RUBI Features

Simplicity – Time is money and the less time your users spend learning the system, the more time that can be spent on your own customers.  That’s why we’ve developed the Rubi CRM with an easy-to-use, familiar interface, enabling users to begin using the system with very little training.  Most new Customers are surprised at how simple the system is to use, and they are also impressed with the comprehensive functionality of the Rubi CRM.


Service – As a valued CMIS-UK Customer you will receive our highly rated FREE Customer & Technical Support throughout the duration of your contract. Our Customers are our number one priority which is why we have received such high marks in our recent Customer Satisfaction Surveys.  We believe in resolving issues as quickly as possible and providing our Customers with a direct line to a dedicated CMIS-UK Team member who will be happy to help with any questions you may have.


Experience – With many years of experience in providing our high quality CRM systems, we are confident that we can provide you with a system that works for YOUR organisation.  We understand that each organisation works differently and that not all CRM’s will be suitable for your company.  Here at CMIS-UK, we take the time to understand your organisational requirements and truly determine if the Rubi CRM is the right solution for you.


Recommend – Our products and services come highly recommended by our current Customers and we have the testimonials to prove it!  We take a great deal of pride when it comes to providing outstanding products and services and the feedback we have received has been exceptional. In fact, we welcome more new customers through referrals more than any other source!

Access Anytime Anywhere

Available anytime, anywhere with an internet connection

Rubi is a web-based product and which runs in your browser. We recommend using Internet Explorer (v10 or higher) on a Microsoft Windows PC in order to utilise Microsoft Office functionality but Rubi will run in any browser with Javascript enabled.

Interactivity with Microsoft Office

Using Internet Explorer on a Microsoft Windows PC enables extra functionality to become available such as integration with Outlook and Excel. This allows you to create emails within your Rubi system then send using Outlook – keeping a log both in your own Outlook application and Rubi so all users can see the interactions history. Templates within your Rubi system can then also be used to generate merged emails and letters saving much time for staff.

Administer Event Bookings

As part of the integrated event management module Rubi also includes an event bookings component. The Event Bookings component allows you to add contacts to a company record then book those individuals on to any events as required. Allocate the attendee to a particular booking status, price, method of payment or specify particular special requests (eg Vegetarian) for them.


Additionally, Rubi enables you to create multiple “clone” bookings or send personalised booking confirmations via email which contain all relevant information for the attendee. Using the booking information you can then export delegate/attendee lists for whatever your event may need. This process can also be automated by linking your Rubi CRM directly to your company website to accept payments.

Reporting module for data on demand

The Rubi Reporting module allows you to create datasets based on your own specific requirements and based on the data currently held within your system. These datasets can be customised depending on the information you wish to be returned. For example, you may wish to run a marketing campaign to all records which have between 50 and 100 employees who are an IT company based in West Yorkshire. Rubi Reports also includes “Point-In-Time” functionality. Using Point-In-Time enables you to retrieve information based on your customers for a particular month eg you may wish to find out how many customers of a particular type you had 6 months ago compared to now. Using Point-In-Time Rubi allows you to generate these results. These results can be exported to Excel/CSV or your spreadsheet software and then be used with your chosen mail-merge or email marketing provider.

Import data directly to Sage

At CMIS-UK, we are continuously looking to enhance Rubi for the benefit of our customers. With that in mind we are delighted to announce that, in partnership with Red IT, we can now offer Rubi2Sage. Rubi2Sage is designed to save hours of data entry time by importing directly from your Rubi CRM to Sage products. Create new records, update existing records and generate items to invoice all via a simple interface. Make your life easier, try Rubi2Sage today!

Alerts and tasks for yourself and your team

Using the interactions area of Rubi to store your history notes allows you to utilise the tasks and alerts system built in to Rubi. This system allows you to create interactions which you can then “send” or “assign” to a fellow team member to complete. These alerts will then appear on the team member’s own Rubi when they are next logged in. Alternatively, you can set yourself interaction “tasks.” These are interactions which you need to follow up on a particular date. You can also log these interactions within your Outlook calendar/tasklist which can then update your Blackberry, iPhone or other mobile device.

