Office Hours – November 14, 2017

Recording of Office Hours hosted by Chris Davis on November 14, 2017.

Topics covered in this session:

  • New account pricing and how grandfathering of plans will work
  • Naming conventions
  • How to automate the sending of daily emails for an entire year on an ongoing basis, and automating around a leap year


Chris Davis: All right. So Mark, let me start with yours really quick, and then Susan has a question that she emailed, but I want to start with Mark’s because this is an important one. And paste [inaudible 00:00:16]. Mark noticed the pricing changed. And that is true. The pricing has changed to the effect of … Everybody, let’s just look at it really quick. To answer your question, ” [00:00:30] Are all old accounts grandfathered at price of higher levels if we upgrade later?” All your accounts that you have now will remain the same. Whatever you’re paying now before the price upgrade you’ll pay. If you upgrade, you will pay one of these plans I’m pretty sure. I don’t think there’s anyway to upgrade now after the price change to a previous price. That’s not possible. I don’t know if I’ve ever seen that actually. But if … Whatever plan you’re at [00:01:00] now, if you upgrade that plan Mark, like more contacts, then yes your pricing will stay the same. But if you change from light to plus, or from plus to professional, you’ll be paying whatever the new price is.

But if, like I said if you’re on plus and you’re at 1,000 contacts and you jump up to let’s say, 2,500 contacts you’ll stay locked in at your current plan’s pricing if you’re just increasing your contacts. I [00:01:30] hope that makes sense. That makes sense Mark. Let me know if that you were asking Mark. And in that, let me just point out … I’ll just go the lowest level. You’ll see $9 a month is still there. So we didn’t remove the $9 a month plan. What we did is we made it annual. So to get ActiveCampaign for $9 a month, you pay annual. If you pay monthly it’s $15 a month. Those are … These are really the biggest changes [00:02:00] is that you get more value for going annual. I don’t know about you all but I actually prefer paying annually. I don’t like seeing every month new charges just hitting my account. That’s just me personally. But yes. Excuse me. That is the new pricing is we’ve got the yearly and the monthly toggle where you can see exactly what their price is. So. Yep. That was that.

And [00:02:30] let me … Well, you know what? Let me just knock out these chat questions really quick because Susan I want to spend some time on your question. Okay. Here we go. Mark’s got one more. Let me put yours up here Mark. “Do you know if the copy email function within an automation issue is resolved? RE if you did that, when you changed on email they all changed.” [00:03:00] I don’t. And honestly I don’t use that function at all just because I honestly think that’s the anticipated behavior is if you copy in an email … Well. I don’t want to say anticipated but here’s what Mark is talking about. It’s more like … I don’t know what you would call it. It’s more like cloning, but they’re linked. So anyways. Let me see [00:03:30] if I have this.

So I have email one … And I’ll share with you the reason why I don’t do this. And I got to this one. Okay. Then I just have some text in here. Doesn’t matter what text. Come on. Come on. [inaudible 00:03:55] So what happens is, let’s say [00:04:00] for the sake of speed like I want to create this automation fairly quickly, and then I want to send this email but I just want to change it. And what happens is if you do this, and hit copy, single action and then hit okay, these two are really linked. So when I go in here and do edit email, and let’s I change first name [00:04:30] to Hey You. Save and exit. If I go and view the first email, although I did not edit it, you see they’re linked in a way. So I copied them and even though it looks like its own individual email, they are linked. So in that respect it can be a little confusing.

[00:05:00] But the reason why I never use this, and I don’t recommend doing it like this even if the copy function does work, is because the main way you should use an email … Like if this email was good and you didn’t want to start from scratch, I will go to view emails and hit save as a template. Because then it’s actually a lot easier than dragging. You can just hit plus, send email, give it [00:05:30] a new name because you’re going to to name it something else. Right? You got to have a different name than email one. So you’re going to create a new email that says email two, right because remember when we copied it, it copied the name two so that’s not really what you want. And then just select it from the template library. This is how creating multiple emails that share the same content in a sense was designed to flow in ActiveCampaign. [00:06:00] So I don’t ever use copy because like I said if I do copy it, it works for every other … All the other elements, except email. It actually adds a step.

