A deep look into Automations Maps, and integrating ActiveCampaign with online scheduling software

Recording of Office Hours hosted by Chris Davis on April 27, 2018.
Topics covered in this session include the newly released Automations Map feature, how to track emails sent to and received by contacts, and integrating online scheduling software with ActiveCampaign. 


Chris Davis: All right. Let’s dive right into automations mapping as I try to contain myself. All right, so to find the new automation’s map, you’ll click on automations and every account should have this. If you’ve got the navigation on the left side … Let me, because I think I saw … okay Dan, you asked … Let me, because this is a good question. Okay Dan asks, [00:00:30] is the new layout with the sidebar on the left definitive? By definitive Dan, I’m assuming you mean … oh wait a minute is this … yes. By definitive I’m assuming you mean is that gonna be the design going forth for all accounts. And the answer is yes, there is. This is definitive. This layout will be going … All new accounts have it by default and then going forward we’re slowly migrating all of the old ones. We just [00:01:00] want to make we don’t [inaudible 00:01:01]. All right. So to access the automations map … and look here, see? Showing one of 10 of 355 automations. The first thing that you’ll want to make sure of … And in fact, let me equip you all with this as well. If that wasn’t there already.
Yeah. Oh, we are so good. Look at this. Just click on the guy that pops up. If you haven’t already seen [00:01:30] it, I’m putting the link here in the chat. This is a help doc that walks you through everything. With that being said, if you have over 100 automations, it’s only going to show you the ones that are active. All right? Well, wait a minute. Automations that don’t have any connections. Yes. I’m sorry, let me rephrase that. If you have over 100 automations, it’s only going to show you the automations that have connectivity with other automations. [00:02:00] Okay. I have 350, but as you see, the entire 350 are not displayed here. That’s because there’s some of them that do not connect with other automations. By connect, what do I mean? Let me just jump in this automation real quick and show you.
By connecting, you have this; enter an automation as an action. Okay? So [00:02:30] if, from one automation you have this; enter another automation, then that automation will display on the automations map when you have over 100. In fact, this is how you link automations, is you say start … or, if I were to say this … if I were to go here and do end this automation … so these two … actually any of these dark pink will connect. Let me say these two, I’m sorry. End another [00:03:00] automation and start an automation, those two, trust me the help doc is a lot better than me live, but the start an automation and end other automation are the two ways that you connect automations. I don’t know if people knew that. So if you’re newer to the platform, that is how you connect automations, by starting one from within one, or ending one from within one. If that is the case, what will happen is it will now show on the automations map. And when you have [00:03:30] it to where it’s maybe ending another automation, instead of swing green, this will show red. So let me show you.
Let me reset the map and find one … I’ve got so many. Let’s see. Aww, look at that. So you see this? Karen webinar purchase date. Okay? Look at this. The connection is it ends the webinar follow up. You see that? So that means it’s red. That’s what the red means. All right. So when I end another automation, I can [00:04:00] see it this way, and when I start another automation it will be green. All right? So I want to see if I can grab one that’s really sophisticated. I feel like I had an engager, engagement automation. Oh, look at this. What does that mean? What does orange mean? Let’s see one … I’m sorry everybody. I don’t know. Oh, that means it’s going to one [00:04:30] that’s not active. All right. Fair enough. I’m learning along with you all. But what I’m trying to do is … my account may not be the best one. I wanted to show you how it displays all of the automations. I don’t have enough in here that are connected. Most of mine are fairly simple. There we go. The engagement monitor should work because if I go to engagement trigger, I don’t know what this [00:05:00] yellow is.
Actually, it may be a bug. Dang it. I wanted to have an automation where it had more than one. As you see, mine are very linear. It’s like send to one automation and be done. Okay, Mark, let’s check on yours. Nope. Oh, maybe, maybe. Look at this. Ah, no. Last email sent … it’s just a loop. This is [00:05:30] what a loop looks like everybody. Right? These two just send contacts back and forth. You see that? That lets you know it’s a loop. Oh, maybe that’s what this is, the back and forth. Interesting. All right. This was just live last night, everybody, so even us internally, we haven’t had an opportunity to really break it or play with it like this. I saw it in development, but … [00:06:00] okay. I was hoping I could show you one that … there. Finally, thank you. Ah. All right. So as you saw, I started here, I believe … I started here. I selected this one, Online Course Follow up and I saw that from master sort, people enter this automation. So now when I click on master sort, it also now tells me where else are people being sent from this automation.
Okay? [00:06:30] So it not only allows you to see the automation in question, you can do some backtracking and forward progression to see how they’re all interconnected in your account. So people who have been building out automations in ActiveCampaign for a while, this is one of those things where you’re like, “Hmm. What’s this?” Then you click on it and you see something you’ve never saw before. You start seeing literally how your automations are connected to one another. And it’s really insightful because, [00:07:00] think of it, if i was just in this, high end consultation. Let me just open it up. Right? If I’m in here, if I go straight into this automation, it’s not clear to me that people are being added to this automation from another one. Let me close this out. It’s not clear to me that. The only way that this would be clear, everybody, is if I had some documentation, like a flow chart or something, that showed that the master sort automation is adding them [00:07:30] to the high end consultation automation. Right? So now that I can see this, I say, “Oh.” And I just click on that. Now it’s a quick reminder it’s going to the either follow up online course follow up and high end consultation as well as a personalizer.
