- Web-based Business Application
- Contact Management (CRM)
- Correspondence Handling
- Live Chat & Conferencing
- Email Virtualisation & Filing
- Shared Diaries & Meetings
- Document Management & Backups
- Phone & SMS handling
- Project & knowledge Management
- Surveys & Networking
- Pricing & Features
- Free Trial
Maximise your potential by delegating your day-to-day business administration to gepo’s Virtual Office Manager. Plan, Schedule, Communicate and Share all business correspondence and tasks with gepo’s Powow.
Web-based Business Application
Web-based and available 24-7 from anywhere
Web-based simply means you can access your application using any Internet Browser; from Work, Home, Client’s Office or even on Holiday. Whatever your choice of Web Browser, you can expect to have access to your data, correspondence and files from anywhere and at anytime.
Your Dedicated Application Server
Your business application will be installed on a dedicated server that is housed in a secure Data-centre and protected using firewalls and SSL encryption – all of which is managed by a team of expert technicians. Your application database is unique and 100% owned by you, so you can rest assured that your data is safe and not mixed-in with your competitors.
Usage and Costs
There are no up-front costs or long-term tie-ins. Just a single, affordable monthly charge that covers everything that your business requires. You are not limited by the number of contacts, folders, projects and correspondence. If you need more storage space, you can just ask for it and we’ll even take care of your backups, disaster recovery and all software updates.
Virtual Office features:
Memos (internal communications) 
Reminders (shared reminders & to-do lists) 
Journal (personal notes & comments) 
Notice board (company-wide notices) 
Mail (formatted letters and mail-shots) 
Contacts (centralised and shared) 
Document Management (paperless) 
Twitter (integrated tweets and search) 
Alerts (automated alerts and reminders) 
Survey (survey & questionnaire facility) 
Charts (including Gantt and Time charts) 
Calender (shared group-wide diaries) 
Templates (linked to database records) Consolidate your company’s contact names, addresses, email, phone, fax and other user-defined information in one place. Manage access privileges to business contacts and assign staff relationships.
Contact Management (CRM)
Contact Relationship Management (Powow)
Powow focuses on building and sharing the relationships that you have with your contacts so that everyone in your organisation has the most up-to-date information. This will encourage transparency and collaboration throughout your organisation as all internal and external communications are threaded together and automatically filed against the relevant contact or project.
Manage Client enquiries through your website
When a visitor completes your gepo website form, a Guest account is automatically added to your central contact database and a system alert notifies you of a new enquiry. This alert can be backed-up by an SMS message or an Email. You can even share the information and the alerts with your colleagues so that they can follow-up on enquiries in your absence.
Share information internally
Powow puts you firmly in control of your data and makes it easy to share documents, tasks, correspondence, diaries, contact information and project events. You can request to follow all the data belonging to a colleague’s contact or Project and if permission is granted, you will be able to share all relevant incoming and outgoing correspondence.
Manage every method of communication in one place using auto-threading to establish the full history of all business correspondence. Rapidly produce letters, memos, faxes, emails and more using pre-defined templates.
Correspondence Handling
Write Letters, Memos, Journals and more...
Adhere to your corporate standard templates when writing Letter, Emails, Faxes and Memos by using the built-in word processor and its template builder. As long as you have access to a Web Browser connected to the Internet, you can access all features of the Powow word processor so you won’t require any other third-party software (e.g. Microsoft Word). Your pre-defined templates will allow you to automatically include data from your database (e.g. your client’s address) and incorporate the all-too-important signatures, warnings and disclaimers. You can even use the templates to produce mail-merged letters to multiple recipients and also see when they have read your correspondence.
Send Faxes and SMS text messages
No Specialist equipment is required to send a Fax from Powow; just a Web Browser connected to the Internet. With Powow's fully integrated Fax facility the time really has come to put your tired, old fax machine out to pasture. You can even send SMS text messages to any contact in your central address book. Using the “Also Notify” option, you can send a single message via multiple communication methods.
