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Office Hours – August 22, 2017

Recording of Office Hours hosted by Chris Davis on August 22, 2017.

Transcript

Chris Davis: This computer. Alright, and I do have a couple questions via email. Let me pull them up really quick, and the first one is from Danielle. Is Danielle on? Okay, yes, great. Danielle, you’re on. Let me copy this. Let me copy this here and boost the size to about 36. 36 seems to be where everybody is comfortable reading, [00:00:30] and let’s see here. Alright. Now I’ve gotta make this a little bigger. Alright, let me do this. This is my way of time marking it. There we go, and then I’ve got another question. You had links in the chat. I don’t have them because I’m just getting what you … Oh, Roslyn, I’m going to send you the links. You had the links? Yeah, I’m going to send you the links [00:01:00] right now, Roslyn. I see your question. Everybody, let me just get Roslyn these links really quick and we’ll be off to the races.

Here are the links for you, Roslyn. I’ll go into chat and send them to you. Okay, you should see them now, Roslyn. I sent them straight to you. Alright, okay, great, she got it. [00:01:30] Danielle had a couple questions. ActiveCampaign integration with EventBrite and then how to send to a segment of a list. I love both of these questions, mainly because actually I’m on the board for a nonprofit and we had to set this exact thing up and we did not have ActiveCampaign and it was a bit of a pain, so this’ll be good to explore [00:02:00] because I had that question in my mind too. Like, “Hmm, I wonder if I could just …” Well, we were using a different platform too, but it came to mind. Alright, Ronald, I see your question too. We’ll get to it.

Let’s start with how to send to a segment of a list and then from there, let’s go into the integration with EventBrite. This should be fun. I don’t have an EventBrite account but I can set one up if we need to. We can go all the way through it, everybody. [00:02:30] Why not? This would be very beneficial for us all. Alright, so sending to a segment. Danielle, here is the best way to send to a segment, and this is going to get us to one of the points that I would like to make, is that you can never plan too much before action when it comes to marketing automation, right? By that, I mean, just as I tell you [00:03:00] all to sit down and really map out your processes, understand what you’re doing, the same time in the same sitting, you should also think about who you’re sending messaging to, okay? If you create those segments up front it’ll be a lot easier as time goes on. There’s nothing wrong with creating on the fly segments, but when you do it kind of ad hoc and on the fly, what you’ll realize is you’ll start creating segments that overlap and then it gets confusing when it comes [00:03:30] time to send to who, so planning is our best friend. It’s our best friend in marketing automation.

With that being said, this is the foundation of how I’m going to instruct you how to send to a segment of a list, Danielle. Alright? Yeah, so, okay, and in that, Mark says, “Best practices for planning segments?” I think you can start broad and then start narrowing it, if you [00:04:00] think of like a target, right? Then you get closer and closer to the middle and broadly is like everyone on this list, right? That’s the first segment and that’s done for you because you have a list, but then, you have to start thinking about who are you marketing to, right? And within that segment, are there subsets? For most people, there are, so if you’re using … Let’s just say for every business, [00:04:30] you’re going to essentially have two segments, customers and non-customers. Nothing you can do about it, you’ll have those two segments.

Whether you want to say, if you’re in the non-profit sector, you could say a volunteer or a staff member, right? Either way, there’s somebody who is paid for what they do and somebody who is not or is not giving you money, okay? So the first segment could be customers and non-customers. Now, the next question [00:05:00] is, within my customers, do they all look the same? That’s the question that we’re just going to keep asking as we work through a segmentation exercise, right? Do all my customers look the same? Meaning did they all buy the same product. I’m giving you standard best practices here. Of course there’s more to it but this will get you not only in the ballpark but on the base, right? So, do they all buy the same product? If the answer is yes, your customer segment is fine. [00:05:30] If the answer is no, because I have multiple products, well now we have our second set of segments. The first is customer or not. The next one is, if you are a customer, what did you buy?

Then on the non-customer side, I can easily say, “What do I have to offer?” So if I have one free offer on my website or two free offers, let’s just use two, [00:06:00] those serve as my … You know what? I should write this out. I’ll speak it and then we’ll come back and I’ll actually illustrate it, but those serve as my two segments, so if I have five free offers, I now have five segments. Those are the layers there, and then the overarching question is, what ongoing communication do I provide to everybody? If it’s a newsletter or if [00:06:30] it’s just some updates and announcements, how frequently do they go out and what criteria or who do I want to send that to? Going through that exercise alone will get you started off on the right food with segmentation. You’d be surprised at how far you can get just thinking through those questions.

