Near the top-right of the screen, next to the search and the Dropbox icon, you will see a bell icon. Clicking on this takes you to the Notifications screen.
Your notifications include records of:
- Emails sent from MagManager
- Emails received by MagManager
- All client portal updates amended by client
If you click on an email notification, you will be taken to the timeline of the client.
By clicking on gear icon on the top-right of the screen in MagManager > under Publications & Bookings > click on Publications.
Click on the name of any one of your publications and click "New Issue" at the top-right.
You will now see a table with all the issues you have set up, and you can click in the months where you want to create new future issues.
When you have created a new issue, you will see them displayed as red. This is because you still don't have any bookings in these publications. If you want to delete a "red" issue, you can do so by clicking on it.
Click on gear icon, top-right hand of the screen in MagManager > under Settings > click on System Defaults. In the second column you can select from a drop-down list the default month for the Publications and Bookings screens, and also the dashboard.
You may want to change the month to display when you start work on a new issue, or at the beginning of a new month.
NOTE: This update will not take effect until you log out fully by clicking on the initials at the top-right of the screen and clicking “Log Off”, and log in again.
If you do have an accounts contact that is different from the primary contact and should be used for accounts, you can set this up in MagManager as follows:
Go to the "Clients" page on the top bar on the left hand side and click on the Contacts tab. Here you can add additional contacts.
If you click on Contacts > then on the right hand side click on New Contact > add new contacts details, then tick the box next to "Accounts Contact". This contact will be used by default by MagManager for emails about invoices. It will also be the one to sync to your accounts package, if you have one linked to MagManager.
Similarly, you can set up a dedicated contact for bookings or artwork.
NOTE: You can also add additional contacts without ticking any of the boxes to indicate a special type of contact.
Normally you create a new booking using “Click to book” by going to the Client’s page Bookings tab. However, if you already have one advert booked for the client in an issue and want to add another one (or more), here’s what you need to do:
Method 1: Find a different “Click to book" box
In this example, we want to book a second advert in October 2019.
We can “Click to book” in January 2020, so do this and then click “complete booking”.
Next we simply change the issue to the one we want in the drop-down box on the left.
This shows a warning in pink telling us that we already have a booking in this issue, but this can be ignored, so click “Save Booking”. We will now have two adverts in the same issue.
You now need to create a new artwork box for the second advert, do this by clicking “New Advert” at the top-right if you want a different size, or by duplicating the artwork box by clicking the plus in the top-right corner. Drag down the new artwork box to the new booking line. It is important to do this so that the two bookings have two separate advert boxes on the flat plan.
Method 2: Use the green “plus” buttons
Click on the green plus next to the booking for the issue you want. By default, MagManager will set up a duplicate booking for the next issue, but you can change the issue from the drop-down list on the left. When you do this, the duplicates will be highlighted in pink as MagManager will warn you that you already have an advert in this booking, but you can ignore this.
You now need to create a new artwork box for the second advert, do this by clicking “New Advert” at the top-right if you want a different size, or by duplicating the artwork box by clicking in the top-right corner. Drag down the new artwork box to the new booking line.
On your flat plan you will now have two adverts for the same client. You can rename them if you wish- see the chapter on the flat plan for details.
NOTE: you won’t see the green plus buttons here if a booking has already been invoiced.
To search for an invoice number or client, you can use the search box at the top-right of the Invoicing screen.
Here you can enter a client name or (part of) an invoice number.
Selecting one of the search results will give you a summary of the invoice, including its date and amount. From here you can also email or print the invoice.
MagManager provides multiple options for different invoicing periods.
You can choose to invoice quarterly, four monthly or at other intervals. See also our notes on twice-per issue invoicing for bi-monthly publications.
Go to Settings > System Defaults, and switch on “Use Invoice Periods” - click Update to finish.
You can then set the required invoicing period for each client. This can be found in the Client Details tab for a selected client. You can choose the fields you require from “Invoice Period” and (optionally) “Last Invoice In”. Click Update to finish.
On the Invoicing screen, you can find invoices for the different periods under the "To Invoice" tab.
