Welcome to Daylite, a better way of keeping your small business organized.

This guide helps you to understand some of Daylite’s basic features and how to use them. It is called, appropriately enough, Daylite Fundamentals.

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. Thanks to it’s focus on centralized management, it 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 to help unlock Daylite’s true potential for your business needs. Each section is designed to show off new ways of streamlining your business using Daylite’s integrated tools. More importantly, we try to explain why and how each of those tools fit into the bigger picture of organizing your business more effectively. Daylite interconnects these tools, which helps 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.

Whether you are a visual or hands on learner, Daylite Fundamentals offers a chance to really discover how Daylite can support your business.

Are you ready?

Let’s begin…

Daylite offers a detailed view of your work day, your Task list, and your upcoming work week. The Daylite app is designed to help keep you organized, and shows you everything you have planned at a single glance.

You can create what are referred to as New Objects by clicking on the New Object Menu. Adding a new Object is just a fancy way of saying things like, “I want to create a New Task” or “I want to create a New Contact”. This feature is contextual, which means if you have selected the Calendar from the Sidebar, then the New Object Menu will offer you a

Has your business recently transitioned from a PC to a Mac environment?

Maybe you have your calendars in different apps on your computer, and are trying to keep them better organized. Or perhaps your work calendar and your personal calendar are on different Macs entirely. If you have ever missed an important meeting because your calendars don’t talk, then Daylite is the solution.

More importantly, Daylite ties all these parts of your business together under a single umbrella, so you calendars are no longer separate entities, but integral parts of the Daylite experience.

Your business is unique, and sometimes it takes more than a single app to do everything you need. That’s where integrations come in.

Daylite integrates seamlessly with systems and apps like:

• Mailchimp and DirectMail for email marketing allowing you to send email blasts and mail outs.

• Zoom, Zapier, and Slack for collaboration, video meetings or chats.

From its 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 macOS or iOS. This gives you the benefit of caller ID when you dial out or receive calls on your iPhone.

We understand the thought of importing your Contacts can be really intimidating, especially if your business contacts number in the hundreds or even the thousands. Will you have to enter each contact in one by one? What happens if those contacts get lost, or the information doesn’t get entered into the right fields correctly?

If you are feeling your chest tighten just thinking about it, take a deep breath and relax.

Daylite has you covered.

Managing your Contacts is such a huge part of your business, and you need to know that we take your business very seriously. Whether it's tips for importing your Contacts more efficiently, or offering a more streamlined approach to viewing Contact records, Daylite ensures all of your Contacts are safe.

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.

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 using Daylite:

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)

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.

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. It also displays any incomplete Tasks above the Now Line so you know what to do next. Once a Task is completed, it is displayed below the Now Line.

You can even use Mail Merge to send templated, personalised emails to groups of Contacts in Daylite.

Daylite allows you and your team to collaborate and manage Projects more efficiently.

Create and organize multiple Tasks within the Project, set deadlines, assign responsibilities to various team members, and track Projects from the first phone call to the last handshake.

Do you need help prioritizing Tasks in your Project?

Maybe you need to keep track of any time spent on a Project for billing purposes.

Daylite has you covered.

If there is one thing that every successful business has 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.

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.

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.

Managing your Contacts in Daylite is very straightforward once you understand what all the buttons and menus do. The simplest breakdown looks like this:

The Left Sidebar

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.

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 on the left hand side of the Daylite app. Tasks are grouped into Worklist, My Tasks, Delegated, Done, and All Tasks.

Magnifying Glass

In some cases an email might be about someone but not actually be from that person. When this happens the email can simply be added to that person manually. Use the magnifying glass icon to locate the person to whom the email relates to and manually add the email to that person’s history.

Contacts

Do you want to manually add emails to Daylite, or would you prefer to let Daylite add them automatically? You can choose either option.

A message must be selected and shown in the Daylite Mail Assistant window before it is auto-added, including each message in a thread.

You can also choose which items to have auto-linked to an email when an email is 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.

To set up these options, go to Daylite > Settings > Mail Assistant.

You can choose add emails to Daylite manually or automatically. When auto-adding is turned on, only emails that are from or to a Daylite contact are automatically added to Daylite, and only emails that you view. However, when opening an email conversation (or "thread"), all applicable emails in that thread are added to Daylite, even if they are out of view.

You can make a number of adjustments to your Calendar in the Settings menu. These include how and when Notifications and alerts are triggered, what days your week start and end on, and how much information is displayed when you create a new entry.

To change your Calendar settings go to Settings > Calendar.

These settings include:

Day Start and End

What time do you like to start and end your day?

Use this feature to make sure your Calendar is scaled for your screen size. Aim to get as many hours displayed at once so you do not have to scroll up and down to see the whole day.

Show

You can adjust how many hours your work day is with this setting.

Show Appointment

This setting lets you change the amount of detail you want to display. You can choose from:

• Name Only - Simple, to the point, and effective.

