it allows you to easily find & sort information by both first and last name.
If you interact with a lot of people it can be beneficial to add a profile picture.After all, it always helps to put a face to a name, especially if you have a meeting coming up. Having a profile photo can jog your memory and help you remember who you are speaking with.
When you add a Person to a Company by linking, the linked Company will be displayed in the Person’s details card.
You can do this by clicking + add company, and then selecting the Company you wish to link to your New Person record.
Once you have linked a Person to a Company you have the option to further define the nature of the link by adding a:
Role from a drop down list that is customizable
Job Title
Department
Category
Category is considered the primary way of defining the types of people that you interact with.
You may only assign one Category to a Contact.
Examples of Categories could include Prospect, Client, Lead, Personal, or Vendor.
Keywords
Keywords act as tags that are added to a Person or other item in Daylite for iOS.
You can add multiple Keywords.
A good example of a Keyword for a Person might be “Newsletter recipient” or “Lead Source-website”.
You can add multiple phone numbers, emails and physical addresses to a Person’s contact card, and give them different labels such as Work, Mobile, and Home. To add additional labels tap Edit.
Adding Fields
You may have a need to store additional information in a Person or Company card that is not included in the default fields. These additional fields include birthdays, anniversaries, details and more. Tap Edit, then scroll down the Person record to + add field.
Owner
Every item in Daylite has an Owner. When a user creates a Person in Daylite will automatically be set as the Owner. The Owner can be subsequently changed to another user when creating the item, or at a later date. As an example, this can be useful when assigning accounts to members of your sales team.
Permissions
Permissions are an important business tool in Daylite for iOS, that allows you to select who has card access.
You can decide if the card is visible to everyone in your company, select individuals, or just the Owner of the card. You can choose either:
-Public: visible to all
-Private: only visible to the owner
To change your Permission settings, tap Edit > permissions and select which permission is suitable.
Modified By, Created By and Date Created
After a record has been created, any modifications that are subsequently made to the record will be shown. You cannot edit the modified date.
The User who created a record and the date it was created in Daylite is also locked down and cannot be changed like you can with Owner.
Your ability to link one piece of information to another is an incredibly powerful tool, and is one of the many ways that Daylite for iOS shines. When you link information to a Person record, such as a new File, Note or Meeting, you are adding it to the Person’s timeline history. You can view the timeline history by tapping the Activity. The Activity Pane is chronological, and offers a complete record of every interaction you have had with the Person since the record was created.
You can link information to the Person record by tapping + Add Link. You can link a Person, Company, Project or Opportunity to the Person record.
The age of little yellow sticky notes posted all across your computer monitor may be a thing of the past, but the idea is still a sound one. In Daylite these are called Notes, and they are an excellent way of recording your thoughts, observations and updates.
Attaching Notes to an existing Object is the most efficient way to link comments about a meeting, a Person, an Opportunity, or a Project. A Note should always be linked to the currently selected Contact, Opportunity etc. It does not just exist as a Note all on its own.
Daylite encourages you to link Notes to your Objects, which helps add context to the Object, and can be viewed in the Object's Activity timeline.
As an example, let's open Charlotte Palmer's Contact record and select New Note from the Activity Pane.
If your Contact already have Notes linked to their record, such as Allura Vaughn's record, you will be able to see how many have been attached. Tap on Notes to either view existing Notes, or create a new one.
Now fill in the Note.
In this case, we sat down with Allura and disussed the expaansion of her current buildings by renovating her parking garages. The Note is a great place to add some details or thoughts about the meeting, such as Allura being a vegetarian. This is important because when we are scheduling a follow up lunch, we can book a reservation at Stacy's, which is a fabulous vegetarian restaurant. Be sure to add the category and any links or files to the Note.
When a new Note is created it is helpful to add a descriptive title. This title is searchable, which is why you should give as much information in the title as you can.
The date and time is automatically added to the Note when you create it. You can adjust the date and time of the Note in the Edit mode. This can be helpful if the Note relates to something that happened on a different date.
You can use existing Categories, or use Settings > Categories to come up with ones that fit your use case.
Segmenting your Notes using Categories is an excellent way to keep organized. Using proper Categories to help segment Notes also helps when it comes time to use the Quick Search field.
Here are some examples that you could use as Categories:
Meetings
Reference
Checklist
Wish Lists
You can use existing Keywords, or use Settings > Keywords to come up with ones that fit your use case. Try to group them together so they don't get out of hand. For example, if you were to group your Lead Sources together:
Lead Source: Website
Lead Source: Word of Mouth
Lead source: Introducer
Lead Source: Existing Client
You can link the current Note to any other existing Object in Daylite. For example, you could link the Note to one or more Contact or perhaps an ongoing Project.
It’s not enough to simply create a Calendar entry and wait for it to pop up and remind you about an important meeting or appointment. You need to know how everything ties together, and you need to be able to access that information quickly and easily. This is called Linking, and it is one of Daylite’s greatest strengths.
One of the great advantages of Daylite is that it lets you connect the common threads together in a meaningful and productive way. You can do this quite easily when creating a brand New Appointment, or by selecting an existing Appointment and scolling down until you see Activity.
The first set of Items you can link to your Appointment are located under the Activity section of the Appointment card. From here you have the option to create a New Task, New Note, New Form or New File. These activities are then linked to the Appointment chronologically.
The second set of Items you can link to your Appointment can be found by tapping Edit, and then scrolling down until you see Linked Items and select + add link.
You can then choose to link your meeting to a Person, Company, Project or Opportunity.
It is really important to understand the difference between using the New Object (+) button and using the link to… feature in Daylite.
By selecting the New Object (+) button you are creating a brand new Appointment, Meeting or Task from scratch. It acts completely independently from whatever Object you are currently viewing, meaning you could be looking at something in your Calendar, and decide to create a New Task that has nothing to do with the Calendar.
As you become more comfortable using Tasks, you may find that certain fields need to be altered to better suit your business needs. This can easily be accomplished by accessing Settings > Edit Cards > Tasks and then customizing your Fields .
Here is is list of the other fields that you can use for your Tasks. Check any of the boxes to make it a default field that is available for all Tasks.
This is available as a default because it is the simplest way to categorize your Task types. The Category field only lets you select one choice from the list.
This field is automatically populated for you when you check a Task as done, however you are able to edit the end date.
This field estimates time each Task will take to complete. This can help you make decisions when choosing which Tasks to tackle during your working day. Some people find it helpful to add a period of time that should be allocated to achieving the Task. This is known as Estimated Time, and is helpful when choosing which Tasks to work on. You might only have 20 minutes so you would choose Tasks that are estimated to take 5-10 minutes to complete. When you have more time available you could tackle Tasks that are estimated to take longer, such as an hour or more.
Files can be added to most objects in Daylite and Tasks are no exception. This is helpful if you want to link a document that is relevant to the Task or you might add a URL link to a specific web page.
This is an optional text field that can be used to signify the location where the Task might be carried out. This field can also be used in Appointments. You can create a list of pre-defined Locations that will be selected from a list or you can add a custom location.