In this example, an invoice is generated in October for bookings in October, November and December.
This client will next be invoiced in January.
Emails that you send from MagManager for booking confirmation, invoice email or mail shot will always appear in the client’s timeline.
If you click on a client’s email address at the top of their page, provided the email sends from your computer or device’s email client (such as Outlook, as described above), the email will appear in the timeline provided that the email address you are sending the email from is the email address you log into MagManager with. (You might have Outlook set up with more than one email address- in this case it is possible to choose which email you use when sending mail and you should ensure it is your MagManager one).
If you send out an email from MagManager and use a different "send" email address in your mail client, then the email will still send, but it won't appear in the timeline.
Q: I added a bcc to “firstname.lastname@example.org” to an email, so why isn’t it in the client's timeline?
If you want an email you send outside MagManager to appear in your client’s timeline, including using Outlook Online, webmail or Gmail, you will need to do the following:
- Ensure that the email address you are emailing from is the email address you log into MagManager with, or has been entered as an “additional email” for you, which you can do by clicking on your initials at the top-right of the screen and then clicking on “My Details”. (This so that MagManager knows who sent the email.)
- Ensure that the email address you are writing to is included as a primary contact or additional contact for your client in MagManager. (This is so MagManager knows which client you emailed.)
- Include the email address email@example.com in the BCC field so the email is copied back to MagManager.
Note: when your client replies to an email sent in this way, the bcc field gets removed, so the reply will not appear in the timeline.
If you click on a link in MagManager to send an email using your email client (such as Outlook) then although a copy of the original message will go in the timeline, the replies will not.
When your client replies to an email that gets sent directly from MagManager (eg, booking confirmations, invoice emails and mail shots), the reply will appear in the client’s timeline provided:
- They reply to the original email you sent from MagManager
- The email address they are replying from is recorded in their client contact details in MagManager.
NOTE: If your client uses more than one email address, such as firstname.lastname@example.org and email@example.com, you should ensure that the additional email addresses are stored in MagManager as additional contacts so that MagManager can correctly assign all incoming email to the correct client.
Your user needs to ensure that no ad blockers are operating when you are using MagManager. These notes explains the process for Chrome, it will be similar for other browsers.
NOTE: Do not use Firefox browser with MagManager as it does not support the advanced features we use.
If you use Chrome browser, for example, click on the padlock next to the url. Here you can click on Site settings.
Make sure pop ups and Ads are allowed for this site (it doesn’t affect other sites)
After doing this, reload the webpage and see if it resolves the issue.
Check for browser extensions
If allowing pop-ups as described above doesn't solve the issue, you will also need to check for browser extensions that include ad-blockers. On Chrome browser, click on the three vertical dots at the top-right of the browser.
Next click on More Tools, and Extensions.
This will show extensions you have set up - check to see whether you have ad-blocker extensions.
NOTE: Some anti-virus extensions will also act as ad-blockers.
To get Chrome to remember your password, click on the 3 vertical dots at the top-right of the Chrome browser. (The process will be similar for other browsers).
In the menu that comes up, choose Settings.
Scroll down and click on Advanced.
Click on the Passwords section:
Scroll down again, and you will see a list of websites where the password is “Never Saved”
If MagManager is on this list, you can remove it by clicking the “X”.
You will then be prompted to save your password when you log in.
If you have recently changed the company name of one of your clients, you may notice that the old company name still shows on the flat plan or in the index report.
This is probably because when the bookings were created, the client still had their old name, and the bookings would have been made with this name.
The bookings don't get updated when you change the company name.
To update this for your index, you need to update it on the flat plan for each of the bookings made before you changed the company name.
Go to the flat plan and find the client's advert. Click on the advert box and change what is written in "Company".
When you have the correct company name appearing on the flat plan, the correct name will appear in the index.
Q: Why doesn't my DPS display properly when I AutoPublish (preview with trim)?
For a DPS the uploaded file needs to be a PDF with the the correct CropBox & Trimbox saved in order for MagManager to display it across the two pages. PNG & JPG files do not contain the necessary information. See the notes here on the correct settings to use: