Act! Pro

Act! Pro is Designed for Individuals and Teams Up to 10 Users


Act! Pro could be considered a starter version of Act! CRM, formerly known as Act! Premium.

1. Number of Users

The number of active users is a key determining factor. Act! Pro was designed for individuals. Act! CRM was designed for workgroups and sales teams. Act! Pro has a limitation of 10 active users in a database. This means if you have more than 10 users you must use Act! CRM. If you purchase Act! Pro and need to add an 11th user or more, you will need to purchase an Act! CRM subscription to replace your existing Act! Pro licenses. Therefore, if your business is growing it would make sense to select Act! CRM over Act! Pro at the onset.

2. Windows vs. Windows + Web + Mobile

Act! Pro can only be used on Windows. The only mobile access available with Act! Pro is via a third party app. Act CRM includes Act! for Windows, Act! for Web and Act! Mobile. Act! CRM allows you to do your own web hosting where you can deploy the Act! for Web with anytime, anywhere access through the internet. With Act! Mobile you can travel light and stay connected by accessing your Act! database from the browser on your iPhone®, iPad® or Android™ device. Act! CRM includes use of the Act! Companion Mobile App for your iPhone® or Android™, with intelligent notifications sent directly to the home screen of your phone to keep you on-task and on-time.

3. Database Synchronization

Both Act! Pro and Act! CRM include database synchronization which allows offline access to your Act! data. Act! Pro only allows synchronization when someone is in your office ready to accept incoming syncs. This can be problematic if the master database is hosted on a server or an unattended machine. Act! CRM comes with synchronization services, which allow the synchronization to occur without Act! being open. The sync service runs on a host server and listens for the synchronization connection. Users can synchronize whether in the building or on the road, whenever necessary.

4. Data Security

With Act! Pro, all users have permission to “Delete Records” and “Export to Excel,” and this cannot be changed. Imagine a potential user exporting your entire database, then putting it on a thumb drive and walking out the door. Or, a new employee looks up Smith and inadvertently deletes all the Smiths instead of just the one they wanted. This leaves your data vulnerable. Act! CRM has the ability to limit which users can “Delete Records” and/or “Export to Excel.” How important is the security of your customer data?

5. Record Level Security 

Only Act! CRM has 'Record Level Security' that allows you to limit the access/view to 'Contact', 'Opportunity', 'Group' and 'Company' records by users and teams. This is a powerful feature if you want your salespeople to see only their records, sales managers being able to see the records for their direct reports by territories, or if you want to divide the records by different departments or job responsibilities.  The lack of 'Record Level Security' plus the ability to 'Delete Record' and 'Export to Excel' puts your entire database at risk. How valuable is your customer data?

6. Field Level Security 

Only Act! CRM has Field Level Security that allows you to limit the access to certain 'Contact', 'Opportunity', 'Group' and 'Company' fields by users and teams. You can grant full access to those that need to update the field information, read only to those that need to see the information but cannot change the data, or no access to a field which means they cannot see the field within the database or reports. This is a valuable feature if your business works with social security numbers, credit card information or other sensitive data. When considering Act! Pro vs. Act! CRM, ask yourself, will you be storing any sensitive customer information in your database?

7. Group Dashboards

The Dashboard is available in both versions but Act! Pro has a limitation of being only able to view the current user activity and opportunity information, filtering for a different user or multiple users is not an option. With Act! CRM you can create Dashboards with multi-user, team, territory, region, and/or department views.

8. Group Scheduling

With Act! CRM, users have an additional feature of being able to include other users and resources in their scheduling activity as well as the ability to check availability. This is a helpful feature if your business has meetings or calls with your customers or prospects that involve more than one of your Act! users.

Buy Act! Pro Now


To learn more about how Act! Pro can help you achieve your goals, contact AspenTech CRM today at (866) 880-4228 to schedule a free consultation with a CRM specialist.