Then when I click the personalized, that takes me down another path. So guess what? What if the personalizer was connected to three other automations? Now I’m starting to get a full picture of exactly what my master sort is doing. Right? It’s sending people to this high [00:08:00] end consultation, but it’s also sending them to this personalizer, which can be sending them off elsewhere. So you see, it just allows you to move backwards and forwards so much easier in terms of understanding what you just built, excuse me, in the automation builder. Think of the visual automation builder at level two, like a deeper level of detail. Then level one, one level up is now the [00:08:30] automations map to show you how what you built is connected, is interconnected. Then, some quick things to highlight, if I select personalizer, of course I can click here and go in it. I can see if it’s active or not. Of course we can see that here with the dot, the connection.
So I can go into whatever automations it’s connected to as well. I can see the contacts that are currently in it, the campaigns and the goals. So you can get a lot of information from the map. I think [00:09:00] the product team did such a great job because this is valuable enough, but now being able to click on it and see data of that automation, took it a step forward that even I wasn’t anticipating. So hat’s off to the product team for doing an amazing job at this. This is automations map, my friends. This is in your account right now, if you have the left side navigation. It’s just … oh man, [00:09:30] we’ve needed this for a while. I’ve been a strong proponent of flowcharting, but this one definitely is a step in the right direction. This is a leap, I shouldn’t say step. I find it hard pressed to find any competitor that’s coming even close to this. It’s just so fun to see. I felt like I rediscovered all my automations for the first time when I had this. In fact, [00:10:00] set aside some time, because once you see this, you are going to want to play with it and do exactly what I’m doing.
You’ll be like, “Oh yeah. I forgot about that,” or, “Oh. I remember this.” So this is another loop back and forth. That’s what the orange means, now that we know. All right. That is the automations map everybody. Thank you all, for those of you who have participated in providing feedback and just …not [00:10:30] even with the automations map, just all of you who continue to use the app, push it to its limits. This is created for you. Honestly, one of my main motivations with sitting with the product team, is to eliminate some of these monstrosities that we call automations that are so huge and so big that there’s no way they can be working effectively. And if something breaks, you’re out of luck because the entire thing would break. Yeah, this is beautiful. To [00:11:00] see all the map items in [inaudible 00:11:02], click interact to the right. What was that Mark? Click and drag to the right.
Oh, oh, yeah. I didn’t go all the way over. Sorry, Mark. Yeah, you’re right. What Mark was saying is, you see how I was on this default space, if you click and drag to the right … because some of you may have been counting like Krista, that’s not 100, that’s more than 100. That’s less than a 100. Here are where the rest of them … I can drag to the right, up and down. You just click and drag. Just think of [00:11:30] dragging it as you regularly would on your computer. So cool everybody. So this is what we have. Ah, there’s a good one. All right. Automation 73 stops this automation, these two add to the automation. Let’s see if they … and look at this one adds to two automations. So not only it add to this one, but it also adds to that one. And now, [00:12:00] I’m in automation land, because I’m two layers deep into an automation I didn’t even start with. But I can always go back to the … [inaudible 00:12:08] controller go back to the external interview and find my place. So I may have started with imported best of Toronto gifts and said, “Oh yeah, I forgot that the event controller was added,” and then I click on the event controller and I’m like, “Oh yeah. It’s not just external, it’s internal as well.”
Then it’s, “Oh, yeah,” … you see. It’s an ongoing journey [00:12:30] and discovery here. And there’s going to be so many improvements to come. So, yeah, we’re all ears. So keep letting us know everybody. With that being said, let me jump into some of these questions. It’s been open for questions the entire time, but I just wanted to explain the automations map at its inception as of last night. Next week, we will have a much more polished presentation because I would have played with it for quite a bit. [00:13:00] Mark said what logic could you use to display them? I’m not sure Mark. I actually have no idea because it doesn’t look like it’s alphabetical at all. So I think it may be last … oh, oh, this is me. It’s by this, monitor display by last edited. If you want to do it alphabetically, you can select A to Z, then it will display it. The logic is the same as [00:13:30] the automations. You can determine the sorting this way.
Which, I’m glad you asked. Before I get off my automations map box, you can also use your labels. So if I just wanted to see the ones for external podcast interviews, there it is. And I’ll just do last edited. Those are the five. So you’re not stuck with just the default with them all over the place like this. You’re not stuck with that. You can go to labels and see it. [00:14:00] Oh, yeah, yeah, yeah, the thrive quizzes one. I had a few automations in there, the master sorting personalizer. Right? Or, you can go to the status. Or, lastly … again, these are all the filter options you have on the automations. You can do by start triggers. And one would be has [inaudible 00:14:19] staged. Deal stage changes. So this is fun for me because this displays every automation that’s triggered by a stage on a pipeline. Before [00:14:30] this, it was very hard to find those automations. By this, I mean this filter bar, because this is also available on the automations. There’s just no way to know that a start trigger of a deal moving to a stage was happening. So now, you can also have the automation map to help you understand that.
Look at this man. This is so … this is you all. Every time you ask a question, the automation is built in here. [00:15:00] All right. Let me start from the top here. What questions do we have? Mark, let me get to your email question. All right. Everybody feel free to type your questions in. Listen, this is not a sit back and watch and don’t say anything. If you want to do that, that’s fine, but these office hours are best spent when you are looking for [00:15:30] help, specific help for you. Lindsey, yes, great. Great, great, great. I’m going to get to your question, Lindsay, in a second. Let me just answer Mark‘s real quick. Thank you for asking Lindsay. Lindsay, have I seen you? The name looks familiar. Lindsay, is this your first time? Let me know. I think … oh, great. Great, so I’ve probably seen you on the consulting side. So welcome to office hours, Lindsay. Yes. All right. [00:16:00] Let me see. This is Mark‘s question.
Mark, I didn’t read through it man, I just posted it. Hopefully it’s safe because I didn’t have a chance to read through it before we jumped on. All right. Just realized in a client account that all emails that he sends to contacts from his Outlook are added to his AC record, recent activity stream. Yes, tracking is set up. Question is, are sent emails when tracking is on, supposed to show up in the contact record [00:16:30] when the contact has at least one deal to trigger the tracking? I’m not sure if that’s what determines it. Mark, you might want to check the settings. And if he’s connected his IMAP. Where is it? Is it in deals? I think it’s in deals. Yeah, if he’s configured it here, where when you add account it asks for all of your IMAP settings [00:17:00] and everything, then that’s what’s going to … yeah, okay. Click back to the previous, [inaudible 00:17:06] IMAP is connected. Okay, so here, you’re saying IMAP is connected here. Right? Yes, okay. All right. If I’m understanding your question correctly, if it is connected, then any email relative to … if a contact has a deal, emails will [00:17:30] be tracked in the way that you’re seeing it.
They’re added to the AC record, recent activity stream. So your question is, are sent emails when tracking supposed to show up in the contact record when the contact has at least one deal to trigger the tracking? Oh, so you’re thinking that more so, shouldn’t it just show with the deal. Right? The deal instead of just the contact. Is that what you’re asking Mark? And while [00:18:00] Mark is answering, this is what he’s talking about everybody. Alex … so this is the contact profile, so these are all of the recent activities. When I go to the deal profile, these activities will be specific to the deal, not all of them. Some of the deal activity will be specific to the deal. Is that what you’re referring to Mark? Let me know. All right. I only see … oh. Here let me … I only see email tracking in the sending contacts [00:18:30] email address. They do not show up in the AC contact. I’m not sure if I understand Mark. My bad, man. Normally I follow your questions. I only see email tracking in the sending contacts email address IMAP hookup. All right. Let me go here real quick.
[00:19:00] In here. Okay. I email you and see recording of it in my account, in my AC contact. [inaudible 00:19:20] but not your AC contact. Hmm. [00:19:30] Yeah, so let’s say you emailed Alex. You would see it here is what you are saying. You would see that … oh, oh, oh. Okay, so when you send it … oh, no. Mark, you want to … let’s do audio control. Let’s do audio. If you can speak, let me know if you’re able to. Okay. [00:20:00] I’m going to give you audio control here. All right, Mark. You’re on.
Mark: HI Chris.
Chris Davis: Okay. Oh, wait a minute. I’ve got something going on in the background. All right, great. Hey Mark. How you doing?
Mark: I’m doing good man. So here’s what’s going on.
Chris Davis: Okay.
Mark: My understanding was that when you put email tracking on and you email someone who has a contact record in the AC, that email should show up under their contact recent activities. [00:20:30] So Alex [inaudible 00:20:31], we’re looking at him now. If I emailed him, I would look back to see the email I sent him in his contact record, I only see them all in my AC contact record using the email that’s being sent. You know, saving email address that’s hooked up through IMAP.
Chris Davis: Yeah. Oh, that email address you have as the contact in your account, right?
Mark: Correct. So all the emails that are sent from the [00:21:00] sending email address, they all show up in my AC contact, all the historical emails, all the emails I send and all the emails I receive.
Chris Davis: Oh, wow. That’s interesting. That is not how it is supposed to work, Mark.
Mark: Yeah. But I’m not seeing them in the contact that I’m emailing.
Chris Davis: Yeah. They should be here.
Mark: Correct.
Chris Davis: Okay. So everybody, just so you follow, because this … Mark, see this is why we need you Mark. I have … Mark has in his account similar to what I have. [00:21:30] Phil is my fake twin brother. And as you can see, on my contact record, it’s my email address. So if I were to email Alex, what should show is the email in Alex’s recent activity. All right?
Mark: All right.