If it did work, like let’s say they weren’t linked and I said copy and hit okay, now how do I change this from email one? Well I got to go in there, change the name. Or I can go here, and hit edit. But at this point I’m [00:06:30] going here … Where is it? Where is it? Where is it? Where is email one at? I think it’s here. Oh, at the summary screen. And right … Oh. Where do I change … Oh, here it is. Message name. Email one. I have to go through all those step to change the name anyway. I feel like it’s easier just to save it as a template. You save it as a template. And the best part about saving it as a template [00:07:00] is now you can quickly use it and rename it as many times as you want to, but you can also use it throughout the application. So if you wanted to send an email that was in an automation as a campaign, you can now do that by accessing the template library.

So I recommend saving them as templates instead of copying them. That is something I highly recommend, [00:07:30] and I do not copy emails at all. Yeah. So it doesn’t take any more time and it actually gives you more bang for your effort when you save it as a template. All right. “Hey everyone, love the tools …” I’m just going to put it up here just in case it’s a question David. [00:08:00] David, welcome for the first time too. Good to have you. Always great to have somebody coming on for the first time. A lot of people watch the replays and then come on. So, “Love the tools that AC has been providing to support user’s success. Yes it’s my first time being available for Office Hours.” Oh great. All right. Well just welcome. Welcome to you. And at any time David. So don’t hesitate. If you have a question any time, fire it off. Any question. [00:08:30] Yes.

Mark says, “Naming of the templates should be intuitive.” Mark is a … I tell you. I want to express how much I appreciate Mark but it would get repetitive. Listen listen listen, Mark brings up such a great point. How you name everything in ActiveCampaign matters. Please please please everybody, stick with a naming convention that works for you [00:09:00] and your business and makes things easy to follow. Right? So if there’s a specific … Like let’s say I saved … Here. Let me give you an example, and then Susan I’m going to come to your question. Let’s say we did this … Yes. Katrina says, “Naming standards for everything.” Absolutely.

So let’s say this email I wanted to save as a template as I mentioned. Okay. So I’ll go to view emails, and then I’ll say save as [00:09:30] a template. Okay. It should save it. Now I’m in the email, but now is a time where I changed the name. Now I could do something like, automation like to to tag it. To let me know that this template from an automated email and then the name of the email. Right? This is one way I could do it. Right. Or I can make it specific [00:10:00] to the funnel. Name of funnel, and then name. Right. Whatever works for you, just make sure you have a consistent naming convention throughout your application. And in the naming convention also I would be remiss not to mention you can also have categories for your templates. So maybe I can have … Automated emails. I can have [00:10:30] a template that just shows all of the emails that I’ve made templates from that are in automations. This may be a better way, right?

I’ve got automated emails, and then the category, and then the name of the funnel, and then the name of the email. This may be a very strong … So let me say this. I can say, AC Demo as far as the name of the funnel. And then the name of the email is Welcome [00:11:00] Email. Save and exit. And watch what’ll happen. This makes it so much easier because you’re going to have a lot of templates as you go forward. It just makes things easier. Just know that. Now you’ve got all of these templates, and yes it’s here at the top now but two months later who knows where it’s at. I can easily go here and do, by one filter out all my automated emails. Here it is. And then I have them all set up by … They would actually [00:11:30] be alphabetical since I’m using AC Demo. So AC Demo I would see all of the templates in that funnel, and then if I had another one like AC Free Trial, all those would show grouped as well. So yes. Thank you for bringing that up Mark. But definitely do that with everything.

The automations, it’s the same thing right? We can use labels for our funnels or our main functions, and then name the automations accordingly. You’ll [00:12:00] see I give every automation your first name. Why? So that I can easily refresh or pull up and take off where we left off last time. So if Mark had a question about his cancellation automation, look at that. It says, “Mark cancellation.” So please please please please make sure. Katrina says, “And it makes us feel special.” Please make sure you name things accordingly. I [00:12:30] will admit, when I was in college and earlier in my year of computers I used to hate naming stuff. I used to just like … And I see people do this still sometimes. Like it’ll go to like naming something and they don’t want to name it. They just want to get on with it. So they’ll do this. They’ll do something like this. Oh it drives me crazy everybody.

They’ll do that just to get past the naming step. Oh [00:13:00] I cringe every time. Believe it or not, and there’s some developers that do this. They should be … I’m sorry. But whatever the case is, please don’t do this. Okay. Please don’t do that. All right. Mark says, [inaudible 00:13:19] All right. Susan Price. All right. 1.1 basic. Oh, yeah. Yeah yeah yeah. [00:13:30] You can use numbers two David. Yep yep. Absolutely. Yes. In fact that may work better if you did like 1.1, 1.2 in one. I’ve seen that a lot actually David now that you bring that up. I’ve seen people have it to where like … Let me show you. Like is one is the AC Demo. Two is the AC Consultation. [00:14:00] And then 3 is AC Upgrade. And these are the names of the funnels right?

So then, like if I had an email that would be like 1.1 Welcome. This means in the AC Demo, this is the first email. Then I’ll have 1.2 [00:14:30] Reminder. 1.3 Upgrade Offer. Now internal to my business this makes sense to me because I know it’s in the AC Demo, this is the first email, the second email and the third email. So if I saw Upgrade Offer isolated, I would know this is the third email in the Ac Demo funnel. Okay. Thank you for bringing that up David. That is a great great great [00:15:00] observation. [inaudible 00:15:04] No. I caught myself.

All right. Yes. Rhett, I will do that. I’ve got your question about the conversions and deals. We’ll do that. Susan let me pull up your question really quick. All right. This is … I’ve seen this question come up a few times actually [00:15:30] and I’ve thought about it a lot. There was a previous Office Hours where we worked really hard at trying to get something similar to this to work. So I’m going to report my findings here. And then … It says, “Hi Chris. So I have an automation built that will be for each day. 365 days of the year. We started May 29th of 2017 and once it’s finished it will be for one entire year circling back to May 28th.” And [00:16:00] the question is … And she’s got her goal set up. This is it right here. Here’s the question everybody. “How do I repeat this so the automation continues each year, taking into consideration leap year?”

So here’s what I’m assuming Susan, and let me [00:16:30] know if this accurate. You built … The first time out you built it live. Right like, it’s not like you uploaded all 365 last May. You started in May and maybe you were uploading them one week at a time. So even though somebody has been going through it for an entire year, they have no idea that it’s being built. Yes yes. So she’s still building it. So now what we’re going to look at is the fact [00:17:00] that I’ve got an entire year of emails and I want them when they finish, to repeat and go to the beginning of the year.

Now I will admit to you Susan, I actually have … As crazy as this may sound, I actually have a 730 day … Is that right? 765 … Yeah. A [00:17:30] 730 day plus. I think it’s actually 736 day automation. And at the end of this automation … It’s an email every day, and at the end of this automation, I give them the opportunity to say, “Hey thank you so much for hanging in there with me along the ride …” This is not a sales funnel at all. Oh gosh. That would be crazy. Right? It’s for a different purpose. And I give them the opportunity [00:18:00] to say, “Hey. If you would like to receive these again, kind of like restart. If you want to start from the beginning,” I have them click a link. And when they click that link, it starts them all the way back. I haven’t action that goes all the way back to the beginning.

Unfortunately, I built this out before I knew what ActiveCampaign was. So the platform I’m using that shall remain nameless, cannot do that. So when they click the link, even though the platform says it’s supposed to restart, it does not [00:18:30] restart. But I think that will work for you here. One thing to note is, you’re just not going to be able to do this. Oops. Whoa whoa whoa. Leap year … Automating leap year just not possible. It’s not. And the thing about it is this. Can I do a strikethrough? Hm. Okay. The thing about it is this. Doesn’t matter. The thing [00:19:00] about it is, unless you’re saying that you … Look at Mark. Mark says, “Set a notice reminder to send yourself and team a reminder for leap year.” Yep.

What you’ll want to do is this. Essentially Susan what you’re saying is, “I want to take a live, yearly funnel and turn it evergreen.” That’s essentially what we’re saying. [00:19:30] Right? Taking a live funnel and turning it evergreen. And the only way that this can work cleanly is if you do not mention the date in any of your emails. That’s the only way. Because like you mentioned, there is going to … Oh well you’re perfect. If you don’t mention the dates, you don’t even have to worry about the leap year. Right? The [00:20:00] leap year is only going to affect you negatively if your … Like February 29th is a date in there one year, and the 29th is not there. Right, and you’re explicitly saying, “Hey, it’s the 29th.” And then leap year it’s the 28th. You will be fine.