[Av 00:06:50] says, “I would love to hear what marketing automation you do for nonprofit.” Yeah, yeah, it’s actually something I really enjoy doing, is [00:07:00] nonprofit automation because a lot of it is back end, right? You can get so far with sending emails and updates but a lot of it is back end and maybe I do bring non-profit guest on and discuss that. So, with that being said, Danielle, here’s how to answer your question. I would go to contact. Given that best practices that I just provided with segments, what you want to do is [00:07:30] go to your contacts, select “search contacts” and “advanced search,” so in this case I want to create a segment in my list … Let me go to my custom fields and see what custom fields I have. You’re going to determine your criteria, okay? Here I’m going to gender is male, okay?

I want to create a segment of all males on my [00:08:00] list, okay? Then, from there, I’m going to hit “search.” What it’ll do is it’ll pull up everybody who meets that criteria. We’ll go back to it and hit “save as segment.” The difference between saving as a segment and saving as a search, you can send emails to segments. You don’t send emails to searches. Searches are just for data that you want to easily [00:08:30] extract out of the app groups of people, but segments you can send to … I normally always use segments. There are few cases where I use a search over segment. We’re going to save this as a segment and we’re going to call it “males,” something nice and simple, and select “save.”

Now, here’s what happened. Let me refresh this. Here’s what happened. You’ll see here … Let me clear. You’ll see here [00:09:00] when I go to search contacts, advanced search, there’s nowhere for me to pull up that segment, right? I don’t have the opportunity anywhere here to pull up that segment, which kind of confuses some people. They’re like, “Where’s my segment at?” But once your segment is saved, you’ll then go to “lists” and [00:09:30] by default, segments go across all lists. Select the dropdown and hit “segment” and you’ll see it right there. Males, okay? Now watch this, I can select “males” and then I can say, “Okay, I only want males across particular lists or I want males across all of these lists.” You see that? This is the second layer of creating your segment, and this is where you can update [00:10:00] and adjust the criteria as well. If you hit “view contacts,” it’ll show you everybody who meets that criteria.

Alright? We have segments saved, so we’ve done our due diligence. We went through the best practices and we said, “You know what? I’ve got five groups that, right now, I want to be sending to,” and you’ve created them all as segments, so in ActiveCampaign, now when you go to your lists and go to segments, you see five. Oh [lookit 00:10:27], there’s one two, three, four … Oh, I was close, [00:10:30] but you would see five, right? You would see five segments right there and they’re ready for you at any moment to adjust, update and send communication to, alright? With that being said, the next thing you’re going to do is go to campaigns. Under campaigns, you’ll do a new one and I get to name something after you, Danielle. Danielle, I’ll just name it that and I’ll just do a standard for now. Here is where you get [00:11:00] to determine that segment of people.

The first question is, “Which lists do these people exist in?” If I want to do it across all lists but maybe I just have a master list and I just want the segment within this list, but you can select multiple lists. If someone is on multiple lists and they’re part of that segment, they will not get to emails. They won’t, [00:11:30] because remember, ActiveCampaign, we count a contact as a pure contact, and email marketing, you’re mailing lists, not contacts, so somebody can be on multiple lists in like a Mail Chimp or something like that and you can send emails to both lists and then that one contact will get two emails, and that’s everybody’s nightmare. That’s everybody’s fear, actually. When they say, “What about contacts who are in both lists?” Well, they’re all treated as one contact to us in ActiveCampaign, so if we select two [00:12:00] lists and the contact in the segment is in both lists, they’ll only get one email.

Now we have the list, so at this point it would be 30 plus 19 which is 49 people will receive this communication, however we go down here to select the segment and we want males, so that gives us another layer. Now we’re saying out of these 49 people, I just want people who have checked the box that they are male. [00:12:30] That’s it. Okay? From there, you don’t have to hit “create new” because it’s already created. You just hit “next.” Remember, we have 49. Let me show you this, use this design. Okay, and let me just do next. I’m not going to design this right now. I just want to get to this screen to show you the last part, Danielle, [00:13:00] and the last part is this. You see now, look, that number went from 49 to three, because there are three people that meet that criteria across both lists, so that’s how you send to a segment of a list in ActiveCampaign.

