Frequently Asked Questions


Gmail and Outlook integration

More about people - Part I

How to import people

How to connect two contacts

Here's a few answers to our most common questions

Questions not answered below? Please email us at support@usesphere.com and we'll do our best to get back to you within 24 hours.


How do I upload my contacts to Sphere?

There are two ways to do this:

1. CSV Upload

CSV (Comma Separated Value) is a universal format for importing and exporting data, usually accessed by a spreadsheet program like Excel or Sheets. There is a video above that will walk you through how this is done. It’s a very simple step by step process that you can begin when you first login to Sphere (there will be a step in the sign up process that asks you if you want to upload contacts) or at any point by click on the “Import” button at the top of the “People” page.

2. Gmail or Microsoft Contact Import

Click on the “Import” button at the top of the “People” page. There is then an option to begin the import process from either Gmail or a Microsoft product like Exchange/Outlook.

How do I rank clients?

Click on “People” on the main menu. Then, click on the name of the person you want to rank. At the top of the page, under “Select Rank”, you can select A, B, C or D for each contact. Click the Save button when you’re finished.

How do I customize a To Do List?

The easiest way to add items to your To Do List is to type them into the field at the top of the list on the dashboard and click on the ‘+’ button.

You can also add them to the larger list by click on the “More” link on the To Do page on the dashboard and adding new items there.

How do I customize labels?

You can create custom labels by clicking on the Setting main menu item, and then clicking on “Manage Labels”. You can then either click on the “New Label” button on the top left, or edit or delete labels that already exist.

How do I add a transaction?

Click on Transactions on the main menu. Then click on “Add Transaction” in the top right.

How do I add a contact?

Click on People on the main menu. Then click on the “Add People” button on the top right.

How do I sync emails from Gmail/Outlook?

Click on People on the main menu. Click on the contact you’d like to sync emails from Gmail/Outlook. Move to “Communication” tab. Find the “Cloud Communications” tab and click on it. You can then add multiple email account of Gmail/Outlook.

How do I upload documents?

Click on Transactions on the main menu. Then click on the transaction the document relates to. In the middle right on the transaction there is a space titled Document Archive. You can either click the “Select file” button or just drag your document to this space.

How do I link two clients?

Click on People on the main menu. Find one of the contacts you want to link. Click on them. On the top right there is an option to “+ Add Connection”. It’s then possible to link a new contact or select an existing contact to link.

How do I add client touches (client outreach)?

Click on the contact you’d like record communication with. Then click on the “Communication” tab. You can then select the type of communication, date, and add any notes.

How do I track lead sources?

Once you add a new contact you can tick the box that says “Is this a referral” and then select the person who referred the contact. The name of the referrer will then show up permanently on that contact’s page.

Tracking referrals makes it possible to create a report showing who has referred whom and who your top referrers are.

What is the easiest way to access Sphere from my phone?

You can access your Sphere Dashboard from any browser on your phone using the URL https://www.usesphere.com/admin.

The easiest way to access the page is to create a shortcut icon on your phone. To do this with an iOS device click on the Share button (the box with the up arrow coming out of it). Once you click it there will be two menus that pop up. Scroll to the right on the lower on until you see the “Add to Home Screen” button. Click that and you’ll be able to create a Sphere icon on your phone that takes you right to the Sphere Dashboard.

How do I export my contacts?

Click on People on the main menu. In the top right there is a Export to CSV option. Click on that and a menu will allow you to select the attributes you want to include in your export.

How do I setup a demo account. Is it free?

Demo accounts are free and include sample data to give you a better sense of what a real account is like. It's possible to make any changes or additions you like and to use all the functionality. The account expires after a month though and cannot be converted into a paid users account.

How does the 30 day trial work?

You get 30 days to try out Sphere at no cost. At the end of 30 days it will automatically transition to a paid account unless the account is cancelled.

Is it true that new brokers get a free Sphere account?

Yes. All new brokers can use Sphere for free for 12 months from the date they received their brokers license or until they surpass $2 million in transactions.