Thursday, March 15, 2018

Southern Air Systems have transformed their business with Cayto CRM.

Eastleigh based air compressor distributor Southern Air Systems have transformed their business with Cayto CRM.
Southern Air Systems' business philosophy is to always provide their customers with the best value service available. Operationally this was a challenge.

Creating quotes and processing orders for new and existing clients was a manual, time consuming process relying on paper forms and emails. Pre-printed forms were filled in for any enquiries and orders and then passed to the relevent departments such as ordering and warehousing for processing. If a customer enquired about the order, the paper form had to be located. There was a risk these forms would get lost of misplaced which could lead to a loss of sale.

All documentation and forms had to be printed out incurring print costs. Once the key staff were unavailable, other members of staff had to locate and access the quotes which resulted in delaying sales. It was difficult to record and track any notes and special instructions relating to the individual sales and installations. Many details had to be remembered which was prone to errors and led to stressful working conditions.

There was no central system allowing the company to have a complete view of their customers including all their history, orders, sales, quotations, service calls and breakdowns.

Cayto CRM system has been implemented to improve the service to all their customers. Customised workflows have been created to enable quotations, sales order processing, delivery, service and breakdowns management.

It has transformed the way the company operates today.

All clients are recorded on the central hosted system. Creation of quotes has been automated with professionally branded templates. The system ensures a unique number is always assigned for the purchase orders. All quotations are linked to the customers' records which creates a complete history. Authorised users have secure access to the information allowing them to instantly answer any customer queries. This speeds up sales, improves customer service and ensures a continuity of service when key people are off site. There is a seamless collaboration on orders between departments.

All breakdowns are recorded and managed on the system. There is a complete history of all the breakdowns which helps to identify upgrade opportunities.

The management now have a clear view of the pipeline and predicted sales, allowing them to plan for their business.

find out more on our website

Thursday, January 18, 2018

Start the New Year by improving your customer service and generate more sales with Cayto CRM

The companies who actively manage customer relationships are more likely to succeed.  

In the very competitive markets of today we see higher rates of adoption of CRM (Customer Relationship Management) systems than ever before; especially among SMEs

For companies that are still not sure about CRM, it's worth considering the benefits

Increased Efficiency

A well-designed CRM system can replace manual processes that create significant organizational inefficiencies. It can also integrate with marketing automation tools which allow companies to interact with their customers without extra resources.

Data Analysis

For any company, data is one of the most valuable assets, and CRM systems manage some of the most valuable information. Once data is analysed, it can provide huge insights into customer behaviour, highlight issues and identify new sales opportunities. 


When companies do not properly manage their customer relationships, some customers can be neglected resulting in loss of business. CRM will make sure any issues are identified by adding a layer of accountability to the process. 

A well-implemented CRM helps employees across all departments to understand their responsibilities to customers throughout the customer life cycle. It's easy to identify what went wrong and where and ensure it doesn't happen again. 

Better Collaboration

Some companies still use tools like spreadsheets or paper records to manage their customer data. This is typically managed by an individual and is hard to share. 

CRM allows for collaboration by all departments who deal with customers including sales, delivery and service teams. It shows the complete view of the client at any point in time. 

Most Important - Improved customer experience

The use of CRM in a company leads to a better overall customer experience. 

Customers are easily and accurately sorted and grouped, their needs identified and tracked. This leads to meaningful interactions at the right time, resulting in more sales and higher customer retention and satisfaction. 

Bespoke Cayto CRM is tailored to your needs
Contact us today to learn more about Cayto CRM and how it can transform your business. Speak to Ava Lambert on 03330 146600 or by email

Wednesday, November 1, 2017

Case Study - Paris Smith & HotDocs

Paris Smith Implemented HotDocs Document Assembly Software and saved the property finance team forty hours a month. 

About the Company:
Paris Smith LLP is one of the largest regional law firms in Central Southern England.
As a full service law firm, Paris Smith have a clear vision of the future, and pride themselves on evolving to meet the ever-increasing demands and pressures of businesses and individuals alike. 