Set your priorities on a scale of 0 None, 1 High, 2 Medium, or 3 Low.
This field is the date that the Task was started. By default this field is not populated automatically but you can customize Daylite to add it when you create a New Task.
To set the start date automatically navigate to Settings > Default Values > Tasks > Automatically set start date = Yes. This will add a Create Date that can be edited later if required.
This menu cannot be edited by the user. When a Task is created it is given the status of "Open", and when a Task is checked off it is given a status of “Done”. The user can also change the status to “Cancelled” or” In Progress” if required.
This is also a menu that cannot be modified by the user. The default is “To Do” and there is no option to change the default from the Default Values section of Settings. The user can change the type of Task if required but it may be quicker to use Categories to define the type of Task instead. This field is normally suppressed when you first use Daylite.
The first thing that probably springs to mind when considering importing data is “how do I get all of my business contacts and other information from my old system into Daylite”. There is no denying that importing a Contact’s details is really important, and the last thing you want is to lose any of their information.
You can choose to import existing People or Company data from your Contacts app into Daylite for iOS.
Importing People and Companies From Your Existing Contacts App
If you wish to import a People contact record into Daylite for iOS, select Contacts > People from the Daylite Sidebar, then tap the + button and choose Import from Contacts App.
If you wish to import a Company contact record into Daylite for iOS, select Contacts > Company from the Daylite Sidebar, then tap the + button and choose Import from Contacts App.
Pro Tip:
It is important to be concise to avoid errors. Try to remove any duplicated data from your Contacts app before importing it to Daylite for iOS.
Select from the Choose a Category menu and then tap Select Contacts.
Choose the Contacts you wish to import. You can choose more than one at a time. These Contacts will be added to Daylite for iOS as a brand new record.
Get directions to the location in Apple Maps
Copy the Mailing Label to the clipboard so you can paste it into a letter or email.
Has a client called you unexpectedly and you need to pull up their personal information?
Or maybe you have an upcoming Appointment and you need the address so you won’t be late.
Whatever the reason, Daylite’s search function has been designed to help find what you need at a moment’s notice.
Daylite searches absolutely everything related to your inquiry as you begin to enter information into the search field. This means it is not just looking for people's names, but actually scanning through your entire Daylite database.
Daylite does what is known as a deep search across multiple Objects. This means it will search the name of People, Companies, Tasks, Opportunities, Projects, Notes etc. It will also do a search of addresses, details, and locations, as well as search through the contents of notes, emails, and more. This means that more often than not you can quickly find something in Daylite just by typing in a single word that is associated. The more content you add, the more likely you are to be able to retrieve information later.
For example, you may not remember a Person's name but you might remember something about them, such as the place you met, a topic of a conversation, or the contents of an email. If those details are in Daylite you will be able to find them again easily. Daylite also uses what is known as clever logic to bring recently accessed information to the top of lists. Let's say you recently spoke with Allura Vaughn on the phone. During your call you decided to add a Note or a new phone number to her Contact record. When it comes time to contact this person a month from now, you might not remember her second name, but Daylite will bring Allura Vaughn to the top of your search because her Contact record was recently modified.
By utilizing partial searches properly, you will be able to find what you are looking for in Daylite, even if you aren’t entirely sure of the exact spelling or location. You could refer to partial searches as “casting the net”, because when you only type a few characters, Daylite’s Quick Search will begin to pull from everywhere, which means your search will be quite broad.
As an example, even if we just start by typing the letter e into the search, Daylite would begin searching through People, Companies, Projects, etc, looking at the most recent entries first that have the letter e in them, and then as more characters are typed in Daylite will refine the results.
You can also use the more option in the Quick Search field to show a full list of People who have the letter “E” in their name.
By learning to cast your net, you can easily find the information you need, and you may discover something new along the way.
Two additional examples of using Daylite's search capabilities effectively:
Your partial search for Fish finds one of your clients named Charlotte Fisher, who you need to email a quote to, but it also brings up another Contact in your database named Chips Hardy, because you have mentioned that Chips Hardy like fish in his details.
By typing Watermill into the search field and it lists two different People. Each of them work at a company called Wartermill. This is an example of being able to locate the right People even though you do not know their names, you just know the Company they work for.
Searching by Description means grouping your Contacts by the information contained in their Details field. The Details field is customizable, and allows you to add information about a Contact such as their job title, company size, or specific interests.
Using the Details field as a means of searching comes with a warning however.
Searching by Details is only as effective as the information that is added into the Details field. Each user is different in their level of diligence, meaning your search is only going to be as effective as the information contained in the Details field itself. Some users might add lots of information to the Details field, while other users may leave it woefully empty.
Searching your Contacts by Description can help you to create targeted marketing campaigns and much more personal emails that show you are listening to your prospects and clients.
To search by Description in Daylite, simply add any additional information here:
Learning to filter your search is a really important step in your Daylite journey. By refining your search parameters and learning to filter your searches you will be able to find exactly what you are looking for quickly and easily.
The Filter icon appears at the top of the Daylite app. It shows you relevant lists of searchable parameters depending on the context, or where you are working in Daylite. This means you only see options that relate to where you are.
For example, if you are looking at People or Companies, Daylite will let you filter by Category and Keywords.
The search parameter list would change depending on which Object you are viewing.
Try to make it detailed enough that you would know exactly what the meeting is about from a single glance.
You can define the start and end time of a meeting by entering in the times manually or by actually moving the event on the Calendar window. Please note that the duration is calculated for the start and end time by default, but you can specify the actual duration by adjusting the end time accordingly.
By default, Daylite creates it's own Appointment, allowing you to link important information to it. You can however create the Appintment in another app, such as Apple Calendar or iCloud.
Choose the type of meeting that you are having. These may include a client meeting, a vacation, a personal appointment or others.
If your appointment is in person, try creating a hyperlink to the address so people can use Maps to find it. If your appointment is online, try adding the meeting link.
Filling in details helps you come prepared, whether it's remembering a report or bringing ideas to the table.
If you use a scheduling system in conjunction with Daylite then this feature will be important. If you set a Time Block event the status will be set to Busy by default. If you set an All Day event the status will be set to Free by default. This actually makes sense as there is no set time period for an All Day meeting. You can manually change this status as well, simply by clicking on it.
When you create a new meeting in Daylite it is given a Confirmed status, however this status can be changed by the user to one of the other options in the list below.
This can be helpful if you want to keep the meeting in the calendar, but want to indicate that it was cancelled or postponed. In this case the meeting title will have a strike line through it.
Appointments come in all forms, like Video, Phone Calls, Events, or Meetings. When creating an Appointment in your Calendar, you can add a description that will signify the type of activity it is.
Delegation is an important part of seeing the "big picture", and helps take some of the weight off your shoulders. When you delegate an Appointment to another user, you are still able to see it in their Activity Timeline.
The user that creates the Appointment is automatically specified as the Owner, but you can change this selection to a different user. As an example, this could be very helpful if an account manager were to leave the company, and you needed to re-assign their accounts, including upcoming Appointments, to others in the sales department. If you assign a different user, then you will no longer be able to view this Appointment.
By setting permissions, you can give specific people or departments access to this Appointment. For example, if your Human Resources department sets up an in-person Appointment to interview a potential new hire, you can specify that only you and HR can view this Appointment.
Creating a repeatable Appointment can save you time, and prevents you from forgetting those monthly reviews.
Daylite can remind you about your upcoming meetings. A reminder can be manually set each time an Appointment is created, or you can choose to have Daylite do this automatically. As a default a new Appointment will remind you with a sound 15 minutes before the meeting is due to start. It is also possible to set more than one reminder per event. You could have one reminder set to trigger on the day before an event and another one that triggers 15 minutes before the event is due to start.
Whether your Appointment is online or an in-person, adding your invitees alerts them to the Appointment, and lets you know if they will be attending.
Do you require a projector, televison or printer for your big presentation? Booking resources is an important part of being prepared.
Daylite enables you to connect different contextual items together in a meaningful and productive way. You can tap on the linked Item and it will take to that record. You can link People, Companies, Projects and Opportunities to this Appointment.
There are three truths in the business world that are immutable.
Meetings should always start on time.
A “hard stop” should mean just that.
Somebody will always forget how to mute their microphone.
Although we cannot help you with getting everyone to mute their mics during a Zoom call, Daylite Calendar does help you to be more efficient when it comes to time keeping and meetings.
There are specific attributes that are common to all Calendar Types:
Title
Date
Segmentation (Category/keyword)
Single or repeating occurrence
There are several different types of Calendar entries that you can choose to create.
When you create a Meeting you can:
Add Invitees.
Define or Reserve a location, such as a restaurant or meeting room.
Reserve a period of time during a day in your Calendar.
One or more Reminders can be set for a predetermined time prior to the meeting.
If this is a face to face meeting then you might book an office room or perhaps a table at a restaurant. If it is a virtual meeting then you can put the meeting link in the location field.
When you create a Appointment you can:
Reserve a period of time in your Calendar.
Define a Category/Keyword.
Busy or Free.
Single or repeating Occurrence.
An Appointment is the same as a Meeting in that it blocks off a period of time in the Calendar, but it differs slightly.
When you add an Appointment to your Calendar it should be an activity that you are scheduling with yourself rather than inviting other people to join you. This might be time that you set aside for doing research, writing a report or working on a proposal. Additionally you might schedule regular appointments to block out time for a 2 hour weekly review on a Friday, or prepare monthly sales report on the last Wednesday of each month.
When creating an Event you can:
Reserve a period of time during a day in your Calendar.
Reserve a date in the Calendar.
One or more Reminders/notifications can be set for a predetermined time prior to the meeting.
Define a Category/Keyword.
An Event, or as it sometimes called “an all-day event” is an activity that differs from Meetings and Appointments because it does not have a start and end time, but rather lasts for 24 hours.
This type of event could include:
A trade show
A public holiday
Dress-down or Half-Day Fridays
You can decide whether you are Busy or Free for these Events. If it is a birthday or other life Event you might choose to still be available in your Calendar, however if it is a seminar then you may wish to set the Event as Busy so no other meetings are arranged at the same time.
Pro Tip:
Daylite events do not have a start time or an end time, so any Reminders should be set to trigger at a specified date and time prior to the Event.
Have you ever created a meeting in your Calendar, entered the time, the date, and maybe an alert if your remember to, and then found yourself scrambling when the alert goes off and you suddenly realize you need to reschedule because something else has come up?
If this sounds familiar, then Daylite can help.
Daylite Calendars are unique in that you can link People and Companies to them. You can see at a glance any upcoming appointments, and past meetings you have had with People will appear on their timeline, plus when in Calendar view you can tap the Appointment to obtain information such as when you are meeting, phone number, address etc.
You can also view any Tasks or Objectives that have been linked to the Appointment.
This means you do not have to go looking in other places for information on who you are meeting with. It's all in one convenient place.
You can view your Calendar by Day, Month and Year.
Clicking on Today will centre the calendar on the current day of the week. Selecting the < or > icons will advance or retract the calendar by one week.
Daylite really only has two types of Calendars.
There is your own Calendar, and there are any Calendars belonging to others in your company.
My Calendar is a personal or business calendar that shows the calendar entries for the person who is currently using Daylite.
It shows:
Calendar items owned by the current user.
Calendar entries the user is linked to.
Calendar entries that are delegated to the current user.
This Calendar also contains all the Tasks and Objectives that are specific to you.
All Calendars are the Calendars of other users. For example, these other users could be members of your sales team, or a shared calendar for booking a meetng room.
It shows:
Calendar items owned by the other user.
Calendar entries the other user is linked to.
Calender entries that have been delegated to the other user.
Daylite's ability to link information together and present it to you cohesively is our greatest strength.
Linking an item to your Appointment, such as a Task or a File, helps keep everything organized and easy to see, because it's all located in the Calendar view.
You can choose to link items at the time you create the Appointment, or add them to the Appointment at a later date. To link an item to your Appointment, select New Task, New Note, New Form, or New File, located under the Activity section of the Appointment.
You can also choose to link a Person, Company, Project or Opportunity to the Calendar Appointment.
Tap Edit, scroll down to Linked Items and select add link.
You can choose to display Tasks and Objectives that are linked to an Appointment in the Calendar. These are displayed according to due date.
Each Task or Objective shows a Status of Open when created. This Status can be changed by selecting the Task in your Calendar and tapping Edit.
You can choose from:
Open: The Task will remain in your Calendar, dispayed by due date, until you have either completed it, or changed it to a different status.
In Progress: You are currently working on the Task.
Pending: If you have set a series of Tasks to be completed, but you are waiting for the client to give their go ahead, these Tasks would be considered pending.
Deferred:
As with a Task's Status, you can also update your Appointment's Status by tapping your Appointment and selecting Edit > status.
You can set the Appointment's Status to Other, Tentative, Confirmed, Postponed, Completed or Cancelled.
Each Person’s record has a date field for their birthday and/or Anniversary.
By adding a birthday or anniversary to someone’s Contact card you can have it display in the Calendar with an icon. It is important to note that both Birthdays & Anniversaries show the same icon.
The whole purpose of Task Management is to ensure that nothing falls between the cracks, and nothing gets missed.
Simply put, to be successful you have to make a list of Tasks and then make sure you regularly go back and look at that list.
If you do this each day, you can then decide which Tasks you should action now, which Tasks can be done another time, which Tasks are no longer relevant, and which Tasks have been done. This is sometimes referred to as a review.
The Tasks section can be found in the Sidebar. Tasks are grouped by:
The Inbox shows all the Tasks that have not been assigned to an Objective. Ideally, the Inbox should be empty, and it is a good idea to periodically sift through your Inbox and assign Tasks to the appropriate Tasks List.
The definition of a Worklist Task is a task that is opened by the current user and is not yet done.
This is a list of any Tasks that has been given the status of Worklist, which means it is flagged as a Task that has a raised importance above other Tasks. A Worklist Task will also appear in the middle panel of your Today Screen.
When adding a Task to Worklist the checkbox turns orange, and the Task is moved from the Due section to the Worklist section. Some people set a series of Worklist Tasks at the beginning of the day and these are then worked on during the day.
Check the Pin icon on any existing Task to upgrade it to a Worklist Task. The Pin becomes a solid colour and the check box goes from black to orange.
This shows a full list of all Tasks that are owned by the current user or delegated to the current user and are not yet done.
Tasks that don’t have a specific due date can be set as Due Someday. These Tasks can be reviewed and updated with a corrected due date as needed.
These display Tasks grouped by either assigned Categories or Keywords.
This will display a list of all Tasks that have been delegated to or by the current user. This is an excellent way to have oversight of all Tasks you have asked other users to do.
This will display a full list of Tasks that have been marked Done by the current user and sorted by the Start date. This view may not be used very often, but you may find it is helpful to get a full list of the Tasks that have been completed recently.
Adding a file to your Task is a great way to help keep everything organized and easy to find.
You can link multiple files to a Task, such as wedding co-ordinator adding the happy couple's "must haves", venue and menu quotes, DJ's music playlists, tuxedo rentals, and more.
To add a file to your Tasks, simply select the Task and tap New File.
Next, select what type of file you would like to add.
You can Choose Photo, Take Photo or Choose File.
Finally, if you are choosing to add a File, select where the file resides.
Locations could include iCloud, Adobe, Google Drive, or your iPad or iPhone.
Linking gives you the ability to connect related information together, sharing the knowledge between two pieces of data.
You may have several Contacts at a single Company, or have multiple Contacts linked to a single Project. Perhaps you have an upcoming meeting with multiple stakeholders, all of whom are involved in the Project you are presenting. Do you know what role they all play?
One of the most important and unique features of Daylite is its ability to easily link relevant information together.
Typical examples of linking might include:
When you create a new Company record it is really easy to also link the individual people who work there. This is helpful as you may have a Company with multiple People at various levels that you want to keep in touch with.
A company may have employees from different departments that you or your team interact with on a regular basis. Daylite can help your remember Contact details by linking People directly to Companies.
As an example, you approach a potential company that you would like to do business with and speak to a Marketing Assistant, who gives you the name of the Marketing Manager at the same company. You now have two people at the same company. Both People can be linked in Daylite to that Company.
Select Companies under the Contacts section of the left sidebar, then tap the + at the top of the app and choose either New Company to create a brand new Company record, or Import from Contacts App if you already have the company in your Apple Contacts.
Thanks to Calendar Integration, Daylite syncs with other calendars such as Apple Calendar, Google Calendar, and Microsoft Outlook. This allows users to view and manage their Events and Tasks in their preferred calendar app.
By utilizing Daylite’s Calendar Integration feature, you can:
Display other calendar accounts in Daylite.
Display Daylite Calendars in other apps.
To set up Calendar Integration, navigate to Settings > Calendar.
Welcome to Daylite.
Daylite helps your business run more smoothly, by acting as a comprehensive, unified system that can help in many aspects of your business’s day to day operations, no matter where you are.
Thanks to it’s focus on centralized management, Daylite is a highly customizable application with a wide range of capabilities that make it easier for you to spend less time running your business and more time doing what you love.
To help support you in becoming comfortable with everything Daylite has to offer, we have created Daylite Fundamentals specifically for your iPad, to help unlock Daylite’s true potential for your business needs. Daylite Fundamentals is divided into easy to follow sections designed to show off new ways of streamlining your business using Daylite’s integrated tools. We’ll explain why and how each of these tools fit into the bigger picture of organizing your business more effectively. Daylite interconnects these tools, but in a slightly different way than on your Mac, to help keep your business better organized.
These tools include:
As a small business owner it can be difficult finding time to fully explore all the different ways Daylite can help save time and money by assisting you and your team to work more effectively.
Single or repeating Occurrence.
Busy or Free.
Done: When you complete a Task and mark it as Done, the Task is automatically removed from the Calendar view. It can still be seen and edited under Tasks > Done in the Sidebar.
Cancelled: When a Task is marked as Cancelled it is automatically removed from the Calendar view.
Whether you are a visual or hands on learner, Daylite Fundamentals offers a chance to really discover how Daylite for iOS can support your business, without being tied to your office.
Are you ready?
Let’s begin…
Having multiple People records linked to a single Company record. In this way Daylite shows the number of people who work for a Company.
Linking two People together to indicate that they are related in some way. This is called a Relationship.
Linking emails to a Person in Daylite through Daylite Mail Assistant.
By using + Add Link, you can either create a new Person in Daylite and link them to the currently selected Person, or link two existing People in Daylite.
This produces what is called a Relationship between the two Contacts.
There are two types of Relationships when it comes to Linking.
The first Relationship is called a hierarchy based relationship. This is most often found in a work environment. As an example, David has an assistant named Stephen. This relationship also means Stephen is the assistant of David, depending on which way you are looking at this record.
The second Relationship is called an equality based relationship. This is usually found in personal relationships, such as Toby is the brother of Susan, which also means Susan is the sister of Toby.
You can also assign relationships to Companies, by linking one Company to another just like you would with equality and hierachical relationships.
As an example, Sunshine Consulting is the parent company of The Dreamers, so you would select + Add Link, scroll down to companies, add The Dreamers to the Sunshine Consulting record, and select is the parent company from the list of menu options. Remember to press Save when finished.
One of the really neat features in Relationships is when you select how Sunshine Consulting relates to The Dreamers, Daylite automatically assigns the opposite relationship to The Dreamers.
So...
If Sunshine Consulting is linked to The Dreamers as the parent company, then The Dreamers is now automatically linked to Sunshine Consulting as a subsidiary.
You could also add a new Person to a Company record which would be linked to the selected Contact. This would produce what is called a Role and Job Title that the person would play in the company.
A Role is chosen from a pre-defined drop down list in Daylite, and represents what they mean to us at that company.
A Job Title is usually what would be written on their business card, and is how they see themselves. As an example:
Role: Sales
Job Title: Senior New Business Executive
This enables the user to search more reliably for specific People and their Role or function at a company.
Using the same method, you could create a new Project that would be linked to the selected Contact. This will then let you set a Role for the person to play in the Project.
You could create a new Opportunity that would be linked to the selected Contact. This will then let you set a Role for the person to play in the Opportunity.
Daylite allows three types of Roles:
Project roles
Opportunity roles
Company roles
If a Person in Daylite is linked to each of the above then that Person could have three completely separate and different roles.
For example, Mike has the role of Chief Executive in the Company, the role of Decision Maker in an Opportunity and the role of Project Lead in a Project. This context can be reviewed in Settings > Roles & Relationships.
When viewing these Roles and Relationships in Daylite you will notice:
Company Roles use a Building icon
Opportunity Roles use a $ icon
Project Roles use a hammer icon
In the screenshots below, you begin to see how this all ties together, as your primary Contact has been linked to two different Companies, including their Role at one of them, linked to an Opportunity, linked to a Person, including their Relationship, their most recent Activity with you, and finally, linked Tasks, Appointments and Notes. You would also be able to find any emails that had been added to Daylite, as well as any Forms or Files that had been attached to the Contact record.