Yes, Danielle, she got it. Great, got it. Mark says, “Can you select more than one segment?” You cannot. That is a great point. You cannot select more than one [00:13:30] segment. If you wanted to send to multiple types of segments, I would create a separate segment or I would create a separate segment or just send multiple emails, but yeah, you’ll be able to select one segment down here. Alright, so next let’s talk about the EventBrite integration, and everybody, this is going to be made possible … [00:14:00] Oops, through [Zapier 00:14:03]. EventBrite. Let me see here. EventBrite. Really, what I want to know … Let me log in as a different user. I definitely don’t want to mess up our main account here. What I want to do is … What I’m curious on, is what information EventBrite can capture, so if I do … [00:14:30] That’s with everything with Zapier is understanding what information it can and cannot receive. Let me log out. I was logged in to this one. This is not mine, so I don’t want to … Why not? Let’s create one.

Alright, so [00:15:00] we’re going to go through this whole process, everybody. There will be no confusion. Might as well, just in case. Just in case I need it. Create Event. Alright. Live office hours, and that’s fine, that’s fine, that’s fine, ticket, public, yeah, yeah, yeah. Alright, make event live. [00:15:30] We’ve got an event now, alright? We’ve got event … Whoa, wait a minute. To publish your event, please review the highlighted fields. Did I miss something? What’d I miss? Free ticket. Make it live. Come on man, give me a live event. What did I miss, everybody? Okay, alright, ticket name. [inaudible 00:15:53] [00:16:00] Danielle has it. She’s got it all figured out. I should just follow your lead on this one, Danielle, because I looked down and then right when I realized that I needed to set the quantity, I saw your chat, so thank you all.

There we go. So, EventBrite, those of you that don’t know, this is a way of creating events. Live events, physical events, online events, and selling tickets, whether they’re paid or not, as [00:16:30] you can see. I’m going to view it just to make sure. Look at that nice and appealing blank looking email. Alright, so we’ve got everything that we need, so let’s go back. I don’t want to use ActiveCampaign as the tricker. How do I do this? Let me go back and do EventBrite. There we go. Let’s use EventBrite and every time there’s a new attendee … Well, there’s two ways, and Danielle … Uh-oh, [00:17:00] oh, let me go back, Danielle. Don’t worry. No one is left behind, and let me know where you’re lost so I know exactly what to answer.

Let me show you what we’re essentially doing. Let me turn this … Everybody, this is good. Oh, okay. Alright, but let me just show everybody because I don’t want to assume everybody knows this. Essentially [00:17:30] we’ve got ActiveCampaign and then over here we’ve got, let me use orange, right, EventBrite, and the two … This is not happening right here. This, they can’t pass information to each other natively, [00:18:00] okay? That’s fine because we have our means of making that happen, and to make that happen, what you need is a middleman, a little person, and this is called Zapier, so now EventBrite can go back and forth and this can go back and forth. Okay? Zapier becomes the [00:18:30] processor of data between the two, okay? With that being said, what we’re going to do, excuse me … Where’s my cursor?

Alright, what we’re gonna do is say every time someone has registered for an event, we’re going to click “make a zap” and type in “EventBrite” and every time we have someone who registers, [00:19:00] right? Because they would be an attendee. The second one would be every time a new event is created. I can’t think of any use cases where I would, every time a new event is created, want to do something in ActiveCampaign. Let’s select “new attendee” and now it’s going to ask me to connect my account since I’m already logged in. Should be good. There we go. Saving. Continue. Specify what type of events you want to select from. I [00:19:30] don’t know, I guess they’re all live. There we go, live office hours. I’ve got my event. Fetch and continue. Looking for an existing attendee, so now I’ll go and I will register, okay? I’ll do this so that Zapier can ensure that it’s connected. Complete registration, processing your order, there it is, congratulations, you’ve been registered [00:20:00] and they … Okay, let me try you again. Fetch and continue. Find me, find me, find me. There it is. There it is. Test successful.

Now it sees that I’ve registered for an event and we’re good to go, so the next thing we’re going to do is select ActiveCampaign and I like to choose … Where’s add or update? Add contact. Create update. This is my favorite option, create update, [00:20:30] because you never know if the contact is already in your database based on the event, so if we were to use “add new contact,” well, look at that, I think they got rid of it. Yeah, that’s good, because that was very confusing to me. Anyways, create an update, a contact, hit “save and continue,” and from here we’re going to select our ActiveCampaign account and now we’ll determine the list, alright? I’m just going to say this master [00:21:00] list, I don’t know who’s on it, and the only thing that we’re required to pass over is the email, so I can grab the email from EventBrite but now we’re in position. We can populate whatever else we want to at this point, so if we want to do this … Registrant. I can add a tag or I can tag them with an existing tag in my account, alright?