Hold Live Chat Conferences
Ideal for enterprise internal messaging, group collaboration or website Live sales and support. Using Powow you can integrate Live Chat into every aspect of your company's communications without having to install any software and, without exposing your conversations to third-party service providers. This means that you will own the data (as well as a transcript of the conversation) and don’t have to worry about exchanging sensitive information over the Internet.
Reminders and back-up Notifications
When you correspond with your internal or external contacts, you will always be given the option to send reminders and back-up notifications to guarantee that your message will reach your intended audience. Back-up notifications (or “Also-Notify” alerts) are a great way of sending a single message through multiple communication methods. So, if I am sending a Fax to a Supplier, I may choose to “Also-Notify” them via Email and SMS text. This can be done by simply ticking the relevant options, whilst sending a single message! So, my supplier will first receive an SMS text message which will notify him that a Fax has just been sent and if he can’t get his Fax, he will receive a copy of it via Email.
Schedule live chats with any contact using your own private chat conferencing facility and save the transcripts for future reference. Offer Live Chat in every page of your website and in all of your company emails.
Live Chat & Conferencing
Live Chat from your website and emails
Show a Live Chat link in every page of your website and even include private Chat links in every outgoing email to engage your clients in real-time. Let your clients choose when they want to Chat with you and save yourself time by avoiding email ping-pong. Being web-based, your Live Chat facility can be used by anyone with an Internet browser - no software or configuration. You can also initiate multiple Chat conferencing sessions with internal and external staff whilst sharing documents and retaining the conversation transcripts in your own private database.
Live Chat answering machine
When you’re away from your desk or your client contacts you outside of your working hours (especially if they are in a different time-zone), there’s no need to turn them away. Gepo’s integrated Live Chat will ask your visitor to leave the relevant information for you to be able to get back to them. Gepo will automatically save your visitor’s details as a new Guest in your central contact database and send a system alert to you and the colleagues with whom you share your Live Chat account. This makes it easy for your team to view the visitors’ contact details in the central address book and to follow-up on their enquiries.
Live Chat conferencing without the risks
Powow's IM Chat is completely web-based (i.e. it only requires an Internet browser). So, your customers won't have to install any third-party software and can request or join Chat conversations without needing to login or give any information away. And yet, you have full control of who can be contacted via the Chat facility and you will always retain the transcript of all conversations with your customers. Start owning your Chat conversation data and integrate them into your business communications by using gepo's Client Collaboration System.
Manage all company emails without the need for a separate mail application or spam filter. Assign permissions to share emails with colleagues and be notified when the recipient has read your message.
Email Virtualisation & Filing
Pop3 Spam Filtering and email sharing
Once you have added your incoming Pop3 email accounts in Powow, your incoming emails will be limited to those sent from known contacts in your central address book or your Safe Sender’s list. If you share a contact with your colleagues, they will also be able to see the incoming messages. Thus, you haven’t had to share the entire content of your Inbox for colleagues to be able to view the email messages from a single Client.
Send, filter and reply to emails
Each outgoing email from Powow will generate a unique virtualised email address (called a “Vmail”) that will protect your identity and ensure that all future email exchanges are automatically referenced and saved against the relevant contact or project. Thus, you will never have to file an email in the correct folder or manually share it with colleagues. It’s all done for you! You can even dispose of each Vmail when you decide that the conversation is over.
Email marketing & html newsletters
Whether you are sending emails for marketing purposes, newsletters or managing large projects, Powow's vMail will help you get your message across. Use Powow's Template manager to create re-usable personalised html templates from your contact database records. Once your Vmail has been delivered, Powow will let you know which of your contacts has read the email. And, for security purposes, Powow treats Vmail attachments as secure links rather than physical file attachments, which may otherwise have been blocked by the recipient’s sever.