Chris Davis: What Mark is saying he’s seeing it in his activity, all the emails sent. What you’ll see … now [00:22:00] I think you’ll see the sent emails in yours, but you should see the replies. Their replies are not showing up here is what you are saying. Everything is showing up under yours?
Mark: So is it only the replies that would blogged in theirs? But if I’m emailing them, I would expect to see my sent email to them in their recent activities.
Chris Davis: Right. Yeah, yeah. You’ll expect to see what’s sent, right?
Mark: Right.
Chris Davis: Good question. Let me make a note of it and I’ll have to see if … what is going on. So Mark email replies [inaudible 00:22:35].
Mark: [00:22:30] Something that I just discovered today that I saw, if you go back to your twin brother Phil’s contact record and you look at the recent activities, you’ll see at the top of the list, it’s not chronological, but what those are, those are generally outstanding items.
Chris Davis: Yes. Yes.
Mark: I’ve never noticed that before. I just literally ran into it today.
Chris Davis: Yeah. There will be outstanding [00:23:00] items and if you have … most people will see these if they have the deal CRM. But there is a way to have tasks added to a person, a contact, when you don’t have the deal CRM. So those will show here too. But more than likely, it’s with the deal CRM that these outstanding tasks will show. Yeah.
Mark: Which is helpful, so if you’ve got outstanding tasks, you go to contact to see what’s up, you can tell right away.
Chris Davis: Absolutely. Absolutely. [00:23:30] David said way to go not having any outstanding tasks Mark. All right. Well, Mark, man, it’s always good to hear from you, man. Thank you for this. Listen, I’m going to ask somebody internally about this and I’ll follow up with you.
Mark: Okay. Cool. While I’ve got you on the phone regarding the map, maybe for the next one that you do, but it would be helpful to get your thinking and your logic behind it. I can see how reverse engineering what you’ve already built is helpful to kind of try and figure out what’s going [00:24:00] on, but I think it would be even more helpful to say, “Well how can you use this tool to potentially simplify or streamline the automations that you have.” Then my other question is can you actually use it to build automations? That you’re visually seeing? Or does that still work the way it is now? So it’s really more of a historical tool the way I’m seeing it.
Chris Davis: Yes.
Mark: You can [crosstalk 00:24:21] to what you’ve already created.
Chris Davis: Absolutely, absolutely. Mark, I just closed out that. Did you see that little prompt that came up? You can see how [inaudible 00:24:28] did. [00:24:30] You should see it if you go back to your automations map in your account. It’s a little prompt that was like, “How are you enjoying automations map?” Then it gave you an opportunity to say I wish it did whatnot. Please put that in there. Because I think … think about this, everybody. What Mark is saying is so great because if I select this, select one that has more than one setup to it. But if I selected and [00:25:00] I see this and I’m like, “Oh. I need this one to add to another automation.” Right? Well Mark is saying it would be nice to be able to hit a plus button somewhere and build out from the top level how you want them to connect. Then once they’re built out by default they would be red. You could click on the one and then go into it and actually build out the automation.
Mark: Right. It would be like a combination of the existing [00:25:30] builder flow with the map.
Chris Davis: Absolutely.
Mark: The other think I noticed is you can’t seem to click the back button. So if you click on and expand something, how do you get back to the previous view? I didn’t figure that out yet.
Chris Davis: Oh, yeah. So if I do this, how to get back. That’s not … I don’t think there is a way. I think you just have to remember where you were.
Mark: But you can’t even get back to it. So if you click on another one that expands out, how do you get back to the previous view? I played around with it where you click on something in the master sort, one [00:26:00] would disappear, but I can’t get back to the master sort.
Chris Davis: Oh, yeah. Well, you should be able to go back. Let me see. If I go to, I think it was … I want to get into a level deeper where master sort is gone. I don’t think this is one where I can though. Let me see. Nope. I’ve got so many. I think it’s this one. No, I think I just repeated what I just did. All right. I want to show you this though, Mark. Hold on, [00:26:30] bear with me just one second. I think it was this one. All right. So I started with the number five external whatnot. You just have to … because it’s going to show two layers deep. When you go so far back where it’s gone and if I have gone to another one, I’d have to backtrack to B then go through that path.
Mark: Okay. So you can’t go to the root. You basically go one at a time.
Chris Davis: Right.
Mark: [00:27:00] One layer at a time. Okay.
Chris Davis: Right, right. We’re leaning on users like yourself and all of you to provide feedback to make this much more better going forward. So this is not one of those things where it’s just like … like an Apple approach. It’s just like, this is what it is, this is what you need to learn how to use it by doing it and trust me, you’ll love it. We’re open-minded. So, Mark, we’re leaning on you man.
Mark: Okay. I think I’m done. Thanks.