Business Challenge:
The work carried out by the property finance team requires many documents and contracts to be generated for each case. Some of the content of these documents is duplicated, with client details needing to be entered numerous times. Wherever data replication exists, productivity is impacted as well as the duplication creating an opportunity for mistakes and therefore risk. The nature of the work requires fastidious attention to detail and so the time involved in ensuring no errors occur is significant. 
The challenge was to create an environment integrated with Microsoft Word whereby the process was simplified and risks eliminated. This would increase the capacity in the department and provide a faster document turnaround time. 

Working closely with the partners at the firm, Copyrite implemented HotDocs to automate the creation of documents. 
HotDocs effectively turns the repeated fields into a web-fillable form and automates the document generation, allowing the document owners to focus on the content rather than error checking those parts of the document that have been repeated. 

To find out the benefits of introducing HotDocs and to see what Paris Smith have to say, read the full case study on our website

Tuesday, October 3, 2017

Case Study - Paris Smith & Worldox

Paris Smith Implemented Worldox to simplify, control and manage documents throughout the business.

About the company:
Paris Smith LLP is one of the largest regional law firms in Central Southern England. As a full service law firm, Paris Smith have a clear vision of the future, and pride themselves on evolving to meet the ever-increasing demands and pressures of businesses and individuals alike.
Business Challenge:
As a part of Paris Smith's strategy the firm must take advantage of the latest technology to support the growth of the business. In particular to deliver an efficient service, to promote remote working and reduce paper. After a review of current systems it was decided a new way of managing the firm's vast knowledge base and information was necessary. 
A number of issues were identified
  • Documents were stored in various areas including Windows folders, paper files,, scanned images and email. Retrieval of documents posed a challenge because of the reliance on staff knowledge how to efficiently locate them.
  • There was a requirement for complete matter files to be held electronically to include all the correspondence including emails. This would allow staff with the right permissions to quickly locate information and documents. 
  • Reliance on paper gives rise to storage costs, an element of risk with the challenge of retaining a backup of data and also poses a challenge with the physical space requirements inherent in storing paper. 
  • Paper-based systems also make it hard to easily implement an "ethical-wall", whereby access to certain files is only granted to specific staff. 
Further requirements included a full integration with MS Outlook due to the current, heavy reliance on email to communicate

Any solution also had to be Citrix compliant in order to be compatible with the firm's standard environment and support remote working with the future option of going into the cloud.  

A number of solutions were reviewed and Worldox Document Management came out as a clear winner. Worldox allows Paris Smith solicitors to instantly view any document or email associated with a specific client, matter or project, dramatically improving efficiency. It facilitates collaboration among legal teams. The entire firm can benefit from the knowledge in documents that have already been created, even if the individuals who created them have left the firm. It's a vital part in their plan to significantly reduce their reliance on paper files.

Next steps include implementing a secure sharing portal which will allow documents and sensitive information to be shared and communicated without the risk inherent in email communications. This will include a tailored Worldox environment to suit each department and their way of working with documents and sharing best practices. In addition, the portal will provide an improved audit trail and a level of collaboration at document level.

To find out what Benefits Worldox has brought to the company, and what Paris Smith have to say, read the full case study on our website.

Thursday, September 28, 2017

Take charge of your Company's Knowledge and Intellectual Property

Why your Company needs Document Management...

  • Do your staff waste time looking for documents? By one recent estimate, 15% of all documents are misplaced, and in some environments up to 30% of the workday is spent searching for information.
  • Knowledge is King. The information you possess - information you've paid to create - represents a huge potential competitive advantage. But the competitive advantage disappears if people can't get to the right information at the moment they need it.
  • Document management systems address three major problems: organisation, control and access of information. This will help you to avoid "invisible data".
Every year the amount of information you own soars...yet again. The information you possess - information you've paid to create - represents a huge potential competitive advantage. But that competitive advantage disappears if people can't get to the right information at the moment they need it. 

In too many organisations, that is still not possible. By one recent estimate, 15% of all documents are misplaced, and in some environments up to 30% of the workday is spent searching for information. The fact is, when it comes to finding what you're looking for, all too often today's shared hard drives, intranets, and even emails might as well be "electronic landfills".

Without effective, coherent ways of managing their documents, organizations find it harder than it should be to address problems like document retention and compliance. Perhaps worst of all, businesses miss opportunities - either because they can't identify them, or because they can't respond quickly enough. 

Document Management is the solution.