Provide live Chat from every Vmail
All Powow Vmails carry a unique link to enable the recipient to request an IM chat so that you can engage with your clients in real-time rather than play email ping-pong. As Powow’s Chat facility doesn’t require any software download or configuration, you will find that your contacts will increasingly prefer to initiate a Chat conversation with you. What’s more, your Chat conversations are on your private server (i.e. no information security concerns) and a transcript is saved for future reference.
Schedule meetings, tasks and reminders throughout your company. Share calendars and produce time sheets according to staff and project activities.
Shared Diaries & Meetings
Scheduling your meetings and appointments
Using Powow's intuitive Event wizard you'll be booking, viewing and signing off your diary appointments in no time. Powow will even highlight overlaps and meeting clashes. All diary entries are automatically referenced to contacts in your business address book, so that you and colleagues can view them in shared calendars and To-do lists. With every meeting invitation, Powow sends a unique link for the attendee to confirm their availability. When the attendee clicks to confirm, Powow updates the meeting with a confirmation comment, letting you know who has accepted or rejected your invitation.
Appointments and Diaries
Powow's To-do lists provide a 3D overview of all tasks and events referenced to your contacts, folders and projects. Powow's To-do lists not only show your outstanding tasks, but also the assigned tasks for your colleagues. The Shared Diary provides a traditional calendar view of Tasks and Events which can even be sent to mobile devices (e.g. a Blackberry). And if you are managing a project, you can select the Gantt chart option to automatically produce a report of the detailed project schedules, including task dependencies, start and end dates, durations and completion status.
Group Diary
Not only can you share your diary with every member of staff, you can also publish your diary online so that your availability can be viewed by anyone, in real-time. Furthermore, as long as you can send/receive emails, your diary can be synchronised with your PDA or Smartphone (e.g. Blackberry).
Store every correspondence and attachment sent and received by your company in a secure vault. Upload reference documents and share them with staff using user access permissions.
Document Management & Backups
Keep all of your documents in one place
Powow's document manager provides a secure central repository for all of your company’s files and data. Powow stores a single version of every document and makes it available to all permissioned users. So, instead of sending out file attachments to multiple recipients (creating several versions of a single document), you can share a single instance of the document with both internal and external contacts.
Access your Files from Anywhere
Powow is web-based which means that all of your data and documents can be securely accessed from any internet enable computer. Thus, your files are no-longer locked away on just one machine and you won’t need any third party software to access them remotely – all you need is a Web Browser connected to the Internet.
Online Storage and Sharing
Network document storage solutions are often complicated to set-up and expensive to maintain. Powow's flexible and affordable storage capacity can grow with your business needs and is automatically backed-up for you. Once uploaded, files are referenced to contacts, folders and projects, which in turn governs who can access the files. So, you don’t have to worry about assigning file permissions or send out multiple copies because Powow works out who has permission to view/edit it.
Recipient-friendly Email Attachments
It’s becoming more and more common for organisations to limit the size of inbound file attachments or even block incoming attachments, altogether. To avoid this dilemma and to ensure that only one copy of your document remains in distribution, Powow will store your email’s file attachments on your application server and instead of sending a physical copy out to every recipient, it will simply include an encrypted web link to the outgoing message. Thus, you will remain in control of your file attachments as you know that it’s the only copy in distribution, which can be deleted at any time.
When making a phone call, Powow displays all the available numbers and allows you to choose the most appropriate one before auto-dialling it for you.
Phone & SMS handling
Take Calls and Enquiries
Powow integrates with your favourite VOIP software (such as Skype) to provide a seamless method of making and recording phone conversations. New contacts can be quickly added and assigned to specific Staff and Branches. Powow's built-in Live Chat facility, which is included with every correspondence, provides a brisk way to answer your contact’s enquiries when a phone call is not convenient for them.
Record and log all phone conversations
Keeping track of what's been said and done is often difficult. Phone conversations get noted on bits of paper, which days later, rarely make any sense. Powow automatically records and stores every phone conversation and tags them to the relevant contact so that you and your colleagues can refer back to them and act on any comments or actions.