Chris Davis: [00:27:30] Yep. Always good to hear you Mark. Great. All right. Let me keep going here. Other questions. Dan, let me know if that answered your question. I think I … I don’t see you asking another one, so okay I think I answered that one. Let me know if you have any follow up questions to that one. Javier, welcome. Let me see. If I missed your question, just let me know. [00:28:00] Excuse me. Sorry everybody. All right Lindsay. Welcome, did I get yours? No. All right. Let me get yours Lindsay. Lindsay said … oh. Look at this. Great minds. Lindsay is asking along the lines of what Mark asked. Can I build out a flow chart and [00:28:30] then create the automations? In terms of flowchart software, yes. But I think I know what you mean. Can I start out at the map view and then go into the and build out the automations from there? As of right now, you won’t be able to add any automations at the map view, but going forward, who knows. If you guys let your voice be heard, put in the request enough, [00:29:00] it will. It has a potential of making its way in here.
But as of right now, what I’ve been doing, Lindsay, yeah. Okay, yeah right, right. Lindsay was saying like making a placeholder automations. Absolutely. That would be so powerful right? What I’ve been doing is using flowchart software. But I will tell you, for those of you who may have started out with flowchart software am everything, the challenge comes [00:29:30] when you’re updating small things in the app on the fly. It’s just the nature of Marketing and running a business, you’re going to build an automation real quick, you’re do this, that and having to go back to your flow chart and update that, I found be the failure point in that approach. So it would be great if we had some means of providing that from the automations map standpoint. Yeah. Yeah, good question. Alexis, please put the questions in the chat because [00:30:00] my email, for whatever reason, is still not showing them. But I see one. I see one from you. Hey, Alexis. Alexis, I feel like your name is new. If this is your first time, welcome to office hours.
Thank you for participating. Alexis asks, is AC considering becoming robust in the CRM category? [00:30:30] As far as managing what stage, or what was the last communication done with a certain prospect, so it says entering notes for every call, email, etc. You should be able to do most of that already. Let me make sure. I forgot your … I missed yours David. Could you type it again for me just in case? All right. Okay, yes. Okay, great, Alexis. This is your first time. [00:31:00] With your question, are you meaning … let me pull up a deal here. You’re saying, as far as managing what stage or what was the last communication done with this certain prospect? So you’re saying you want to see their previous stage. So if I … let me do a different, oh, okay. So if I click on this one, you’re saying it would be nice to have some history on what [00:31:30] stages they were on? Let me see. Because we don’t have stages as campaign activity. Let me know if that’s right. Okay, great.
Yeah. I would … you know what? I feel like we used to have a filter for deals. But I know that we … it’s like green when the deal is created. So let me see what happens when a deal is moved. [00:32:00] Let me just do this real quick. Interesting. Okay. There it is. So, Alexis, great recommendation. So, I would imagine, in the recent activities, we would like a CRM activity stream that you could select and then it could tell you when they moved to stage. That would at least, from what I’m understanding, help manage [00:32:30] what stage they were. Right? Let me know if that’s what you’re thinking. Okay, great. Hold on, let me make a note. Alexis, let me make a note. Alexis [inaudible 00:32:45] activity stream. All right. Thank you for that one. Then, right? Yeah, that’s a good one, David. Alexis, this is a really good one. Then, as far as managing and seeing what last [00:33:00] communication done with a certain prospect. I think the closest to that is emails. Emails will show you when you’ve gone into here and sent an email. So that will be emails and the difference between emails and campaigns, campaigns … oops.
Campaigns will show you the emails that have been sent primarily from an automation. So automated emails. So you would be able to at least see the emails [00:33:30] that you’ve personally sent and keep track of everything as well as emails sent from a campaign. Then, entering notes for every call. So what you’re saying is like if I had a task to call … so if I do this, add a task. Call back. And I’ll say on Monday. And [00:34:00] I add it. So from here, you’re saying being able to have notes. You could essentially do this for each one and save those. Then the tasks … yeah, so right now … I get what you’re saying. Yeah. There’s a workaround for the last two. As far as managing the stages, there aren’t. But I would use the description for notes on per [00:34:30] tasks, or literally just add a note on the contact record to keep track of the last. I know a lot of our users do that. That’s how they stay in tune. Talked Wednesday and he seems really excited. Yeah. Then add that note. Then, of course, go back here to go to notes. [00:35:00] Then it will show here.
And the good part, Alexis, watch this. The good part is, the user who sees this … look at this. They can do this. They can comment on it. Thanks. I’ll keep that in mind. Right? So we can have entire communications logged in ActiveCampaign specific to that. Thank you. You know what? Thank you for reminding me of this. This is a really [00:35:30] good use case that I don’t think a lot of people use that much when it comes to collaborating within a team, when more than one person is managing the contact. You can do this for any … see, now it’s showing. Deal … well, I thought it would a minute ago. Oh, I didn’t have it on all activity. What we need is a deal. We need a deal category so you can easily see this. Yeah. [00:36:00] But yeah, it should show when it moves between stage and say I’ll figure out why they moved that [inaudible 00:36:14]. So I could put that on there. Now, the next user will come in and see this and say, “Okay. Chris is on it. He’s got it.” Great, great question Alexis. This is really going deeper into the CRM functionality.
But honestly, to answer your first [00:36:30] question, is AC considering becoming a more robust CRM? Yes. Yes, robust is, of course, subjective. But, we are continually adding to the CRM to make it easier and more functional for everybody. Absolutely, Alexis, absolutely. All right. David, let me get to yours. Ah, there it is. [00:37:00] There we go. David, I see. I skipped right over it. All right David. All right. Is there a way to add custom connections in the automation maps since I’m mainly using … oh. I’m mainly using deal stage changes to trigger automations. They’re not automatically picking up on the connections yet. This is a big one, David. Especially if you’ve been on office hours. [00:37:30] You all know that is one of the start triggers that I use a bunch. So if I go filter by actions and go to triggers and then say deal stage changes, apply. I should have quite a few. Yeah, look at that. I’ve got quite a few. And look at David. You’re in here. So, for now, this would be how I [00:38:00] would recommend seeing which automation are using deal stages. And then go a level deeper and use labels. Okay.
So now I’ve got … these are all of my automations that start with a deal stage changing. Yeah. So, again, with these new tools, it’s just going to take us a little bit to get used to them [00:38:30] because we’re not used to being able to filter. And then sort. Essentially, I’ve sorted by action and then I applied another filter to find these three out of 355. Right? Yeah. That’s what I’ve been using David. So it’s been working. Great. Oh my God, great questions. This is amazing. Mark, I saw you say a couple of things. I want to make sure I didn’t miss it. Mark, [00:39:00] okay. Could you request add permanent button to reset map, all map windows. Oh, like right here you’re saying, Mark. Right? Right? Because now that I’m filtered I don’t have the reset? Yep. All right. Great. Oh, man. Great one. Great suggestion. Yeah, absolutely. So just in case if you don’t know what Mark‘s talking about, you see how I have the filter, the two filter [00:39:30] bars? But if I go back, you’ll see … oh actually I have to remove the filters. This is exactly what Mark is talking about. To get back.
All right. Let me erase those and then do my label. It should have everything. Then when I go into one, where is it? Oh. Reset. Reset map. Oh, so wait a minute, wait a minute, Mark. I think you’ve got be a level in. Right? Let me go back to that. [00:40:00] I may have jumped on it too quick. Yeah. I think reset map will only go back. Yeah, yeah, yeah. All right. I got it. Okay. So I do think this is intentional. On here, this map … all right. This is good, this is good. Right now, let me take off the filters. I’m on the map view. Okay? This [00:40:30] is the default map view. There is nothing to reset. If I do a label, I’m still on the map view, it’s just a filter view. So there’s still nothing to reset unless I wanted to remove the label. But you’re saying it would be helpful, instead of having to remove the label, just to have the reset and that clears out your filters. Right Mark? Yes. Okay. All right I got it. So the reset map would also … [00:41:00] make sure you add that as a suggestion on your end too Mark, but I’m logging it here.
All right. I’m just making my little notes here. All right. Then, oh, Alexis. There we go. I see yours. And if i missed your question, please ask. It was not done intentionally. I’ve just got quite a few today. [00:41:30] Alexis says can AC also connect with a Calendly app to add scheduling as an automation? That kind of integration will probably be more of a native thing where you see a trigger that’s kind of like has scheduled call or whatnot. Nothing to that level of connectivity is available. But we do integrate with Calendly, Acuity scheduling, [00:42:00] schedule once. We do integrate with online scheduling platforms primarily through [inaudible 00:42:09]. Oh, Katrina you beat me to it. Yeah. Primarily through [inaudible 00:42:17]. I will say it is … so Alexis, just so you know, some of those applications have more [00:42:30] features in [inaudible 00:42:31] that others. So I would definitely say if you’re looking for scheduling software, to make sure that you look at the Zap functionality to it because some functionality is greater than the others.
For instance, I know that we use Calendly here in ActiveCampaign. And when you go into the Zap, it’s pretty basic. It’s like has scheduled or [00:43:00] it doesn’t have a whole lot of options, but there’s other scheduling software that you go into. One that I’ve pulled up before is Acuity Scheduling. It’s got way more options in terms of what information it can send to ActiveCampaign. That’s not an ActiveCampaign thing, it’s just … I believe Acuity spent more time developing their Zapier integration than Calendly probably did. Make sure … yes, [00:43:30] yes. Here, let me send you a link to it. Acuity, if you’re in the Market. This is another one. A lot of people use this one. Yeah, look at Mark. Mark said Acuity Scheduling rocks too. So here’s the link to it, Alexis. Yeah, yeah, okay. David says he uses Acuity as well. It’s definitely an option I recommend checking out. Like I said, when you’re shopping, Alexis, the biggest thing is … Lindsay too. Look at [00:44:00] this, we’ve got a crowd of Acuity’s. What I will say is that the biggest thing when you’re looking at software, a lot of people don’t look at the integration functionality of it before they sign up.