More than documents: companies and people

Document Management is not just about documents: it's about companies and people. It brings together all of a company's sources of knowledge, including relevant email communications and scanned paper documents, in addition to the usual word processing documents and spreadsheets - potentially, anything that can be stored as a file. 

It starts from the premise that the content you create - in whatever form - is a key organisational asset. It should be easily accessible to anyone on your team who needs it, and has the authority to see it....and inaccessible to anyone who doesn't.

Your content should never become "invisible" - and hence, useless - when its creator leaves the organisation, or goes on holidays, or simply doesn't want to share. Properly implemented, document management makes sure that just won't happen. 

Studies suggest that 80% of a company's knowledge is stored as unstructured data. By helping you impart structure to this knowledge, document management systems address three major problems: organisation, control and access.

Enhancing Organisation, Control, and Access

When you choose an advanced document management system such as Worldox, you can quickly and painlessly profile your new information in ways that make it accessible exactly when and where it's needed. Your options for profiling and organising documents are virtually infinite.

These high-level categories are just the beginning: once you've organised your system and started to profile your documents, your people can get at knowledge in all kinds of new ways. With everyone following the same consistent, enforced rules, crucial documents that were previously lost now consistently appear when they're searched.

Document Management typically gives companies far stronger control over document security and access. Confidential documents can be made available only to the people who need to see them, whether they're in accounting, HR, or those who are responsible for confidential matters. By defining who can access which kinds of documents, document management systems avoid the problems that arise when you depend on simple document password protection.

Many document management systems also make it easy to set up boilerplate libraries for storing commonly-used forms and basic documents: Another time saver! 

Wednesday, August 30, 2017

Copyrite sponsor Cricket Club

Sarisbury Athletic CC is an Associate Club of Hampshire Cricket in the Community

Copyrite are pleased to be one of the main sponsors for Sarisbury Athletic Cricket Club. The sponsorship is really important as it enables the club to keep their membership fees at a reasonable cost. This means cricket as a sport is available to all in the local community. 

Good luck Chaps!

Case Study - Dorset Orthopaedic

Dorset Orthopaedic were having problems with poor print quality, reliability, and the cost of expensive consumables 

About the Company: 
As an independent provider of prosthetic, orthotic and rehabilitation services, Dorset Orthopaedic pride themselves in continually seeking to understand a clients' unique requirements and deliver what they need. It's this bespoke service and attention to detail that has gained them their reputation for quality and personalised service for almost 30 years.

Business Challenge:
The company owned a fleet of HP laser printers. The print quality was poor, there were reliability issues and lengthly machine breakdowns affected productivity. The lack of a service agreement resulted in extra work for the IT department who were responsible for fixing any problems. 
Being able to print documents quickly was essential for the company's processes as it allowed them to respond faster to their clients' complex needs and provide an excellent service.
The consumables were expensive with around £650 a month being spent on printer cartridges alone.

To improve the situation it was decided to replace the printers with MFDs (multi-functional devices).  This would lower the cost of print significantly. A service contract was put in place to ensure machine downtime was kept to a minimum, as well as maintaining high print quality.
Adam Willsher, Director at Copyrite, explained: "As a solution; 4 multifunctional devices have been employed across the company and a higher speed printer is now utilised in the legal department where they print high end documents. The automatic toner ordering feature makes logistics seamless"

 - TO find out what Benefits the solution has provided to the company, read the full case study on our website.

Thursday, June 8, 2017

Announcement - expands in to EU

We are pleased to announce our new expansion in the EU and agreeing to appoint our first overseas VAR F’act Design in Amsterdam Holland .
F’act Design have been a Worldox reseller for some years now, and have regularly come across the need for a low-cost document storage solution.  Such a solution is most economical when it’s not held on the clients premises; a cloud solution would be perfect.  Until now Worldox USA weren’t able to provide this offer to anyone within the EU due to date storage regulations.  We are pleased to announce that is now hosted and replicated in the UK which means that F’act Design can to assist their clients in striving for compliance with the General Data Protection Regulations (GDPR: coming in to force in spring 2018).
F’act Design has successfully migrated its first existing Worldox GX3 customer to, including managing end-user training to show the additional features and interface in GX4 Productivity Suite.
We are seeking further VAR’s dealers in the EU to assist in distribution of, please contact us if you are interested?