• Name and Location - This could be a Zoom link or an address where the meeting is taking place.

• Name, Location and Details - Each meeting has a details field which could be a description of the meeting or objectives you want to accomplish.

Start Week On

Determines which day is the start of your week. The default is Monday, but you can set it to any day you want.

Show Week and Month

• Looking forward from today - This means today's date will be the first day visible on the left hand side of Daylite. On Monday you would see Monday displayed along the left hand side, and show a total of seven days. On Tuesday you would see Tuesday displayed as the first day on the left hand side, again showing seven days looking forward. Which means on Tuesday you would also have visibility of next Monday. This is very helpful because as the week progresses you are able to get insight on the coming week.

• Starting on first day - This means when viewing your Calendar by the week, Monday will remain as the first day displayed on the left hand side and the calendar will not progress through the days automatically.

Collapse Weekends

If your business operates on the weekend, then you want to display Saturday and Sunday full size, just like any other day of the week in your Calendar. If your business is strictly Monday to Friday, you have the option to collapse these days in Daylite so they take up far less space in your Calendar.

If you would like to add an email and it's contents to Daylite, just click the Add to Daylite button in the Daylite Mail Assistant window.

The gray Add to Daylite button will change to an orange 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.

From the Daylite Mail Assistant window, you can view a Contact's detail card by clicking on the arrow to the right of their name. From here you can view all of their details, but to see their full history in the Activity View, click the Show in Daylite button.

If you click this button Daylite will then show you the full history of this Contact, including the linked email in the Activity Pane.

Filling in a new Calendar Appointment with enough pertinent information to help keep your day organized is really important, so here is a breakdown of what each element of a new Calendar Appointment does.

Calendar Appointment Highlights

You can adjust how Mail works in Daylite by changing its settings. From here, you can choose how emails are linked, add new accounts, and control how Daylite handles incoming and outgoing messages. These options help you customize how Mail integrates with your daily workflow, keeping your communication organized and connected to your business records.

To set up these options, go to Daylite > Settings > Mail

Mail Accounts

Here you can add, remove, and manage the email accounts connected to Daylite, as well as customize settings for each account to fit your workflow.

How you remove an email depends on where you want to remove it from. When you add an email to Daylite, it exists in two places: your email account and Daylite. Each removal option affects one or both of these locations differently.

Unlink Email to Daylite Item

Unlink an email when the email is still important, but it’s linked to the wrong Daylite item. For example, if an email was linked to the wrong project or contact, you can unlink it and then link it to the correct one. The email stays in Daylite and your email account.

This will…

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.

Here are four different scenarios that Daylite Mail Assistant can be put to good use.

You receive an email from someone who is not currently in Daylite, or does not have an email address on file in Daylite.

The name of the sender is displayed as a Suggested Contact to be aded to Daylite. There is a "+" symbol which indicates that the contact can be added to Daylite as a new Person.

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.

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.

Linked Objects Help Provide Context

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 tapping Edit. Scroll down until you see linked and select + Add Link. You can then choose to link your meeting to a Person, Company, Project or Opportunity.

There are three different ways to add Files to your Task.

Select Add File from the … button on the right hand side of the Daylite app.

Now you can select how you want to attach a File to your Task.

A Copy of a File

This adds a copy of the file to Daylite and the file is then available to all users to view in their Daylite. This type of file attachment its most suited for documents that do not need to be edited further, such as PDFs.

In the top left hand corner of Daylite there is an icon that looks like a small cog wheel. This is called the Action Button. Click on this icon, and then select Show Tasks.

To view the details of a Task, you can:

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.

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.

By creating a Company record in Daylite, you can then add each employee as a separate Contact at the company, with their own Contact information, Category, Keyword details, addresses etc.

Creating a New Company

When you select Companies under the Contacts section of the left sidebar, you will see the New Object Menu change to New Company. Click on New Company to fill out the Contact information.

Here is an example of a New Company contact card that has been fully populated. Each field has been filled out with a corresponding description so you can see why each field exists.

• 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.

• 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.

• 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.

• 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.

Linking People to a Company

Daylite will automatically copy details such as addresses and phone numbers to new People contacts that you add when you use the … menu.

You can also use the + Add Person button when you are in the New Company record. 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.

Linking Additional Information to a Company

Your ability to link one piece of information to another is an incredibly powerful tool, and is one of the many ways that Daylite shines. When you link information to your Company record, such as a new File, Note or Meeting, you are adding it to the Company’s timeline history.

You can add this information by either selecting from the New Objects along the top of Daylite, or by selecting the … menu and choosing from the full list of New Objects.

(Custom) Extra Fields

You may have a need to store additional information about the Company record that is not included in the default fields. In this case you can add up to 12 Custom text fields and 4 custom Date 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. .

Priority Inbox helps you focus on the emails that matter most to your business by organizing your inbox around your Daylite contacts and team members.

What is Priority Inbox?

Priority Inbox automatically organizes your messages based what's important. Instead of showing every email chronologically, Priority Inbox surfaces messages connected to your business first—emails from clients, prospects, and teammates—while keeping other messages accessible but out of the way.

This helps you:

• Process important client emails before handling newsletters and notifications

• Respond to team messages quickly

• Stay focused on business-critical communication

• Achieve inbox zero faster

How Priority Inbox Organizes Your Email

When you enable Priority Inbox, your messages are automatically sorted into four groups:

1. New from Daylite Contacts: Unread emails from clients, prospects, and anyone in your Daylite database. These appear at the top so you can respond to customer communication first.

2. New from Team: Unread emails from your Daylite teammates. Keep internal communication flowing without losing track of client messages.

3. Flagged: Emails you've manually flagged for follow-up. This section shows all flagged messages, whether they're from Daylite contacts or not.

Enable Priority Inbox

To turn on Priority Inbox:

1. Open My Mail in the sidebar

2. Select the Inbox folder

3. Click the Priority button in the toolbar

To return to your standard chronological inbox view, click Priority again to turn it off.

Who Appears in Priority Inbox

Priority Inbox shows messages from:

• People and companies already saved in Daylite

• Teammates who are Daylite users

Priority Inbox does not show:

• Emails from senders who aren't in your Daylite database

• Newsletter subscriptions (unless from a Daylite contact)

• Promotional emails

• Other messages not connected to your business

Using Priority Inbox with Inbox Filtering

You can combine Priority Inbox with inbox filters to further refine what you see. These filters work whether Priority Inbox is on or off, giving you additional control over your message list.

To apply inbox filters:

1. Click the filter icon next to the search bar

2. Select from the available filters:

   • Unread - Show only unread messages

   • Flagged - Show only flagged messages

When Priority Inbox is enabled, these filters apply to the Priority Inbox groups. For example, selecting Attachments will show only messages with attachments within your Priority Inbox sections.

Best Practices

Start your day with Priority Inbox: Turn it on each morning to focus on client and team communication before processing other messages.

Add important contacts: When you receive an email from someone you want to prioritize, create them as a contact in Daylite. Their messages will appear in Priority Inbox going forward.

Use flags strategically: Flag emails that need follow-up regardless of who sent them. Flagged messages appear in Priority Inbox even if they're not from Daylite contacts.

Toggle as needed: Switch Priority Inbox on when you need focus, and turn it off when you need to process all messages.

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.

Daylite’s Groups can sometimes feel a bit overlooked, but are actually a really effective way at helping you organize your day. The most widely recognized use of a Group would be when you create a list of People to call or to email. All you need to do is create a Group, give it a title and then either drag the Contact names into the Group or add them via Linking. From that point forward you can simply select the Group name when sending an email, and each Contact within the Group will be sent the same email.

Groups can also be used to organize People who are part of different email marketing campaigns. For example, DirectMail is a mass email software product that integrates with Daylite.

But wait...

If all you want to do it have a list of People to send emails to then the most logical way to do that would be to either:

1. Give all those on your Newsletter list a Keyword called Newsletter, then create a Smart List of People who have that Keyword. Switch to Spreadsheet View, choose the columns, and export to csv/tsv. Then drag that csv file into your email app.

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.

The Quick Search Field

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.

Email is central to your business, but managing it shouldn't slow you down. Mail in Daylite connects your inbox directly to your contacts, projects, and opportunities—so you spend less time organizing and more time on meaningful work.

This guide gets you started in minutes.

Adding Your Email Account to Daylite

Daylite works with the most common email providers as well as IMAP, so you can bring your inbox right into your workflow. Each account type has its own setup steps.

In the world we live in today, “paper trails” and “copies of” are incredibly important, but even in the best of scenarios, sometimes things get moved to the Trash when they really shouldn’t be. Maybe you or a member of your team were doing a bit of cleaning, and accidentally deleted what you thought was a duplicate file, but it turned out to be the original.

Is it gone forever?

The answer is no.

Have you ever felt like your inbox controls your day instead of supporting it? Mail in Daylite changes that by putting your email at the center of your client work, your projects, and your business. Instead of juggling between apps and losing track of important conversations, Mail in Daylite connects every email directly to the people and work that matter.

In this quick tour, you'll learn how to navigate the interface, understand what the icons mean, and use Daylite-specific tools that turn email into organized action.

The Layout — Your Workspace

Mail in Daylite is organized into four main panes:

1. Mailbox List - All your accounts, inboxes, and folders

2. Message List - Where you browse messages and conversations once you select a mailbox. The search bar at the top lets you look up emails by contacts or subject

3. Message View - Shows the email or conversation you selected

4. Details Pane - Where Daylite shows the details and activities of selected Daylite items in the email

This is the core layout. Once you learn where things live, everything else becomes easier.