All in one place.
Company Name- Make sure to list the full legal name of the company.
Company Logo- This really helps make the company stand out in your contact list.
Keywords- A Keyword tags the company that you’d like to quickly reference when reviewing a record. A Keyword can note any term or phrase to help group records together. Keywords are also unlimited.
Category- Your company contact can only have one category at a time, and each category is colour coded. Categories may include Prospect, Client, Lead, Personal, Vendor, or anything else you need.
Industry- This field helps you stay organized if your business deals with more than one type of industry. There are 3 separate industry types: Industry, Company Type and Region.
Phone Numbers- Business numbers, mobile work numbers etc can all be recorded here.
Address- PO Box addresses, Street addresses, Registered office addresses etc.
Web Page- Does the business have a webpage? This is useful for doing research on a prospect before contacting them, and may help you keep current on anything new their business may offer.
Details- Notes about the company such as “moving offices to xxx in Sept 2023” or directions to the office.
Owner- The user who has created the Contact record is assigned as the default Owner. This can be edited to other members of your team if desired.
Permissions- You get to decide who has access to this information. Is it Public, Private, or maybe only Admin or HR can view this information.
Linking Tasks, Appointments and Notes- View things you need to do, upcoming meetings with the client, and any notes you take in regards to this company.
Linking People- This section will undoubtably be the largest one of all. Every person who works at the company should be entered in here. Each person that you enter has their own People record, which is discussed in the previous section. Click on the Company contact, select the People contact you need, click the > symbol to slide over the linked contact’s details, and all of their information will be at your fingertips before you ever call, email or meet them face to face.
Linking Companies- You can link one company to another company and define a Relationship between them.
Linking Projects-You can link Projects to the Company is involved in, and assign a Role that the Company plays in the Project. That Role might be Client, Production, Agent etc.
Linking Opportunities- Are there any open Opportunities that should be linked to this Company? Connect them here to see what you are working on within the Company.
Pro Tip:
Once you have created a Company record in Daylite, then tap + Add Link to link each employee as a separate Contact at the Company, with their own Contact information, Category, Keyword details, addresses etc.
Adding Additional Fields
You may need to store additional information about the Company record that is not included in the default fields. For example, you may want to include details such as a Customer number, or company’s incorporation number, the tax year end date, or Company year end date.
To do this, tap Edit > + add field select the fields you wish to add, then tap Save.
With this feature enabled, it is possible to “overlay” any calendar account that you set up in Settings > Calendar.
To enable this feature you must select Turn On, and then tap which calendars within each account you want to display in Daylite.
Follow these set up instructions to add Daylite to Apple Calendar.
Once configured, you can create, edit, and view Events and Tasks in Apple Calendar. A new Appointment in Daylite will sync to your Apple Calendar, ensuring that changes to either one are reflected in both Calendars.
To begin, you must install the Daylite Calendar Profile in order to display your meetngs and appointments in Apple Calendar.
You will be prompted to accept the profile installation request by navigating to your device's Settings > Profile Downloaded. Select the profile and tap Install.
Your Calendar(s) will now appear in Apple's Calendar app.
By definition, segmenting your customers and prospects means dividing them into groups based on shared characteristics.
But segmenting is so much wider than that. Segmentation is applied to everything in Daylite, not just organizing your Contacts. You can segment Tasks, Opportunities, Projects, Calendar entries, Notes, and the list goes on.
Are you making a call, sending an email or waiting for something to complete?
Why not segment your Tasks by meeting type; organize your day in the Calendar with the help of easy colour coding so that each Task Category signifies a different context.
The true purpose of segmenting your data is that is provides a systematic approach to sorting through all the data you adding to Daylite each day, and offers a reliable means of being able to search and analyse that information.
By grouping your customers and prospects under similar interests, you can tailor your communications to seek out new business or market to your existing customers
The idea is that if you can group, and then target their common characteristics, it may result in higher conversion rates, increased customer loyalty, and ultimately, higher revenue for your business.
New Tasks fall into two categories.
An Unlinked New Task can be created to stand on its own, meaning it is unconnected with anything else, such as Buy batteries at the store.
A Linked New Task is given context by being linked to another Object in Daylite, such as linking the Task to a Person or a Company.
There are a couple of different ways to create a New Task in Daylite.
The first way to create an Unlinked New Task is by selecting the + New Object
Keeping track of information for People and Companies such as names, phone numbers and addresses is just the beginning of Contact Management.
Daylite doesn’t just sync your Contacts to Apple Contacts, it stores a rich wealth of additional knowledge and associates it with other related information.
There is often so much going on, it can be difficult to recall important details about everyone you interact with. Using Daylite is like having a super power that lets you retrieve any information about any of your Contacts in seconds, whether in your office or on the go.
Managing your Contacts in Daylite is very straightforward once you understand what all the buttons and menus do. The simplest breakdown looks like this:
Did you know?
You can create segments based on a wide range of criteria, including geography, industry, purchase history, engagement level, and so more.
Once you have created your segments, you can begin to target your customers with personalized messaging, such as email campaigns, newsletters, or social media ads based on their own interests. Segmenting helps create a more personalized feeling.
Categories are the primary means of segmentation in Daylite.
Every Data Object, such as People, Companies, or Tasks in Daylite can have a separate list of Category types with a colour code.
Segmenting by Categories can help you to organize and manage each area of Daylite more effectively, and enable you to create better targeted and personalized marketing campaigns that resonate with your audience.
Every major Object in Daylite has got it’s own separate list of Categories.
You can define a list of Categories for People, Companies, Meetings, Tasks, Notes, Opportunities and Projects. These lists may look quite different based on your requirements. Your list of People Categories may look quite different from the list of Meeting Categories.
It is also possible to have the same Category for multiple Objects. For example you might have a list of People Categories:
Prospect
Client
Employee
Freelance
You might then have a list of Company Categories:
Prospect
Client
Vendor
Agency
Daylite is a very flexible program that allows customisation in many places. When you first install Daylite you get a pre-defined set of Categories that have been designed to fit most businesses. We recommend that you review these Categories for yourself to make sure they work for you.
Thinking about how Categories will apply to your specific business is an important part of deciding how to best optimize Daylite so it is configured for your business.
Categories are pre-configured in Daylite but can be customized by you.
There is no limit to the number of Categories you can create, but you can only choose one to represent the Object. For example you could select the Category of a company to be a Prospect or a Client but not both.
You can have a unique Category list for each Object in Daylite. People, Companies, Appointments, Tasks, Groups, Notes, and Emails can each have separate Category lists.
A Category can be applied to more than one Object in Daylite. For example, the Category Personal could be applied to People, Companies, Appointments, Tasks, or Notes in Daylite.
You can assign different colours to your Categories.
Categories tend to be the primary criteria for searches . For example, you could filter People with the Category called Client. You can also use multiple Categories in a search.