But this is definitely one where you can go to zappier and pull up the application and see how does this thing … how many actions are available. Let me see if it even shows just without even login in. [00:44:30] Acuity Scheduling. It’s got a lot. It’s got 51. Well, I shouldn’t say it has 51 because they’re doing it with different apps. But there it is. All right? So let’s do this one and run it against … I guess I’m kind of … this may be a little too deep for office hours. These are some of the things I look at before I sign up for software. [00:45:00] So let’s do Calendly. One is the amount of triggers and then the amount of information from those triggers. So look at this. Acuity has one, two triggers. I mean, Calendly has two triggers. Then when you go to Acuity, you’ve got at least double those. And three of them are instant. Two of them are different. And you’ve got more actions and more searches. That’s [00:45:30] just, if I were to do a side by side comparison without knowing much about any of these tools and I know that I have to use zappier to connect it with ActiveCampaign, this is what I’m going to do. Right?
Look at that. I can find an appointment by an ID or by certain client’s information. With Acuity, if I go here, we don’t yet have any searches for Calendly. We don’t yet have any actions. So now I can at least be more informed [00:46:00] and better prepared before I put some money down. Whether it’s $5 a month or $10 a month. We can call that, like oh that’s chump change. Whatever. It’s money. And if I can save that, or get more functionality for my buck, come on. Why would I not? So this is a good way to test before you sign up. Oh, thank you Mark. Mark just posted in there too a screencap of all of the Acuity triggers. [00:46:30] I could talk for days about online scheduling. On ways to send information, I’ll share something really cool and then I will get off of my online scheduling soapbox. I had one … you see this where you can find an appointment by an ID? I had my developer’s hat on one weekend and I set it up to where I could add … Mark, you’ve probably done this.
I think you’ve done something similar Mark. But I looked [00:47:00] at their documentation and it was fairly simple. I’m no PHP coder or anything, but I can at least stumble my way through some code. What I found is that if I can send the ID, the appointment ID to Acuity, then I cancel an appointment. So I had an automation set up where when I added the cancel tag to a contact, it went and found the ID of the appointment and canceled on the Acuity side. That person [00:47:30] got an email with a reason why it was being canceled because I created an internal form that was pretty much asking for their name and email and why I’m canceling it. On the submission of that form, it automatically added the tag, fired off the [inaudible 00:47:45] that did all this fancy stuff.
The more I talk about it, the more technical I realize it was. But, I just wanted to show you all, that was one example of something really cool of how you can integrate ActiveCampaign and Acuity on the more [00:48:00] simpler side. Okay. Most of you will be using adding a tag when they’ve scheduled. And using that tag to either stop communication or move a deal to another stage. Once you can verify that they’ve scheduled. Another one … you guys have got me going. I’m going to share another one. I also would … now I’ve seen this one done. Or I may have done it. I will leave that vague [00:48:30] for this example. It doesn’t matter who did it or who didn’t, I know it can be done. People who do coaching, they will have multiple … like somebody will buy coaching with them and maybe when they buy coaching, they get two calls. Like, okay with this package you get two coaching calls. Well guess what? They’ll use, every time an appointment has been scheduled as kind of like a counter. But we’re not counting in a text field or a customer field. Guess what we’re doing?
[00:49:00] When someone signs up for some calls, some consultations we’ll say, they’re added to a pipeline that has first call, second call. Right after they schedule their first call, the deal is added to the first call. When they schedule the second call, from Acuity to zappier back to ActiveCampaign, it says hey, scheduled another call. Then it moves the deal to the second call. At that point, here’s what I [00:49:30] can do. Oh my goodness, you guys got me way down on a tangent. If they have a deal in the second call stage and they schedule a third call, they only … remember they only get two. I can have it … I don’t know why I feel guilty just saying this, but I can have it automatically cancel that third appointment. And the reason [00:50:00] is pre-populated and will show … so what I’m saying is that I can have to where if they are on the second call stage and they schedule a third call, which is out of their allotted calls, I can have an automation populate a custom field that says the reason why, or I can just have it hard coded.
They’ll get an email saying, “Hey. You’re out of calls. Click here to upgrade.” Very technical. Lindsay, I know. I feel kind of [00:50:30] guilty, but it’s like automating my administration. Right. Because if you are out here coaching and that’s what I get a lot of times. That’s essentially where this idea came from. I put it into practice and it worked really well. But there are coaches out here, they can’t keep track of which one. Like if you have one or two people, that’s fine. But what if you had 10 people and they all came in at different times and they all were scheduling. You want your automation [00:51:00] having your back saying, “Oh wait a minute. You’re trying to schedule three. You only had two. You’ll have to buy two more. Or buy one more.” So that’s just some examples of integrating your online scheduling with ActiveCampaign, how it frees you up to be able to do way more than what your online scheduling allows you to do yourself. And you’ll see that theme, Alexis. You’ll see it throughout ActiveCampaign [00:51:30] when you’re integrating it with other tools because you’ll be using other tools and you’ll be like, “dang I wish I could do this with this tool.