Take messages and keep notes
Taking notes and recording a phone message is easy thanks to Powow's conversation wizard. You can attach files, time the duration of the conversation and indicate if your time is chargeable. Powow references all conversations to specific contacts or projects and can send notifications to your colleagues regarding calls that were received or made, in their absence.
Deal with customer requests, complaints and queries
Powow's built-in knowledge Base will enable your organisation to manage high levels of customer requests and queries whilst ensuring that each customer receives the same high level of service. Furthermore, Live Chat and Web Contact Forms provide fast response solutions to resolving more complex and sensitive queries.
Manage project milestones and goals with team members and share auto-generated Gantt charts with your clients. Assign roles and responsibilities to team members and keep everyone on the same page.
Project & knowledge Management
Holistic Programme Management
We all have to manage projects for our clients and save documents or messages against project folders. Just about any Contact or Project management software can assist us with these tasks but none of them can consolidate every aspect of Programme Management in the way that Powow can. Powow’s holistic approach will ensure that all internal and external communications are automatically linked to the client's project and all related messages, documents and notes can be shared amongst the project team. Even emails are automatically threaded together using a unique method that keeps track of all conversations. Furthermore, gepo's TacTic module will allow the project team to manage transactions according to pre-defined business processes and targets (e.g. Estimates, Tenders, Quotes, Orders, Payments and Invoicing).
Project Calendars and Charts
Powow's integrated shared Calendars and To-do lists make it easy for project members to share project tasks and milestones. As the Controller of a project, you decide which team members are privy to Powow's internal or external conversations. Powow aggregates your team's conversations and tasks against each project in one simple Timeline. Providing team members have your permission, they can view the latest information regarding your project. View your entire history on a Time chart and transfer chosen tasks and activities into your electronic timesheets. Produce project Gantt charts and share with your team (or your Clients) without any extra input or effort.
Project Document Management
Powow's document manager provides a secure central repository for all of your project documents. Powow stores a single version of the document and makes it available to all permissioned users. So, instead of sending out file attachments to multiple recipients (creating several versions of a single document), you can share a single instance of the document with all the intended recipients.
Project Knowledge Base
Powow's knowledge management tools simplify repetitive tasks and allow you to share your know-how throughout the company. Simple to set-up, the knowledge base provides a set of guidelines that your project members can follow to manage or complete tasks and events. As your company’s knowledge grows, you can update your procedures and fine-tune your Knowledge base. All of this will bring your team closer together by knocking down cultural and geographical boundaries whilst introducing team collaboration.
Being web-based, Gepo Powow can be used by anyone with an Internet browser - no software, installation or configuration is required.
Surveys & Networking
Online Surveys
Create marketing, PR and training surveys for internal and external contacts. Using a simple wizard, any type of question can be easily defined in a survey and then published for open access (i.e. public survey) or directed to specific contacts (i.e. private survey). Using Powow, you can choose the audience for the distribution of the survey and monitor the progress of each response. Private surveys carry unique tokens to guarantee that the response is coming from the chosen audience and that the survey is not repeated. Finally, Survey247 will allow you to analyse the results and produce reports.
Integrated Twitter Networking, status updates and search
Interact with your customers and prospects on Twitter; develop leads and centralise your communication management. Powow's twitter capabilities extend beyond just status updates and include integrated location radius search, designed to help you find Tweets from Twitter users in specific locations.
Mail merge
Mail merge and produce newsletters with ease to ensure that you keep your clients updated at all times and obtain feedback from them to guide your way to success.
Powow takes contact management to the next level by controlling all internal and external business communications in a collborative and secure manner.
Pricing & Features
Top-ups for Data Storage and credits for electronic Fax and SMS available.
Contact us for prices in other currencies and discounts for larger implementations.
Application Servers are available in England, United States and Mainland Europe.
Terms and Conditions apply. Prices may change without notice and do not include VAT
Maximise your potential by delegating your day-to-day business administration using gepo’s Virtual Office Application. Plan, Schedule, Communicate and Share all business correspondence and activities.
Free Trial