By selecting Settings > Categories you have the ability to set Categories for any Object you require.
Categories are divided into Active and Inactive lists.
Care should be taken to only select the Object types that are relevant for the specific Category. For example, If you want to add a Category Type called Employee for the People Object in Daylite you must make sure that this Category does not appear in other places where it is not relevant. Make sure that you uncheck the Daylite Objects that are not needed.
Select the + sign to create a brand new Category type.
Choose a colour for your Category.
The Active Box is always checked by default. Deselect if necessary.
Select the Objects that this Category Applies to by checking the boxes on the right hand side.
That’s it, you have created a new Category!
Keywords are a second means of classifying information in Daylite. They are pre-configured in Daylite, but can be further refined or customized as needed.
A typical set of Keywords commonly used for various Objects are supplied in Daylite for new customer accounts. These initial Keywords are intended as a starting point only, and you are encouraged to add further customizations.
Sometimes you may find that specific Keywords simply do not apply to your use of Daylite. We would encourage you to de-activate any Keywords that are not appropriate, as this will make your Daylite system more efficient and remove any potential confusion.
Keywords can be applied to more than one Object in Daylite, and there are no limits to the number of Keywords you can create. Think of Keywords as an Object's @hashtags.
Keywords are referred to as Tags because you can apply multiple Keywords to an Object.
They are applied to an Object in Daylite from a pre-defined drop-down list.
You can only choose one Category, but you can select as many Keywords as you like.
It is not possible to assign colours to your Keywords.
Try not to let your Keywords multiply out of control. After you have been using Daylite for some time you may find that your list of Keywords has brown unmanageable. This can make it difficult to find the right Keywords to use, which in turn may discourage you from adding a Keyword to the list.
We would recommend prefacing similarly themed Keywords such as when describing where your Leads are coming from:
Lead Source: Website
Lead Source: Word of Mouth
Lead source: Introducer
Lead Source: Existing Client
In this way all similar Keywords will cluster together in a list.
Keywords can be also used as the basis for many of your filtered searches. For example, if you assign Newsletter as a Keyword to a Person, you can then filter all the People with the Category called Client, who also have a Keyword called Newsletter.
Keyword Settings work the same way as Category Settings. By selecting Settings > Keywords you have the ability to set Keywords for any Object you require.
Do not use the same naming convention for a Category and a Keyword.
De-activate or delete Categories or Keywords that do not apply to your business.
Avoid making Categories and Keywords available for all Objects when editing.
Categories can have a colour. Try to ensure that each list of Categories has a unique, distinctive colour, such as red for Clients, or yellow for Vacation.
Review all your Categories and Keywords on a regular basis to ensure they are still relevant for your needs.
You can link a New Task to a Person, Company, Appointment, Email, Opportunity, Project, or even another Task, all from Daylite. By linking to an existing Object, you are creating a "to do" list that can be tracked chronologically within the Object itself.
For example, let's say you have an upcoming Appointment with the primary decison maker at ACME Real Estate. Before you meet with them, you want to research their company fully, give examples of the work you have done that lines up with their needs, and have point form questions that you want to ask during the meeting to elicit a "yes" response.
Each of these Tasks can be created easily, by navigating to the existing Calendar Appointment and selecting New Task from under the Activity heading. This links the Task to the Appointment, but would also apply to any Object you want to link to.
Once a New Task is created, it is automatically linked to the Object, and is viewable by tapping either All Tasks or My Tasks under the Activity heading.
It is helpful to understand what each part of a New Task does, and why you should aim to fill out as many sections as possible, because by providing that information now will reward you later.
If you set a New Task "Call Frank to negotiate the price of the deal", the job of calling Frank becomes much easier because his Contact record with phone number is just one click away. Spending some time linking the Task to the right Object will help you when looking back through your Daylite history.
This is a description of the Task. We recommend that you try to give your Tasks fully realized names such as "Find out if John will accept our proposal for the beach photoshoot" instead of "Meeting with John”. This way when reviewing the Task at a later date, you will know exactly what to do. We also want to name Tasks so we can easily tick them off as done. Everyone likes to see a list of Done Tasks in their day. We get an endorphin rush of satisfaction if we complete a Task. You may need to break the job down into several smaller Tasks. As an example, Task # 1 may be to find out John’s phone number, while Task # 2 is to obtain John’s acceptance of the beach shoot proposal. If we do not know John’s phone number (Task 1) then we would not be able to gain his acceptance (Task 2).
Check this box when you complete a Task. Daylite will automatically add an End Date.
If there is any extra supporting information that will not fit in the Task Title this is where you can add additional information or instructions.
You can come up with your own list of Categories and Keywords, or use those that come with Daylite. A good way to use Categories is to indicate the type of activity involved. For example is it an email, a phone call, or something you need to do in the office? You can then use the Category to create smart lists to help sort all of your Tasks into different activities.
This represents the date that the Task is scheduled to be done by. The due date is used to display a Task in other places across Daylite such as the Calendar and the Home View. You should always set a due date as a best practice because then the Task will show on the Daylite Calendar. If you leave the due date blank it limits the chance of you being able to see it again for review, and the Task may be left unfinished. Another reason to set a nominal due date is so that you can get Daylite to remind you about Tasks that might be overdue.
Whoever creates the Task will be set as the Owner. You can change the Owner of a Task so it becomes someone else’s Task to complete and then appears on their Task list, Calendar, Home Screen etc. If you change the ownership of a Task to another user then it is no longer associated with you, the current user, and it will no longer appear in your delegated list or your list of Tasks to do. This means if the Task is completed you would not be notified.
If you delegate a Task to another user then you will notified when the Task has been completed, and the Task is still actually owned by you - the current user. You can then see the list of Tasks you have delegated to others in the Delegated View in Tasks. This is a very useful feature if you are working as a Team in Daylite. You start by creating a Task and outlining the objective. Using the delegate button you can "assign" the Task to another user but still have overall ownership of it. When you choose to delegate you are presented with three options:
You can choose the user to delegate to.
You can add a note to explain why the Task is being delegated or perhaps some extra instructions.
If you decide to check the box called "notify me of changes" the person who has delegated the Task will receive a notification when any changes are made to it.
Linking gives the Task context. If you link a Task to a Person then the Task will appear on the Person’s timelines. This is great when looking back at what you have done with a client.
Adding a repeating Task is a great way to get reminders to do things regularly. Set a repeating Task to remind you to contact your clients and arrange a regular account review. Or have a repeating Task to ensure that you change the entry code for your office building every 6 months. The great thing about repeating Tasks is that the next repeating Task is only created once you have completed the current Task. This means you do not get a long line of similar Tasks stretching into the future when you are reviewing your Task lists.
Setting multiple reminders helps you stay on top of all your Projects, Appointments etc.
Updating your Task status will help keep you focused on the Tasks that need your attention first. If one Task shows a status of Pending, and another Task shows a status of Deferred, you would probably focus on the one that is Pending, as it is more likely to close.
A Task's Type helps define what kind of Task this is, such as a phone call, email, or print media.