Icons and Indicators

Daylite includes visual icons that help you understand emails at a glance. This means you can scan your inbox and immediately see which emails are from contacts in your database, which ones have been stored in Daylite, and which require your attention.

In your Message List, you'll notice:

1. Rectangular orange user icon - Highlights emails from Daylite teammates

2. Orange person icon - Highlights when the sender is a Daylite contact

1. Orange sun - Highlights when an email or conversation has been added to Daylite

2. Partial sun icon - Highlights when only part of a conversation has been added to Daylite

1. Flag - Messages you've marked

1. Paperclip - Message has attachments

2. Unread dot - Unread message

3. Thread count badge - Shows how many messages are in the conversation

These icons highlight emails from the people and companies you have in Daylite, ensuring you can see the more important emails at a glance. Once you recognize these icons, you can scan your inbox with confidence.

Priority Inbox — See What Matters First

Email piles up quickly, and it's easy to miss important messages from clients or teammates. Priority Inbox helps you focus on what actually matters.

Turn it on, and Daylite surfaces messages from existing contacts, team members, and emails you've flagged. Everything else stays out of the way until you've dealt with the most important emails.

Priority Inbox becomes your fast lane — a clean, focused view of the conversations that are related to the work that moves your business forward. Then you can turn it off to continue working through the rest.

Email Actions — Everything You Expect

Across the top, you'll find the toolbar with all the standard email actions you use every day:

• Get New Mail

• Reply, Reply All, and Forward

• Mark as Read or Unread

• Flag

This ensures you can quickly act on an email without any surprises.

Daylite Actions — Where Email Becomes Action

This is where Mail in Daylite transforms how you handle email. Below the message header, you'll see Daylite's action bar — the tools that turn email into organized action.

From any message, you can:

1. Add to Daylite - Store the email and link it to contacts automatically

2. New Task - Create a task from the email

3. New Appointment - Schedule a meeting from the email

4. New Opportunity - Start tracking a sales opportunity

No copying, no switching windows — the work is created and connected instantly. This is where Daylite adds structure to your inbox, so you won't have to hunt for the email later.

Viewing an Individual Email

When you select an email, everything you need is easy to find.

At the top, you have the subject, the date, and the recipient list, complete with the icons we covered earlier.

The message body appears below, just as you'd expect.

On the right, the Details Pane shows the contact details and the Activity tab shows any activity linked to the contact in Daylite. This means you can see recent tasks, appointments, opportunities, and projects related to the sender — all without leaving your email.

Viewing Email Threads

When an email is part of a conversation, Daylite shows the full thread so you can see the complete story without digging through your inbox.

Each message displays its own date, sender, overflow menu and Action Bar, so you can take actions on individual emails within the thread.

You can also choose to Add All Emails in the conversation to Daylite with a single click. This is particularly helpful when you want to preserve an entire client conversation in one go.

Attachments

Attachments get special treatment in Mail in Daylite. You'll see a clean attachment strip showing all files in the message or conversation.

You can:

• Add all attachments to Daylite for easy reference later

• Add individual attachments

• Quick Look to preview files

• Save All to your computer

It's fast and flexible — and it works exactly the same across single emails and conversations.

Composing and Replying

Replying and composing email works just like you'd expect, with one powerful addition.

You can:

• Reply, Reply All, or Forward

• Use your default signature

• Write your email normally

• Add the email to Daylite directly from the compose window

This means that even before you send an email, you can link it to contacts, projects, or opportunities. Once you send, you can archive the thread and let Daylite keep everything connected to the related Daylite items.

Switching Between Accounts & Inboxes

On the left, you can switch between your individual inboxes or view all accounts together in a unified inbox.

Whether you manage one account or several, Daylite makes it easy to keep all your important information unified. You won't have to constantly switch between apps or windows to check different email accounts.

To add additional accounts, select Daylite > Settings > Mail > Mail Accounts > Add Mail Account.

Settings — Customize How Mail Works

In Daylite > Settings > Mail, you can configure:

• Mail Accounts - Add and manage multiple email accounts

• Auto-Add and Auto-Link behaviour - Control when emails automatically link to contacts, projects, and opportunities

• Storage settings - Manage how stored emails are handled

• Default sender - Choose which account to use by default

These settings shape how Daylite organizes and displays your emails automatically.

Keyboard Shortcuts

To help keep your inbox clear, you can speed up your workflow using keyboard shortcuts for things like:

• Replying

• Sending

• Deleting emails

• Marking an email as read or unread

Leverage keyboard shortcuts to clear your inbox faster.

A Few Tips to Keep in Mind

As you work through your messages, add what matters to Daylite. You can quickly create follow-ups to ensure nothing slips through the cracks and everything's connected.

When your inbox is clear, your work isn't just done — it's organized, connected, and ready for the next step.

That's the power of Mail in Daylite.

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.

Creating People Contacts

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 information saturating our brains, 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.

Thankfully you don’t need remember everything. If you could, you wouldn’t need Daylite.

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 all of the People in your Daylite system. These are organized by first name, last name or date they were created in Daylite . At the bottom of the list you can see the total number of people that you have in Daylite.

By selecting Contacts > People in your Sidebar, and then clicking the List View icon you will see Peoples' names in the list and then their Details on the right. This type of format presents itself throughout Daylite. In fact, once you see the pattern everything in Daylite makes sense.

Selecting + New Person 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.

Let’s look at each part of the Person card to help demonstrate why it’s important to be as thorough as possible.

Name Field

• The basic entry is first name and last name field.

• Be sure to look out for the … box, 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.

Profile Picture

• 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.

Linked Company

• 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, selecting the … button, dragging and dropping or using the keyboard shortcut cmd +L.

Pro Tip:

You can link people to multiple companies.

Role, Job Title and Department 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.

• You can define a colour for each Category.

• 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.

• You can add multiple Keywords.

• A good example of a Keyword for a Person might be “Newsletter recipient” or “Lead Source-website”.

Labels

• 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.

Pro Tip:

Click on a Person’s Mobile phone number label and you can send an SMS or call them.

Click on the email label to send an email to that person through Apple Mail or your default email client.

You can click on an address in Daylite and do any of the following:

• Open the address in Apple Maps

• 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.

Details and Text Fields

• These are great for a bit of personal information about the client that you can reference during a call or email. Details are primarily used for non-time sensitive information.

• Examples may include a bio, or they’re a friendly person , general hours of work, best time to call, look out for dog when visiting etc.

(Custom) Extra Fields

You may have a need to store additional information in a Person or Company card that is not included in the default fields. In this case you can add up to 12 Custom text fields and 4 custom Date fields. This could be helpful if you need to record a first meeting date for example.

Pro Tip: You can set up Custom fields in Daylite by going to Settings → Custom Fields.

Visibility

Visibility is an important business tool in Daylite, 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 will need to turn on Permissions in Daylite and then set up the access you would like. This feature is not turned on by default.

• Basic visibility in Daylite is either:

-Public: visible to all

-Private: only visible to the owner

Pro Tip:

You can set up teams or custom Visibility presets to define who can and cannot view or edit certain information in Daylite.

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.

Creation By and Date

• The User who created a record and the date it was created in Daylite is locked down and cannot be changed like you can with Owner.

Modified Date

• This will reflect any modifications that are made to the record. You cannot edit the modified date.

Linking Additional Information to a Person

Your ability to link one piece of information to another is an incredibly powerful tool, and is one of the many ways that Daylite 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 on the right hand side of Daylite, under the Activity Pane. 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 add this information by either selecting from the New Objects buttons along the top of Daylite, or by selecting the … menu and choosing from the full list of New Objects.

Managing email alongside your business relationships is one of the most powerful features of Daylite. When you add emails to Daylite, you're creating a complete history of your business communications that's automatically organized by contact, project, and opportunity. Allow Daylite to organize your emails so you don’t have to manage folders.

The Daylite Way: Automatic Organization

When you add emails to Daylite and link them to your business records, they automatically appear their Activity View. This means:

Everything in One Place View a contact and see every email you've exchanged with them, alongside tasks, appointments, notes, etc.

Context for Every Conversation Open an opportunity and see all related emails, along with deal status, tasks, and next steps.

Complete Project History Open a project and view all project-related emails with team members, along with deliverables and milestones.

No Manual Filing Required Instead of organizing emails into folders, just link them to relevant Daylite items. Daylite handles the organization automatically.

Add Emails

Add to Daylite appears when you're viewing an email in Mail in Daylite. This button is your starting point for connecting any email to your Daylite items.

When you click Add to Daylite, you'll see options to link the email to existing Daylite items or create new ones. This single action transforms an email from a message in your inbox into part of your business workflow.

Adding Email Threads

Email conversations often contain multiple messages back and forth. Daylite gives you control over which messages from a thread you want to add.

When you're viewing an email thread at the top of the message section you will see the linked messages count. Click this and then select Add all to Daylite.

Linking Items to Emails

One of the biggest advantages of adding emails to Daylite is seeing complete business context while you read and respond. This is where email becomes actionable.

When you add an email and link it to an item in Daylite, it becomes a part of that item’s Activity history allowing you to not just view emails from your inbox but from the Activity view, which ensures you always respond to an email with the full knowledge of your relationship and current business status.

Linking Existing Daylite Items

When you add an email to Daylite, Daylite automatically recognizes contacts on the message if they’re already in your database and links the email to them. If any of those contacts are linked to a single active project or opportunity, the email links to those items as well.

For details about how automatic linking works and how to customize it, see .

If an item doesn’t appear as a suggested link or link automatically, you can add it manually. Select the Link icon in the action bar, enter the item name, then double-click it in the list.

Linking New Daylite Items

When you add an email to Daylite, you can create new Daylite items at the same time which will also link them to the email.

Creating People from Email

When you add an email to Daylite and the sender isn't already a contact, Daylite makes adding a new person easy.

To create a person from an email:

1. Open the email

2. Click Add to Daylite

3. Select Create New Person

Daylite automatically fills in:

• Name

• Email address

You can then add additional details like Phone numbers, Category, Keywords, etc.

Creating Tasks, Appointments, Projects, & Opportunities from Email

Daylite lets you quickly create and link activities from an email with a single click. In the email action bar, click New Task, New Appointment, New Project, or New Opportunity. Daylite automatically creates the item, suggests the email subject as its name, and links related items to it.

Creating a Company

To create a Company, click the Link icon and type the name of the company you want to create. From the suggested items click + New Company

Editing Email Properties

After you've added an email to Daylite, you can change how it's organized and what it's linked to.

1. Open the email in Daylite

2. Click Edit

3. Modify Keywords, Category, Links, etc.

4. Click Save

Working with Email Attachments

When emails contain attachments, Daylite handles them as part of your business records.

How Attachments Work

When you add an email with attachments to Daylite, the attachments remain with the email and are available in the Linked item's Activity View. Storage limits apply to file attachments.

Adding Attachments to Daylite

If an email has attachments, you'll see an attachment count when viewing the email such as "1 attachment"

To add all attachments from an email to Daylite:

1. Open the email

2. Click on Add All to Daylite next to the attachment count

Accessing Attachments

From the email:

1. Open the email in Daylite

2. You'll see the attachment listed with its filename and size

3. Click the dropdown arrow next to the attachment for options like Quick Look, Save Attachment, Remove from Daylite and more.

From the Activity View:

When viewing a contact, project, or opportunity, email attachments appear linked to their related emails.

Click the attachment filename to view or download it.

Stored Emails

The Stored Emails section in Daylite provides a centralized view of all emails you've added to Daylite, regardless of which contact, project, or opportunity they're linked to.

Accessing Stored Emails

You can find Stored Emails in the Daylite sidebar. This section shows you all emails added to Daylite and a complete chronological list of your business communications.

This is useful when you need to search across all emails without filtering by contact, want to see a complete overview of recent email activity, or you're looking for an email but don't remember who it was from or which project it relates to.

Printing Emails

To print an email:

1. Navigate to Stored Emails in the sidebar

2. Select and open the email you want to print

3. Press Command+P or choose File > Print from the menu bar

1. Click Print

1. Select your printer settings and again click Print

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.

What Does a New Opportunity Look Like?

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.

The Opportunity Name or Title

Try to be as descriptive as possible so you will know at a glance what this Opportunity represents.

The Pipeline

Each Project you undertake may have multiple Pipelines, and each Pipeline will have multiple Stages to be accomplished before you can move on.

Keywords

You can assign multiple Keywords to an Opportunity.

Category

These are colour coded, and would usually reflect the name of the of the service or product that your business offers.

The State

Opportunities are set to Open when first created. Unlike other areas of Daylite, these drop-down headings cannot be modified.

Value

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.

Probability

This is a measure of how likely the Opportunity is going to be Won. The Probability does not affect the value of the Opportunity.

Forecasted Close Date

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.

Linked People & Roles

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.

Click on + Add Person to link someone to your Opportunity, and then select Role to define how what role they play.

Auto-Linking Companies to an Opportunity

Daylite has a really handy feature that allows you to control whether associated companies should also be linked to your Opportunity automatically, so you don’t have to remember if a company and Opportunity belong together.

Navigate to Settings > Companies.

You can choose companies based on Type, Industry and Region.

You have four different choices when using Default Company Auto Link.

• Auto-link a Person’s Note & Emails When you create a Note or link an email to your Contact via Daylite Mail Assistant, they are also linked to the Person's default Company. This is helpful because not only do have a separate history for your Contact but it also provides a history showing all emails and notes for the Company as well. This saves time having to look in individual profiles for all of the correspondence.

• Auto-link a Person's Tasks to the Default Company If a Task is added to a Person’s profile, it is also linked to their default Company. This means that you can see all the Tasks that have been created for the Company.

• Auto-link a Person's Appointment's to the Default Company If an Appointment is added to a Person’s profile, it is also linked to their default Company. This means that you can see all the Appointments that have been created for the Company.

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. You can either this manually with a few clicks of your mouse, or have Daylite do it for you automatically.

Examples of Linking

Typical examples of linking might include:

• 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.

Linking To Your Contacts

By using the New Object menu, you can either create a new Person in Daylite and link them to the currently selected Person, or link two existing People in Daylite.