Let me see, do you [00:21:30] need to add the EventBrite account details to Zapier first? Yeah, you’ll need to add the EventBrite if you’re using it as a … Actually, if you’re using it, period, you’ll need to add it like I did it, and so from here, we’re just saying when someone registers on this page, when someone registers for our event, what’s going to happen is we’re going to send their email over, and why not send their name? We’re capturing it, right? [00:22:00] We can send their name, send their name over, tag them and then maybe we had a custom field for the title of the event. We could even grab that.

Now all of this data is going to be pushed over to ActiveCampaign, alright? We can populate how many fields that we want to for this process. Hit continue and you’ll see. This is all the data [00:22:30] that would’ve been sent. They would’ve been added to the master list. That’s the email address, the first name, the last name, and then those are the tags, so I am going to skip test because I don’t want to add this particular person. I want to register as someone else, so now we can just hit “continue” and I can say “EventBrite” [inaudible 00:22:56] turn this on [00:23:00] and what should happen now, I see it in my dashboard. Alright, so now I have EventBrite registrants in instant, so let’s test this out, everybody. Let’s register. I’m going to do … Okay, and then I’m going to do Charlie Green, how about that? Then I’ll do C. Davis [00:23:30] plus Danielle.

Alright, and then I’m going to complete the registration, so now somebody has registered on EventBrite and then just to check, make sure everything’s good, I can go into Zapier and go to “history” and playing, oh, that’s new. I didn’t know they actually showed it in process, but I can see, alright? It found one new person. [00:24:00] This was the data in and this is all of the data out that they’re sending. There’s a lot of false there. Anyways, that looks like a lot. Alright, there’s some data there. Alright, it’s sending the right stuff, I believe, and then this action has not run yet. Okay, so when that step has been run, when the step has ran, I should say, we should see … There he is.

Charlie Green is now in ActiveCampaign and let’s just [00:24:30] check all of our fields. There it is. The title, live office hours, the name, email and is the tag there? And there’s the tag, so there you go. We can now use EventBrite … We can send EventBrite registrants over to ActiveCampaign and the key is, oh,

Danielle, I see you have your hand raised. Sorry, I didn’t … [00:25:00] I’m promoting you now, Danielle, and you are unmuted, so the floor is yours,

Danielle.

Danielle: Hey Chris, how are you?

Chris Davis: Hey, I am well, good to hear you.

Danielle: Good, good. My question … I did email it to you, I think, whatever day I signed up for it. Maybe it was Sunday, realizing I needed to do this, and I’m new to ActiveCampaign so everything is a new step, [00:25:30] pretty much, so I did exactly what you did this morning and I tested it and it works.

Chris Davis: Oh great.

Danielle: My [crosstalk 00:25:39] at this point is with how the original automation was set up, so yes, we are going to have them, our participants for this EventBrite, flow into a main campaign, but I also put a tag on them. I don’t want them to start getting all of the main campaign emails yet [00:26:00] and I’m not sure how I need to change my automation so that it says, “Yes, I see you’re coming in through EventBrite. Honor this tag, and eventually you’ll be on this list but for now we’re going to segment it, or it’ll be separate,” so that was my question.

Chris Davis: You know what? Here’s one way. Let me just show you something. This might be very useful for you. Let me do this. [00:26:30] Watch this,

Danielle: If I go into the automation and let’s just say, I’m just going to use lists for now. [inaudible 00:26:38] I’m going to act as if my master list is the list that they’re being added to, and I’m going to do a start and here, this may be a good use case for you. What did you say? You said ongoing communication or the main communication or whatnot?

Danielle: It’ll be ongoing communication. Basically [00:27:00] we’re inviting through through the EventBrite to get a taste of the program with the hopes of moving them or communicating with them in that main list after the fact, after they’ve …

Chris Davis: Okay.

Danielle: [crosstalk 00:27:15] Introduced.

Chris Davis: I got you. Check this out, what if we did a radio button and we’ll just say “ready for ongoing communication,” okay? That’s exactly [00:27:30] what I’ll cal it and I’ll just say yes and no. Delete that, click “add,” and now when I go back here, and this will be in alignment with how we talked about sending to segments.

Danielle: Okay.

Chris Davis: Right? Because now I can create a segment based on this value being “yes” as people who will receive ongoing communication, right?

Danielle: Right, and this is being recorded, correct?

Chris Davis: Yes, [00:28:00] it’s all being recorded, so now here’s what I can do. Watch this, Danielle. I can do “wait until conditions are met,” and then I’ll go to that custom field. What did I call it? Here, ready for ongoing communication is yes and hit “save,” okay? With the no time limit, so now look what happens. If they come in on that EventBrite, they’re going to wait here [00:28:30] until you state that I’m ready to start giving you ongoing communication.

Danielle: Okay, fantastic.

Chris Davis: Yep, so it’ll act as kind of like a gatekeeper, and then at any point, maybe it’s a separate automation. At some point in another automation, how you could set it automatically would be to update the contact. You go to “update contact,” “ready for ongoing communication,” and select that in a separate automation or you could do this manually if you wanted to manually approve people, and then [00:29:00] things would happen. They would proceed through this automation and they will be automatically added to that segment.

Danielle: Okay, perfect.

Chris Davis: For people to get ongoing communication.

Danielle: Perfect, perfect, and that will eliminate them from … They are parallel programs right now, I’m going to call them, but they’re going to come in at a different entry point so this will stop that process of getting the information too soon.

Chris Davis: Exactly.

Danielle: Gotcha.

Chris Davis: [00:29:30] Yep, so if we had this here, let me just save and exit. So, if we had this, they will never receive this welcome email until you said, “Okay, we’re ready to let them go on with ongoing communication,” and set that custom field.

Danielle: Excellent. Okay, perfect. That’s perfect. That’s exactly what I needed. Thank you.

Chris Davis: Okay, great, great, and by the way, the reason I used the custom field is because in these situations, [00:30:00] you could use a tag [crosstalk 00:30:01] have statuses like “yes and no” or “on and off,” then you have to take into account tag swapping, right? Because if they’re set to know, you have to add the yes tag, then remove the no tag.

Danielle: Okay, gotcha.

Chris Davis: Sometimes people just forget to remove it, so it’s made a lot easier if you just use a radio button.

Danielle: Okay, fantastic.

Chris Davis: Yep, so …

Danielle: Thank you.

Chris Davis: Alright, thank you, Danielle. Glad I could help. Always good, everybody, to [00:30:30] hear voices. Hear voices of people and faces for those who attend via video and ask their question. Let me just say Danielle, ongoing … Name it after you, Danielle. Alright, so let me go here. Ronald, alright, so the next step is for you, Ronald. I thought of this question this morning so I didn’t have [00:31:00] time to check … Oh, no problem, you don’t … Yeah, no problem at all. Can I duplicate a past campaign or an automation? Campaign and automation duplication. Yes. Yes, you can. That’s the short answer of … [inaudible 00:31:17] Oh, from, yeah, yep. Yep, makes sense, Mark. Yeah, me too. It’s a bit of a learning curve with EventBrite. [00:31:30] I agree.

Campaign and automation duplication … Oh, hey, Roslyn. I see yours too. I see yours too. We’ll get to yours right after this, Roslyn. If you go to campaigns, honestly, the best way … If you send a campaign and you want to use it again, you could do this. You could go here and duplicate it, right? However, I’ve found something a bit more [00:32:00] strong, Ronald. So, to answer your initial question, if you go here and duplicate it, that’s fine, and you can … Maybe you want to update it a bit and then, you know, like maybe there’s a portion of it that you want to keep the same, and then you could send it again, right? That is one way and that’s the fundamental way of duplicating, but if you want to level up and take it to the next, we can do this. Save as template.

Now I just saved it as a template. What [00:32:30] does that mean? Excuse me. Now it appears right here. See Danielle? Now it appears as a template. Anything that is a template in ActiveCampaign is accessible everywhere in ActiveCampaign, okay? So, anything, any email that exists as a template is accessible everywhere through ActiveCampaign, so now, Ronald, you’re not limited to just sending it as a campaign. You can also go into an automation [00:33:00] and pull in that email, alright? I can go into an automation here. Start trigger, and when I go to send email, create. That’s a copy, and watch this. There it is. I can use that design and then I can make whatever minor adjustments I can make to the email, [00:33:30] you know, the template or the campaign that I previously sent, hit save and exit, and now that email that worked so well or the email that I want to send out again at some time, I can go through the basic way of just duplicating the campaign or I can save it as a template and send it out in a more automated way.

I will tell you all, this is a strategy … Template, campaign, template. This is a strategy a lot of people use [00:34:00] when they’re sending weekly … Okay, I’ll put it like this. A lot of people that I know are sending weekly newsletters, right? The newsletters that they’re sending aren’t specific to the date and time in which the user receives them, and what they want to do is every time someone opts in, they’re going to use their newsletters as their ongoing communication for all new contacts, so they’ll have all of these newsletters [00:34:30] listed here, and what they’ll do is exactly what I showed you. They’ll go one by one, save it as a template, save it as a template, and then once they’re a template, they’ll go build an automation that sends these out once a week and then they’ll add new people to that, so they at least have some ongoing buffer communication in queue of email. They get some reuse out of previous newsletters, so that’s one way that I have [00:35:00] seen people use it. It depends on your newsletter content and how you send out, but that is an option, but that’s done by saving as a template, so that you can access it through the application, alright?

You can do the same for automations. I do this often. In fact, once you have a few automations built, real good automations, very rarely will you find yourself building from scratch, but you go [00:35:30] here and then you hit “copy” and then it’ll duplicate the automation. One thing to note when you’re copying automations like this, it’s going to copy over all of the actions but none of the contacts, okay? So when you hit “copy” like this and if there is a hundred people in here, though when you go into this one, it’s going to look the same but there’s going to be zero people in here, [00:36:00] okay?

 

Furthermore, if you wanted to change this email and send a different type of email, you can do so, so let’s say I want to do a new email. Create a new one. Okay, and I’ll save and exit. If I can just delete this one, but honestly I will go the next step and hit “view [00:36:30] emails.” You see, it’s still there, because you copied the entire automation over. If you want to remove it completely, go right here and hit delete and you could delete it completely, and then the last one … I know you didn’t ask this one, Ronald, but since we’re here, I’ll just state, now you see if you use an email in an automation and you want to do the reverse, right? Instead of a campaign and getting a campaign into an email, you can now say, “You know what? I’ve been sending this email [00:37:00] out through my automation. It’s working really well. I want to send this as a broadcast. I want to send this as a campaign.” Well, here’s where you would save it as a template, okay?

If I click “save as a template” here, it’s now going to save this one. This is the templated version. I can update it or whatnot. I can say, right? Okay. Hit “save [00:37:30] and exit” and this is now my template right here. Copy. So if I preview it, this is new a template, so like I said, if I go in reverse and hit “campaigns,” start a new one, go to “next,” select my list, select my segment of people, whether it’s a list or a segment like we looked at before, we’ll just [00:38:00] keep it the same. Okay, next. Now I can select this one, use this design. Alright, and there it is, so now the email that was initially created for an automation by saving to the campaign library, I can send it as a campaign email and broadcast it to a wider net, okay?

[00:38:30] That is that, and then Roslyn, okay, so if she puts them in a wait mode, she can also send herself an email reminder, oh, oh, Roslyn, great. Great combo suggestion. I love when we have internal and external communication going out, right? So, right at this point we can have an internal notification when someone [00:39:00] hits here, right? When they … Right here, where do I want it? Yeah, yeah, yeah. We can notify ourselves here or we can send a note. We can make a note … What am I doing? Oh yeah, a note. Add a note and I can [00:39:30] say, “Subscribe, [00:41:00] registered via EventBrite, will not receive ongoing communication until the …” Oh, I’ll say “option is selected,” okay? Then we’ll just have a note, so now let’s just … You know what?

Yeah, Danielle said “great add.” Roslyn, this is a really good one, and use notes freely, please. Everybody, use notes freely. You can never, and here’s why we want to use notes. I think we went over notes in another one, but watch this. Add to Danielle. Oh, we’re not live yet. How did I forget? Roslyn, I see your other one, so we can segment by custom fields and tags. Yes, yes, Roslyn, both. Like I said, when it’s statuses that can toggle on or off, like only one can be active, I tend to use radio buttons, but you can use tags as well, absolutely. You are correct. Alright, now with that being active, love it when it comes full circle, everybody. We’ll just add you to Danny, Danielle, ongoing, okay.

Now let’s see what happens. If I go, well first off, let me see, look at this. Registered via EventBrite will not receive ongoing communication until the option is selected, okay? So, let’s go to ongoing … Are you ready for ongoing communication? Nothing is selected, therefore I should be stuck. I don’t want … No, let me not use the word “stuck.” I should be [00:41:30] queued. There it is, so I’m going to be waiting here until that radio button says “yes.” The minute it says “yes,” I’m going to proceed, so in that case, we could say “okay.” Oh, and this would be really … Roslyn, I’m so glad you asked this, because now what I can do this this. [00:42:00] Just enabled ongoing communication for this contact, and here’s why this is nice.

Mark, I think you were the one that brought this up. I think it was you, Mark, that talked about the time stamps on actions? Or maybe you and I were talking about it sometime. I think it was you. If it wasn’t, my bad. It just seems like it was you, Mark, but this is what was brought up [00:42:30] if I go back to me. The good thing about it is look at this, when they registered, we have a time of when they’re registered, so if I go here, so this says, “At 10:46,” so if I go here and do this … Where is it? What was it called again? Ongoing, ongoing. There it is. Ready for ongoing and I select “yes” and hit “save,” when you update the contact record, it could [00:43:00] take up to five minutes for it to show as in the back in its processing, but what should happen is since now it says “yes,” this will eventually change. It’s going to wait for the back end processing, and when they see that that has changed to “yes,” I’ll proceed and this not is going to be added, right?

