Link OfficeRnD to Your SphereMail Portal

Summary

SphereMail now offers direct integration with OfficeRnD to facilitate connecting your members with their virtual mailboxes and export their SphereMail invoices to OfficeRnD.

Special thanks to the SphereMail team for completing the help article!

Contents

• Settings in OfficeRnD Flex
• Settings in SphereMail
• Auto-connect all your SphereMail active customers
• Manually connect specific customers
• What information is shared between both systems? 
• How do you handle invoices with this integration active?
• How are customers not connected to OfficeRnD charged?

Settings in OfficeRnD Flex

1. You’ll first need to log in to your OfficeRnD Flex account and visit the Admin Portal.

2. Next, head to Settings.

3. Click on Data & Extensibility and choose Developer Tools.

Note: You can consult this help article for more information on developer tools.

There, you’ll have the option to create a new application by clicking on Add Application and filling in the required information. Once you're done, click on Add. You’ll use this application to connect your SphereMail portal with OfficeRnD:

4. Once you’ve added the application, click on View next to the app you’ve just created, and copy the Client ID and Client Secret keys:

5. The last thing you'll need from your OfficeRnD dashboard is to copy your OfficeRnD Slug, which is the marked part in the URL shown below:

6. Once you’ve done that, you can now head to your SphereMail portal and log in with your Operator/Super Admin credentials: (Please note that regular Admins and Mail Admins do not have access to this section.)

Settings in SphereMail

1. In SphereMail, go to Business Settings.

2. Click on Integrations and choose the Systems tab. There you’ll find the option to set up OfficeRnD by first enabling the integration toggle, then clicking on the Connect button that'll appear:

3. You’ll get a popup window where you can paste the info you’ve copied from OfficeRnD (Client ID, Client Secret Key, and Slug):

4. Below these fields, you'll find the option to Enable OfficeRnD invoices. Enabling it will have SphereMail automatically export your active customers' pending charges to the connected OfficeRnD accounts so you can handle their billing there:

5. Once all is configured, click on Connect:

And you're all set! Now you have the option to connect your OfficeRnD users between both platforms.

Auto-connect all your SphereMail active customers

SphereMail will automatically start connecting your active customers across both platforms, but you can also start this process manually at any time. Click on Connect members, then click Confirm in the dialog. The system will cross-reference the emails of your active users to automatically connect them with their respective member accounts in OfficeRnD.

Note: If a customer doesn't already have a member account on your OfficeRnD Flex account, it'll be automatically created using the info they've set up on their SphereMail account.

Manually connect specific customers

You’ll need to visit the customer’s SphereMail account and manually choose and connect their OfficeRnD account:

1. Click Connect next to OfficeRnD.

2. Click Connect in the dialog that opens:

If you ever need to disconnect the customer, simply click Disconnect:

Note: New customers that’ll sign up to your SphereMail portal AFTER you’ve set up your OfficeRnD integration won’t have to do anything. The system will connect them automatically as long as they’ve signed up on SphereMail using the same email addresses you have on file for their member account on OfficeRnD. 

What information is shared between both systems? 

• Active customer accounts and contact info.
• New customer sign-ups on SphereMail are automatically added to your OfficeRnD account.
• Customers' newly created and pending invoices after the integration is set up and activated.
  Note: SphereMail cannot export old invoices and any invoices created prior to enabling the integration.

How do you handle invoices with this integration active?

SphereMail will automatically export any pending invoices for your connected customers to OfficeRnD once every 5 days starting the 1st of each month. This means SphereMail will check on the 5th, 10th, 15th, 20th, 25th, and 30th of each month, and export any pending invoices it finds.

You can find the exported invoices in OfficeRnD listed as one-off fees that you can process as needed:

On the SphereMail side, all exported invoices are automatically closed once they've been added to OfficeRnD:

How are customers not connected to OfficeRnD charged?

Any SphereMail customer account that's not connected to OfficeRnD will follow the default billing process, where they will have to add their billing info, and you will charge them via SphereMail using your connected payment gateway.