You can also do this several other ways:

• cmd+L

• Drag & Drop

• Select the link button in Edit mode

• Use the main drop down menu

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 and using the drop down menu, 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 the Edit button, 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 Done 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 Job Title and Role that the person would play in the company.

A Job Title is usually what would be written on their business card, and is how they see themselves. A Role is chosen from a pre-defined drop down list in Daylite, and represents what they mean to us at that company. As an example:

• Job Title: Senior New Business Executive

• Role: Sales

The reason this bus helpful is because it 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 screenshot below, you begin to see how this all ties together, as your primary Contact has been linked to a meeting in the Daylite Calendar, linked to a Daylite Task, linked to a Company including their Role at that company, linked to an email, and finally, linked to an Opportunity. You will also notice that all of this information is available in the Activity Pane, without ever leaving Daylite.

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. Any meetings you have had with People will appear on their timeline, plus when in Calendar view you can click Details for specific information about the meeting, such as a phone number or address. That means you do not to go looking in other places for information on who you are meeting with. You can also overlay other calendar accounts in the Daylite Calendar view. For example, you can have your work and personal calendar accounts show at the same time. This will help keep you from double booking because you couldn’t see both calendars at once.

Daylite is also unique because it shows any due dates you have added to your Tasks.

Calendar Views

Calendar has two different viewing options. They will show the same information, so it really just comes down to personal preference.

• Calendar View - This view lays out your Calendar in a traditional daily, weekly, monthly or yearly view.

• Multi-Column List View - Appointments are listed in a spreadsheet and sorted by any criteria required.

View by Day, Month and Year

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 < & > icons will advance or retract the calendar by one week.

Right Sidebar Pane

The right sidebar pane lets you view linked Objects. We recommend that you keep this turned on for all Calendar views.

Calendar Types

Daylite has two types of Calendars.

My Calendar is a personal or business calendar that shows the calendar entries for the person who is currently using Daylite. It shows:

• Calendars items owned by the current user.

• Calendar entries the user is linked to.

• Calendar entries that have beem delegated to the current user.

This calendar contains all the Events, Tasks, and Appointments that are specific to you.

All Calendars are the Calendars of other users or Calendars that are based on a smart list filter.

Show/Hide Options

On the left hand side of your Calendar you will see a small gear shaped button. By clicking on this small gear icon you will open a menu that offers a number of options.

Show Tasks

This toggles Tasks on and off from the Calendar top display. Tasks are displayed according to due date, and can be easily moved to change the due date by drag and drop.

Tasks can be also colour coded with their Category when viewing them in the Calendars. For example, at the highest level, if your personal Tasks are blue, and your work Tasks are red then it helps you to differenciate between your Tasks when viewing your Calendar.

Show Completed Tasks

When you mark a Task as completed it will stay on the Calendar view for the rest of the day with the box checked, and then it will be removed the next day. Alternatively you can set Daylite to remove the Task immediately, although you may find it helpful to be able to view what Tasks have been done by keeping them on the screen for today only.

If you would like to change this setting, navigate to Settings > General > Remove done tasks. Now you can decide whether to remove the Task immediately after you have completed it, or to remove it from your Calendar daily instead.

Show Projects & Show Opportunities

This option will display Projects and Opportunities on the Calendar View.

Opportunities are displayed using the Forecast Close Date, and uses a $ icon. Projects are displayed using the Project Due Date, and uses a hammer icon.

Cancelled Appointments

If an Appointment has been given the Status of either Cancelled or Postponed the Calendar will display it with a strike through the text. You can choose to remove these meetings from the calendar view or keep them displayed.

Show Birthdays & Anniversaries:

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.

Linking Menu

The ... button lets you create new information that will be linked to the currently selected Appointment. For example you might want to create a linked Note to the Appointment to record the minutes.

Does Your Business Include Weekends?

Weekends display in compressed format by default, and occupy half the width of the a week day.

If your business includes weekends they can be set to occupy the same width as a week day.

In either case you can select your preference by going to Settings > Calendar > Collapse weekends and checking the box on or off.

A Few Tips and Tricks to Keep in Mind

• You can click and drag on the Calendar itself to produce a new Appointment.

• Opportunities are displayed on the Calendar using the forecasted Close Date.

• Projects are displayed on the Calendar using the Project Due Date.

• You can change the amount of detail to display in a meeting by going to

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.

There are a couple of different ways to create a New Task in Daylite.

Create a New Task

Thanks to Contact Integration, Daylite syncs with other contact apps such as Apple, Google, or Microsoft.

By utilizing Daylite’s Contact Integration feature, users can easily share their Daylite Contacts with their preferred contact app.

To set up Contact Integration, navigate to Settings > Contact Integration.

Show your Daylite Contacts in other Apps

The Daylite Mail Assistant window can be attached to the Right Side or the Left Side of Mail. Once attached to either side, the window will resize automatically if you either move or adjust the size of the Mail window.