Prioritizing your Tasks helps you focus on which one is most important. If you assign a priority of 10 to one Task, and a priority of 5 to another Task, you can complete the more pressing one first, then turn your attention to the lower priorities.
This is a record which stores the date the Task was created and which user created it. This cannot be changed afterwards.
Setting a completion date is optional, however by assigning a completion date to your Task, you have something to reference should the need arise. For example, if you delegated specific Tasks to members of your sales department with a due date, you could reference the complete date to see if the Task was completed on time.
It is possible to define different attributes to control who can View and/or Edit the current Task. If you do not change the permissions then it will automatically be set to Public which means it is viewable by all users. As an example, you might have a Task to arrange surprise party for Steven, who is one of your staff members. By using Permissions you can ensure that the Task is not visible in Daylite to Steven.
If this Task has not yet been assigned to an Object, you may decide to move it into the Tasks Inbox, where it will stay until you want to move it into My Tasks.
Your Task Worklist is where all the really important Tasks live, the ones you consider the highest priority. When creating a New Task, you have the option of adding this Task immediately to the Worklist, which is viewable in the Sidebar under Today.
This provides navigation to enable you to access what you want to work with. The Sidebar lists what we refer to as Objects, and the contents for each Object are called Items.
For example, Contacts in the Sidebar would be an Object, while People and Companies would be Items.
You can create a new Item such as a Person or an Company by clicking the + New Person or + New Company button respectively. This button will change to reflect the Item you have chosen from the Sidebar.
You can link People to a New Company, or add them to an existing Company by selecting + Add Link from the LINKED ITEMS section of the Contact record.
You can also link People or Companies to a People record in the same manner.
Add Roles and Job Titles to that Person, link any emails or correspondence you have had, and fill in any details you like, all of which are searchable.
There are three different Views that you can choose from when looking at Daylite.
Full Screen - this view offers the full Daylite experience, as the app is displayed in either Landscape or Portrait mode. All of Daylite at your fingertips.
Split Screen - This View places Daylite and one other app of your choosing side by side. This can be advantageous if the second app is not part of Daylite, such as planning for a business trip on Vrbo, and then linking it to Daylite once the reservation has been made.
Slide Over - Daylite is overlaid onto a second app of your choice, appearing on the right hand side of your screen in either landscape or portrait mode. The second app is in full screen mode behind Daylite.
The Details Pane shows information about your Contact, which may include things like Category and Keywords. These are useful when you want to search by phone number, address, the Project or Opportunity they are associated with, or who the account belongs to. These details can be altered to reflect your business needs by clicking the Edit button at the top of the Details pane.
The Activity Pane
The Activity Pane shows every interaction you have had with the Contact to date. These activities could include email correspondences, follow-ups, reminders to send proposals, meeting notes and calendar appointments. The Activity View lists all these interactions chronologically by time, day and year.
What is an Opportunity?
Simply put, an Opportunity is when one of your Contacts expresses an interest in a product or service you offer.
For example:
Your Contact talks about a budget amount for an upcoming project they are considering.
They talk to you about a proposed deadline.
They ask you detailed questions about the services or products that you offer.
All of these could be considered buying signs, and may indicate your client is interested in becoming a customer. Before that happens though, they are an Opportunity.
Daylite Opportunities help gather all kinds of information about your Contact such as:
Name, address, phone numbers, email addresses
Details such as birthdays, hobbies, or interests
The Roles held by People at their Companies
Tasks, Meetings & Notes that you want to add
When you create an Opportunity in Daylite, it not only contains all the information relating to the Contact, but it also ties directly into the rest of Daylite, which means it can be accessed anywhere in Daylite you happen to be, at a moments notice.
We will go through each part of a New Opportunity so you understand why it is so important to fill out as many sections as you can.
Try to be as descriptive as possible so you will know at a glance what this Opportunity represents.
The Value is the an estimate based on what is known at this point in time. A high value Opportunity could be considered more important than a low value one.
This is a measure of how likely the Opportunity is going to be Won. The Probability does not affect the value of the Opportunity.
Another important factor is the forecasted close date. This represents the date, based on your knowledge & experience which is continually revised, when the client will actually decide to agree to your offer and you win the opportunity.
Be sure to include relevant information to the Opportunity. Be concise.
These are colour coded, and would usually reflect the name of the of the service or product that your business offers.
You can assign multiple Keywords to an Opportunity.
When creating an Opportunity you can add a description that will signify where this Opportunity came from, such as online, phone call, trade show, etc.
Opportunities are set to Open when first created. Unlike other areas of Daylite, these drop-down headings cannot be modified.
Seting a start date for your Opportunity helps you keep track where an Opportunity is in your Pipeline, and helps establish a healthy follow up schedule.
Each Project you undertake may have multiple Pipelines, and each Pipeline will have multiple Stages to be accomplished before you can move on.
Delegation is an important part of seeing the "big picture", and helps take some of the weight off your shoulders. When you delegate an Opportunity to another user, you are still able to see it in their Activity Timeline because you are still the Owner.
The user that creates an Opportunity is automatically specified as the Owner, but you can change this selection to a different user. As an example, this could be very helpful if an account manager were to leave the company, and you needed to re-assign their accounts to others in the sales department. Once you assign a different user as the Owner, then you will no longer be able to view this Opportunity.
By setting permissions, you can give specific people or departments access to this Opportunity. For example, your Human Resources department would have full access to employee records, but an employee would have limited access to these same records, if at all. As another example, you might allow an Account Manager to create or add information to Opportunity records, but you may decide not to allow them to delete those same records.
Daylite enables you to connect different contextual items together in a meaningful and productive way. You can tap on the linked Item and it will take to that record. You can link People, Companies, Projects and Opportunities to an Opportunity.
Pro Tip:
As a small business owner, you know more than anybody else how many “hats” you wear in a day. Each of these hats are called Roles, and by defining each Role a linked Contact has in a Company, it helps you to make decisions about who is the best Person to contact when you want to move the Opportunity along.
As an example, the Role of "Decision maker" would indicate that this person has the authority to purchase your product or service. The Person with the Role of "Advocate" is only able to make recommendations to the Decision maker. The Person with the Role of “Executive Assistant” would be able to provide access to the Decision maker.
Any email correspondence between you and the Contact
And so much more
If you have ever found yourself looking back through old emails trying to locate key details about a client interaction, or you’ve tried locating a conversation thread that remains elusive, then Daylite has the perfect solution.
Daylite records every interaction with your Contacts, using a powerful feature called Daylite Mail Assistant, which is an extension for Apple Mail.
Daylite Mail Assistant links incoming and outgoing emails to your Contacts in Daylite if the email address has already been added to Daylite.
You can add information such as companies, job titles, phone numbers, addresses and more, to either a new or existing Contact, editing their information right from within Apple Mail. It is a powerful way of ensuring that all your team members stay up to date with the latest communication.
Once you have added a Contact into Daylite, you can use Daylite Mail Assistant to find and add them to a Person's record.
Daylite Mail Assistant lets you add multiple email addresses to a Contact’s record, such as a personal email address and a work email address.