Then you’ll look up and you say, “Wait a minute. I can do that in ActiveCampaign. Now all I need to do is be able to hook the tool up to ActiveCampaign.” And it just opens up a world of possibilities. It really does. Thank you all for bearing with my last five minutes of tangent teaching there. But I feel like it was relevant and it’s [00:52:00] all important because we can … there’s just so much creativity when it comes to Marketing automation. You can never know too much. Every little bit that you learn today is just going to open up even more understanding and more possibilities. So it’s important to always talk about the stuff. This is why I want to ensure that we also use office hours to report back on what’s working. Because it [00:52:30] is so critical. Some of you have solutions that people will hire you for. And it’s just natural to you like, “Oh, I’ve been doing that.”
I know that’s the case for you Mark and Katrina, bare minimum. Just because I know you too a little more. But, every time you come back and share something that you’re doing, it really just helps. First off it helps you. When you explain something and then you see people in the chat like, “Oh my gosh, that’s so good.” It gives you validation. Like, “Wait a minute. Maybe I do understand what I’m doing.” Right? [00:53:00] We can never have too much of that for one. And two is, like I said, it provides insight to other users to help them to start thinking creatively when it comes to Marketing,. And that’s everything. Creativity and strategy will take you a very long way in the right order of course. Strategy first, then get creative. You never want to sacrifice a solid strategy that will work and bring in money for creativity.
In business that could be very detrimental. But [00:53:30] the two can very much play together. Yeah. Okay, great, great. Thank you. Mark says you can also add a Google doc to be the go-between. Yeah, yeah. Acuity and zappier. Yeah. AC and zappier. Yeah. Absolutely. There’s a lot of people that use Google Docs as like a processing database for information as well. We’ve got a couple … [00:54:00] office hours, we’ve got a couple office hours where we’re sending information to a doc and … okay. So we’re three minutes over. Let me just share this. What’s really good is, I had one person on Office Hours, I can’t remember which one. But, something was happening in their account or on their website, but they only wanted to get … they wanted to give someone on their team limited visibility to it. And by on their team, they weren’t necessarily in the business. So what they were doing is whenever [00:54:30] the action took place in ActiveCampaign, they fired off a zap to populate a row in Google Sheets. So now all they had to do was share that sheet with the outside party.
So now, whenever it happened in their business, it would automatically send that information to the sheet and the person could take action without having to be inside of ActiveCampaign and potentially be exposed to some of their IP. Yeah. Lindsay said I think [00:55:00] I’m [crosstalk 00:55:01]. Right. Zapier should give me something. But, no. There are certain tools that are really indispensable and zappier, we rely on zappier everybody. This is not a secret. We make sure that we do our best with providing a simple API so that people can build out like Acuity has done. Build out very robust integrations. Yeah. Mark said there’s three-step zaps with paid [00:55:30] too. If you’ve never used a three-step zap, game-changing everybody, game-changing. It’s a bit more advanced, but yes, it is great. With that being said, I want to thank you all.
You all are just … let me see. Oh. David, make sure you see Katrina’s. Yeah, make sure you see Katrina’s comment for Denise [00:56:00] Dunfield Thomas. Make sure you see that one David. There’s a link in there for you. Yeah. So David says my boss is terrible at charging people for their coaching calls. She feels bad about it. This would be a good place to automate to avoid … absolutely, absolutely. Yes. Yes it would. It would be a … and you know, let the email do the selling of the coaching call. But, [00:56:30] yeah, I agree. Katrina … Oh Lindsay. Lindsay’s heard of DTT, or DDT. It is. It’s a nice add to. So it’s two-fold. Get the mindset right and then levers the automations. Yeah. With that being said, hey everybody, thank you so much. You all make Fridays so much better and greater and exciting.
I love these calls everybody. [00:57:00] I was giddy. And I’ll be even more giddy next week when I’ve had more time to play with the automations map. And heat what you all are doing. Javier, thank you. I hope to see you back. So everybody, please come back every Friday at 1:00 PM. We do this. There are no limits to how many you can attend. So please make sure you come and attend and just share. It’s a community. You all are my community. As listeners, the podcast listeners, I have a community there. But this community here is special because I get [00:57:30] to work more closely with you all. So I want to hear it all, the good, the bad, the ugly, the successful, the uber successful, the Oh My God I can’t believe it’s working. I want to hear it all. Just to help, just to provide help and [inaudible 00:57:43] to you all. With that being said … okay I’ll check David. Sorry about my emails too. If you emailed me personally, my inbox is crazy, but I’m working through it. If you email education@activecampaign.com, I’m still working on getting that set up. You all have [00:58:00] a great weekend. Be safe, enjoy yourself, relax a bit if you’re in the US.
The weather … if you’re in the US above the southern states, the weather is breaking and we are starting to get warm weather. If you’re somewhere where it’s turning warm, enjoy it. Enjoy it. If you’re somewhere where it’s turning cold, embrace for it. But whatever you do, be safe and yeah, yeah. Be safe and make sure that you attend office hours more than once. Let this not be the first [00:58:30] time I see your name and see your question. We love to answer them all. With that being said, signing off. And automate responsibly.

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