The reason why this is important is because now on [00:43:30] the contact record I’ll have notes of when they registered as well as when they were given ongoing communication as well, right? I can see they registered and three weeks later, maybe three days later or maybe 10 minutes later, so it’s always good to have these type of notes just for your own sanity’s sake. They’re free, they don’t take up any resources and like I said, at some point, if [00:44:00] something’s wrong, we’re thinking about customer service, customer support, and you need to look up a contact and say, “Hey, what went wrong?” You’ll now have all of these notes and tell you exactly when things took place so that you have no question. No question at all. When that updates, it’ll be nice to see it in here, so like I said, it just all really depends. We process things, I think, on a 5 to 10 minute queue, [00:44:30] so they could take up to 5 to 10 minutes to update, but let me close these out.

Alright, like I said, it’ll be great to see this, and if we were, just so you all know, if we were to go back and create that same segment. Just go here to “segments,” “males.” This is just to answer your question, Roslyn. I could easily change this to tag, right? Tags exist. Male, [00:45:00] and it would do the same thing if I’m tagging males, so whether it’s a custom field or tag, they can essentially go over … They could essentially accomplish the same thing, alright? Alright. Mark’s got one. Mark, I’m going to put this one up. Mark, put this one up, and Mark says … [00:45:30] Let me mark these as answered so that you all know.

“Please go over copying and automation. Copying in email in an automation by dragging it to the next element section. I find the way I do it, when I change one email, it changes all emails based on the one you copy, so I want to copy to save time but have each email unique that do not change.” Yes, I’m glad you pointed that out. If you want to reuse [00:46:00] this email, I don’t recommend doing this and copying, and the reason being is because when you copy an email within an automation, it’s still connected to the original email. It’s something that we’ve known of internally and they’re working on but it must just be a lot more sophisticated than I can imagine, excuse me, so for that case, [00:46:30] before you copy, I would just save it as a template and then that way you cannot only reuse it within an automation but you can use it throughout other automations.

That’s exactly what I would do because it’s essentially going to be the same amount of steps too, right? Because when you copy it, you’ve got top open it up, edit it. Saving it as a template, you edit it right there, save it out and then you can use it many times throughout the automation. No, you weren’t doing [00:47:00] anything, Mark. It’s one of those things that, yeah, they are well of and they’re working on it for that very reason. Now that you all are in the know, you won’t slip up like that. Let me see if I’m ready. Did [inaudible 00:47:18] complete? It’s no fun if … Oh, yeah, I did. So, look at that. [00:47:30] Just enabled ongoing communication for this contact, so now we can see they registered at 10:46 and now we allowed them to have ongoing communication four minutes later on the same day, see that?

If you want to just say, you know what? That’s a lot going on in the activity stream, just select notes, and then you’ll be able to see all of the notes, so all the time stamped actions [00:48:00] or all of the important information is displayed right there, okay? Alright, Louise. Let me put this on there. Louise, thank you. I should learn the shortcut for paste and match style. “Is there a way to make a custom contact info screen with only the fields I want to see instead of all the fields?” Great, great, great question. [00:48:30] There’s not a way now. I saw a request this week, and the idea is someone asked that we hide any fields that don’t have data, so we thought about that internally but if we did that, you wouldn’t be able to see … Webinar title doesn’t have any data, right? So, I wouldn’t be able to easily click and add information to it, so that didn’t end up being a good recommendation [00:49:00] for us, but I tell you what is, and this is along the lines of what you’re saying.

Is there a way to create a custom contact info screen is, in the near future, hopefully more nearer than further, I’ve seen this as a move to working on, is you’ll see categories for your custom fields, okay? You’ll be able to put custom fields in categories and then prioritize how they’re shown in your account, okay? That would be [00:49:30] your way of creating the custom contact info, because you can put all your important custom fields in one category and that category can be at the top or whatnot and then all of your other fields would be elsewhere, so that’s one, and then two, Mark [inaudible 00:49:49] Okay, I’ll get to that question in a second, Mark. Another thing is, if you go to forms … You know what? I should’ve done this so you can see it.