By adding your work and personal email accounts to Daylite, and keeping each account separated, you avoid the confusion of which account is which.
To add an email account for the first time, select Mail from the Sidebar and tap Add Mail Account.
Next, select which Mail Account you would like to add, then enter your email account information.
Pro Tip:
Pay special note to the Name and Description you assign each email account you add to Daylite. The Name field is how others will see you when you send email messages from this account. The Description field helps you distinguish it from any other email accounts you add to Daylite.
You will now be able to see each account added separately to Daylite Mail under Accounts.
Adding an email to Daylite you're about to send is a quick and easy process, and is encouraged because then you have a record of any outgoing correspondence in one easy-to-view location.
Once you have composed a new message and have added all of your recipients, the outgoing email message can be automatically added to Daylite. This can then be seen under the Activity View. Any Daylite Contacts will be automatically linked to the email.
At first glance, Daylite's Mail feature may seem deceptively simple, but let's take a closer look.
Start by selecting Mail from the Sidebar, then choose an email account.
The screenshot below shows two emails with grey numbers next to the date the email was sent. These indicate an email thread exists, and how many emails are a part of the thread.
The yellow Sunshine icon shows that an email Contact has been successfully added to Daylite.
A greyed out Sunshine icon lets you know that there is at least one email Contact in the thread has been added to Daylite. You must open this thread to add additional email Contacts if needed.
A paperclip icon shows you there is at least one linked Object attached to this email Contact.
A file card icon means the intended recipient of the incoming email has a Daylite record.
A small square lets you know there is at least one Task attached to this email Contact.
A small clock face lets you know there is at least one Appointment attached to this email Contact.
Pro Tip:
You can choose which Items to link to an email once it's been added to Daylite, including Contacts, Users, Opportunities, Projects, and Attachments.
Linking your emails to your Contacts, Opportunities, and Projects is especially important, because Daylite will then show your email communication chronologically in the Activity View in Daylite, making it easy to find your client email history later on.
Once you have selected an email to view, it populates on the right hand side of Daylite Mail. If you would like to add this Contact to Daylite, simply tap Add to Daylite underneath the email title. The Add to Daylite button will change to In Daylite, and the Daylite Mail Assistant window will add the email to Daylite. If the email is from an existing Daylite Contact, or there is a Daylite Contact in the To, Cc, or Bcc fields, the email will be auto-linked to the Contact, as well as the active Opportunity or Project the Contact is linked to.
This email Contact has now been added to Daylite, and will be highlighted in orange going forward.
You can also use Daylte Mail Assistant to save emails to a Company instead of a Person. This is very helpful when you want to file generic emails from nobody in particular.
For example, a company might send regular emails from the address . You could create a person called "news" but this tends to make Daylite a bit confusing. The better way to achieve this is to add the email address to the company's email address field.
When an email is received from either of these email addresses they will be added to the Company record instead of a Person record. This can be useful for when you want to differentiate these work emails from somebody’s personal email, or for regular updates you may receive from a company.
Pro Tip:
Always double check these fields before saving to Daylite.
Depending on the email provider and possibly the email client software this contact information may not always be correct. For example the First and Last names might be swapped.
In some cases the name does not appear in the email header at all and in that case you will only see the sender’s email address listed in the first name field.
When a silhouette appears beside a Person’s name, it means that the Person’s email address is already saved in Daylite, and the content from the email will be added to the person’s history in Daylite. The field will turn blue to indicate that it has been added to Daylite.
By tapping the Edit button beside the orange highlighted In Daylite, you can quickly add:
Category - You can only choose one Category to display. A good way to use Categories is to indicate the type of activity involved. For example is it an email, a phone call, or something you need to do in the office?
Keywords - You can choose multiple Keywords to display. These are used to help create filtered searches.
Permissions - Who is allowed to view these records?
Linked items - Connect related information together.
You can link emails directly to an Opportunity or Project in Daylite.
Start by creating a new Opportunity or Project. You will then be prompted to add a title.
The Contact will be be linked to the new Opportunity or Project and subsequent emails from this Person will also be added to the Objective.
When the Objective is completed, Daylite Mail Assistant will no longer add emails to it.
You can add a New Task to this Contact record by tapping the New Task button here. From any email that requires a follow-up or a next action, simply create a Task and it will be linked to the email and the Person who sent it. Then you can review your Tasks any time you want to, either from the Contact's Activity View or from the My Tasks section of Daylite. Be sure to add a due date and reminder to your Task so you don't forget about it.
Pro Tip:
You should try to state clearly what needs to be done, and what the desired outcome would be when creating titles for your Tasks.
For example, rather than using the title "Follow up”, try something like “Call Frank to see if he wants to move forward with the project". Tasks with the desired outcome are more helpful when reviewing your Tasks at later date.
You can attach a New Appointment to this Contact record by tapping the New Appointment button here. This Appointment is then viewable in your Daylite Calendar. The email and the Contact will be linked to the Appointment, making it easy to review the details of your Appointment later.
Once you have added the email Contact to Daylite, you can view and edit this Contact record by tapping the > symbol beside their name. This will open up their Contact record in the Details View. Select Edit to make any changes.
Here are a few important things to note when viewing a Contact's details:
When you select Add to Daylite the email is linked to the Contact. You can choose to unlink the email at any time.
A client may have multiple emails just like you do. Be sure to add them here.
You can adjust Permissions so only certain people or departments on your team have access to this record if needed, such as Human Resources.
Link any Opportunities the Contact is involved with. You can view the Opportunity by tapping here.
When you add an email to Daylite from or to a Daylite Contact, that Contact's currently active Project and/or Opportunity will be automatically linked to the email as well. If the Contact has multiple active Projects or Opportunities linked to them, those Projects or Opportunities will be shown as suggested links, and you can click the ones you want to have linked to the email.
The Activity View is a great way to see everything about your Contact all at once. The Activity View keeps track of all your linked Emails, Appointments, Tasks, Files, Notes and Forms, and displays them in chronological order.
Within Mail > Mail Settings you have the ability to set Mail Accounts, set your default Sender and Signature, set up your Toolbar, and to Ask Before Deleting, just in case.
There are however three very important other points to highlight. They are Compose in Apple Mail, Linking, and Email Storage.
Compose in Apple Mail - Any emails you compose outside of the My Mail tab will open in Apple Mail.
Linking - When a message is added to Daylite, you can choose to:
Link All Contacts
Link Opportunity
Link Project
Link Users
Email Storage - this is really important depending on whether you are most often in office or out on the road. You can choose to:
Optimize Storage - great for in office, as email is downloaded as you need it, and the originals are stored in Daylite Cloud.
Download All Email Content - All emails and content are stored on your device, so you have access even when offline.
Relationships can be either hierachy based (work environment), such as David has an assistant named Stephen, or equality based (personal) such as Toby is the brother of Susan.
Linking Linking gives you the ability to connect related information together, sharing the knowledge between two pieces of data. For example, you may have several Contacts at a single Company, or have multiple Contacts linked to a single Project.