Tasklist for basic account functions

Should you require, Rubi can also be used to store information for your Accounts Team. This basic information can then be accessed from the Accounts tasklist. Items in the tasklist include bookings requiring an invoice, any invoice requests for a particular record or any purchase order requests for a company/client account. Payments can then be processed through SagePay utilising the Rubi CRM as the ‘shopping basket’.  This process can also be automated by linking your Rubi CRM to your company website to accept payments.

** Please note – Rubi is not an accounting package and should not replace your accounting software **

Store your clients, contacts & interactions

The Rubi system enables you to store a wide variety of information regarding your clients, contacts, customers and prospects. This data can additionally be customised to your own requirements within your System Properties area. Add new services, business categories, customer statuses, types and many other fields. Rubi allows you to store data at the Company AND Contact level. At the Company level you are able to store data regarding standard telephone, fax, website and email as well as Main Address, Billing Address and Head Office addresses. Using the “Business” tab of a company record you can record business descriptions, category, turnover and number of employees. The “Customer/Membership” tab allows organisations to record who looks after a client, who has signed them up with you, any renewal dates and when they joined with you.

Additionally, as a standard field Rubi allows you to store where they heard about you – this is great for analysing your marketing materials! Rubi is packed full of other functionality including:
Contact Specific Details (mobile, email etc)[screenshot]
Contact Interests
Contact Address
Company Sales
Company Intl Trade
Company Offers

Integrated Event Management

Unlike other CRM products, the Rubi system includes an integrated Event Management and Booking system at no additional cost. Rather than having multiple databases and systems to record your customers and clients, then having to load them in to your events system. With Rubi, you simply load a contact and book them on to any required events/courses. Rubi allows you to view all the bookings made for a particular contact as well as generate personalised booking confirmations for them which can be sent from your preferred email software.

Additionally, Rubi allows you to store information regarding your events including dates, times, number of places, agenda, cancellation policies and many other items. This helps you to monitor the activity and popularity of your events while making sure not to overbook.

Custom fields specific to your requirements

Rubi has many pre-loaded fields for storing your information, however, there may be occasions when you need to store vital data which has no ‘home.’ Rubi includes custom field functionality allowing you to create your own fields with a variety of formats including textbox, date, selection or ‘Yes/No’.

Link to your website

For customers using the online hosted version of Rubi, linking your website up to your Rubi system can make integration and ongoing maintenance much easier. We’ll be happy to speak with your web developers on how to integrate your website based on your requirements. Whether it’s a simple events list, or the ability to book customers from the website on to an event, we’ll try to assist however we can. (Please note – for some web connect work there may be a charge).

Alternatively, if you have a bespoke requirement for your website please let us know as we can help building the page and hosting for you. This can help as we’ll be able to create a “plug-and-play” control for your webpage.

Template documents for quick mail merge

Having to re-type the same email or letter over and over can be a time consuming job – especially when you have to copy and paste a contacts name, address and salutation many times! Rubi can help speed up this process with the integrated template correspondence functionality. This feature allows you to create templates which are then “merged” on demand for the particular contact record. The information on the template will be replaced with the appropriate information for the contact eg #FirstName# will be replaced with their name.

This feature is especially useful when generating email templates as Rubi can automatically create the email for you in Outlook, complete with email address, subject and content. Additionally, you can record that an email was sent as an interaction within your system so your team know a task has been completed!

Data audit and multi level security

Rubi automatically logs any changes to a record made by your team, or by the website as appropriate. These data logs provide a detailed audit trail or actions against a particular record such as when a company name was updated and to what.


Additionally, Rubi incorporates optional security levels whereby you can further secure your application. These include “secret codes”, multiple incorrect login lockouts and inactivity timeouts. All easily configured in your system properties.

Full system support and backup

At CMIS-UK we pride ourselves on trying to provide the best in support, assistance and customer service. If you have any problems with your Rubi system you’re able to use the built in “Support Tickets” system – or simply email us at Backups from our servers are taken on a very regular basis. Our database servers are located in Manchester and London to provide the maximum uptime possible for your service.