[00:50:00] Alright, watch this. I think Mark, you can sort the custom fields too, yes, that’s actually what I’m about to show. If you pay attention, like I’ve got Instapage, event title, webinar title. That’s how it is now. If you go to “manage fields” and select “reorder,” see score, website, Instapage, score, website, Instapage, event date, score, website, Instapage, event date. If I want to rearrange these, put last open there, [00:50:30] last click there, and put my website there, hit “done.” This should, at least last time I tried it, should rearrange these, rearrange the order on the contact view, and there it is, so I can rearrange how the custom fields are … Okay, yep. Louisa, I already did it. Yep.

Those are your two … That’s your option now, is sorting them, [00:51:00] but in the future, yes, we will have categories for custom fields, and I honestly can’t wait. I hope it will look something like this. You see how you can kinda collapse and you can just see, instead of info, it’ll be the category, and you could just see all of your categories, that way you could collapse, right? All of the fields that you don’t want to see, and easily just hit this button and expand the ones that you do.

Yeah, Louise, I know, I’m waiting to see some mock-ups. Our [00:51:30] design team is amazing, so they probably have thought of that and beyond, but that would be really good, especially when you start getting a lot of custom fields, right? It could be a bit much to scroll through. Alright, Roslyn says … Let me get to you, Roslyn. Oops. Location. She says, “What is the GO field? I notice it does not correlate to the contact’s [00:52:00] address. Also, is there a way to view contact’s main address at the top of the contact under their name and organization? The GO field is going to be IP based, okay? That’s why sometimes it may show a weird history or like a weird state. You could be in Chicago and then opt in and it’ll say a surrounding city or something like that? You’re like, “Hey, that’s not me.” It’s totally based on your IPN, so if you’re connected [00:52:30] to wifi in a café or at home or in the office, depending on where that IP address is registered as far as a location, that’s what’s going to display there, Roslyn, so that’s why you’ll see it … It could be off a little bit but at a bare minimum, it will always be in the right state.

The city may fluctuate, like I said, depending on their IP and whatever that [00:53:00] IP is coming back as being registered for as far as the city or whatnot, and then can we show the main address? Not at the moment. The address, it’s another idea that’s in there, is having the address field. As more and more people are using the CRM, it’s becoming more and more important to have an address field, and that again, that’s something that I’m hoping we see with the custom fields update, so, yeah. Mark says, ” [00:53:30] Do we need to vote that up?” No, Mark, actually, I can confirm it’s already in queue. It’s already in queue and being worked on. In fact, it has been being worked on for the last month or so, so that’s something that the developers are actively working to get in place.

What I’m realizing is that I’m no developer, but when you’re dealing with elements that hold data, it’s very, [00:54:00] very sensitive, moving data within the back end. Like adding features to the automation builder and things like that that don’t actually hold data for the contact can be a bit more easily implemented, from my bird’s eye ignorant view of coding and development, but yeah, I can confirm that is being worked on, and no need to vote it up because it’s already in process.

Alright, and just so you know, the geolocation, [00:54:30] we rent this information for you all and we do that to allow us to give you more insight, so you won’t be able to export it. It’s information that we don’t necessarily own. We rent it from third parties to display, alright? With that being said, we’re at 11. I’ve got a hard stop today because I’m recording a podcast, everybody, that I’m very interested in. I can’t divulge what, just yet, but [00:55:00] it will be an interesting one, but I have that coming up. If you have any questions or concerns, feel free to open a support ticket or email me if it’s specific to something I covered. Just give me a few days. My emails, they get out of control by the day, so it may take me a bit longer to reply, and remember, we do this all over again.

Roslyn says she enjoyed the lease score podcast. Roslyn, I’m working on the next … The next guide is going to be the lease scoring guide that goes along with that [00:55:30] podcast that shows more of a graphical representation of exactly how to get that set up. I should’ve mentioned that. I’ll mention it on Friday actually. Remind me how to access today’s recording. Today’s recording is going to be … I’m putting the link in the chat, everybody. Where is it? Where did it go? Let me put it here because I don’t know what’s going on. [00:56:00] I’ll put it here. Yeah, this is the album with all of the … There we go. That’s the album with all of the office hours until we have a permanent home on the website, so that one should be up no later … Today’s recording should be up no later than tomorrow, everybody.

You’re very welcome, Ronald. I really enjoyed it. Thank you. Looking forward to … Yes, yes, absolutely. Looking forward to seeing you all. The next office [00:56:30] hours is this Friday at 1 PM central. Feel free to register. Louise, you’re very welcome as well, and we do it all over again. Would love to see you at the end of the week and answer any questions and go through any new tips and tricks and strategies, so, alright. Alright, Mark, Roslyn. You all have a great week. Hope this is helpful to get you started off on the right path and I will see you on the next office hours, hopefully Friday.