The Daylite Mail Assistant window can be resized to fit comfortably, and overlayed anywhere on the Mail app. This is called Detached.

The Daylite Mail Assistant window shows automatically when you are using Mail, and hides whenever you either switch to another app or close Mail.

If you would like to temporarily close the Daylite Mail Assistant window, you can use the red close button in the window's title bar. The Daylite icon will be displayed in the top corner of the Mail window when closed, and you can click it to show the Daylite Mail Assistant window again, when you are ready.

Sending an email using Daylite Mail Assistant is a quick and easy process, and is encouraged because then you have a record of any outgoing corrospondence in one easy to view location.

There are two ways you can compose a new email message.

The first way is to select the Compose new message icon in Mail.

The second way is when you reply to an email message that has been sent to you.

Once you have composed a new message in Apple Mail and added all of your recipients, you can open Daylite Mail Assistant by clicking the icon in the toolbar. If you have auto-adding turned on, the email will be added to Daylite, otherwise you can click the Add to Daylite button. Any Daylite Contacts will be automatically linked to the email.

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.

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.

Segmenting by Category

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.

Key Characteristics About Categories

• 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.

Filtering by Category

Categories tend to be the primary criteria for searches and smart lists. For example, you could create a filter that shows all the People with the Category called Client. You can also use multiple Categories in a search.

You may wish to do a search or create a smart list that finds more than one Category. To do this you need to change the main search type from Match All to Match Any. By selecting Match All the chosen items must possess both Category Types. Since we know that Objects in Daylite can only possess one Category type the resulting search would be blank. By changing the search type to Match Any, Daylite will find any records that have Category 1 or Category 2.

Managing Category Types

By selecting Settings > Categories you have the ability to set Categories for any Object you require. It's important to note the Category Settings defaults to All when opened. This means it is showing a list of all of the Categories assigned to all of the Objects in Daylite.

When you select the + sign to create a brand new Category type, the new Category will have ALL of the Daylite Objects ticked. This often results in a confused set of Categories. 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 icon that represents the Object that you want to apply the Category.

• Click the + to create a new Category.

• Choose a colour for your Category.

• The Active Box is always checked by default. Deselect if necessary.

That’s it, you have created a new Category!

You can also change Categories from a Category list when in Edit Mode.

By Selecting Edit Categories you will be taken to the Category Settings . Be aware that any new Categories that are added will only be visible after you have saved the current record that you are working on.

The Edit Categories option will only appear if you are an Administrator User in Daylite.

Applying Categories Using Bulk Edit

Once you have created these new Category Types it is time to start applying them to your new and existing Objects. It’s a simple matter to select a Category from the drop down menu for a single Contact, but it may be significantly more daunting to apply Categories to all those Contacts you have imported, especially if they number in the thousands.

You could do this manually by opening each Object and selecting the appropriate Category from the drop down menu, or you could use the Bulk Edit feature to assign Categories to multiple records all at once.

Simply choose more than one Contact to edit, select Edit > Bulk Edit from the Menu bar, and then you can assign the same Category to the selected Contacts at the same time.

You can use Default Values to automatically apply a Category Type to any new Object that is created in Daylite.

Navigate to Settings > Default Values. For example if you wanted to set new Contacts to have the Category Prospect:

1. Go to Settings > Default Values.

2. Choose People.

3. Check to box next to Category.

4. Select the Prospect from the list of Categories that new People could have when created or imported into Daylite.

Using Categories in Tasks

In addition to using Categories for Contacts and displaying Meeting Types in the Calendar, you can also use Categories for Tasks. As you can see below, the Task Categories have been divided into two parts. The top panel shows the Categories that are currently being used, with the number of Tasks that have that Category on the right. By selecting each one you can display different lists. For example, you might want to just show the Tasks that relate to Human Resources. The list in the lower section panel show the other available Category Types which are not currently being applied to any Tasks.

Segmenting by Keywords

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.

Things to Remember About Keywords

• 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.

Filtering by Keywords

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 create a filter that shows all the People with the Category called Client, who also have a Keyword called Newsletter.

Keywords in Daylite Settings

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.

Tips for Effective Category and Keyword Use

• 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.

• Merge any duplicate Categories or Keywords in your Category Editor.

New Installation

Although the Daylite Mail Assistant window comes installed with Daylite, it will need to be turned on and given permission to access Apple Mail.

Open Apple Mail and click on Settings > General > Extensions in the Mail menu.

Next, you will need to check the box in the Extensions List to turn on Daylite Mail Assistant. You will also need to agree to the prompt asking you to confirm installation.

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.

Category

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.

End Date

This field is automatically populated for you when you check a Task as done, however you are able to edit the end date.

Estimated Time

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

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.

Location

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.

Priority

Set your priorities on a scale of 0 None, 1 High, 2 Medium, or 3 Low.

Start Date

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.

Status

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.

Type

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.