The worst thing that will happen in your case since you have goals, is that the 29th would not exist, and they wouldn’t get an email for a day. Or no, let me say if [00:20:30] it didn’t … No they wouldn’t get that email. And in a leap year they would get it. If it wasn’t a leap year … Either way. I forget how it is. Whatever type of year where the 29th is there they would get that email, if not they wouldn’t. So one year they will get one more email than the next. Which is very small. Small impact. So Susan says, “My goal is, in January one and 3:00 AM send email.” Yes that’s right. [00:21:00] Yeah. You could send it at 3:00 AM. I think that’s fine. It’ll be in their inbox bright and early. Yep. Yes. Mark says, “We did go over the leap year trigger.” I’ll send that to you Susan. I have to find that one. But, like I mentioned, how you have it set up, here’s what I would say Susan. Right now you’re using goals, and let me think. Let me [00:21:30] think.

Okay. How are …. Are your automations set up monthly? So do you have 12 monthly automations and then within the automations it’s everyday? And then a goal before each email? “Yes I have 12 months and then everyday.” All right. So here’s what … I think I may have something in here. I don’t remember who asked this question a while back. Maybe it was [inaudible 00:22:00] [00:22:00] May have been this one. Yeah, right we were doing this. No it wasn’t the same though. Okay. Nope. [inaudible 00:22:22]. So anyways, since you know that the date [00:22:30] since your start day … [inaudible 00:22:34] Okay. So here it is. Remember we built a month to month automation [inaudible 00:22:42] Yeah, yeah. I see the screenshots. I see them. They look good because you’ve got one controller that’s saying, “Are they in this month?” Put them in the September automation by adding the September tag. If they’re in this month, add the other tag [00:23:00] for October, November, so on and so forth.

So Susan’s using a sorting automation to handle which month they’re in. Which one is … How do they get added to the sorting automation. What’s the start trigger Susan? So it’s like this for every month. These are months though. So for September they get tagged for September. If it’s October they get tagged for October. Okay. So by a form. So they fill out a form [00:23:30] and then they enter. So at the end of this … So you’ll have an automation that has … I see all the comments. I’ll come back to them everybody. You’ll have an automation … By the way I love the collaboration. Mark, David, everybody’s jumping in there. Katrina. Everybody’s jumping in the chat. Feel free. Feel free. Don’t wait on me if you can answer a question while I’m [00:24:00] working this out. That’s fine. And we’ll say … All right. So now we’ll just treat this like this is … [00:24:30] This is May’s right?

So at the end of this one, what do I want to do? Because essentially, what the real question is, how do I restart them? That’s the main question is how do I start them. Because you don’t … They’re first time through May, you want them to automatically go to the next month. [00:25:00] Well actually I just think at the end of … At your sorting … Hey Susan, can you do me a quick favor? Can you share the link of your sorting automation with me in the chat? I think it’d be easier if I pull it up and I can show you the modification I made to it. And if you need help with that. Yeah. The month to month. You say, “A separate monthly automation runs to [00:25:30] help ensure new contacts signup via form.” That one. The one that checks for September then tags, then October and tags them. And it’s … You just click the drop down here and select share, and send me that link. And while you’re doing that … Okay fine. Great.

Brett says, “Why would you want to do an annual campaign like that? Just curious?” Yeah, Susan. Feel free to kind of give us some background of why [00:26:00] you’re doing it. The reason I did mine Brett, it was like a motivational thing. So everyday you received some motivation in your inbox. So it wasn’t selling anything. It was just kind of like an effort of my own. Just like, “Hey let me help people feel better.” Very similar to … I’ve seen a lot of life coaches and motivational speakers do it, But I had an entirely different reason for it. Yep. Let me just make sure … [00:26:30] Okay. David says, “Maybe you can do a separate automation that is just per leap year.” Yeah. Okay. All right. Susan’s got [inaudible 00:26:41] There we go. All right. Import automation. Hopefully it doesn’t ask me too much. It’s going to ask for a form. I’m going to [inaudible 00:26:58] Look at that. One [00:27:00] step and we’re done. Perfect. So here’s the thing. This is what I would do.

Let me zoom out. All right. So does this make sense everybody? Do you see? If it’s July, they get this tag that says “Start July.” Okay. And they go through there, and do all of their communication, and then the last action in July should be start new automation. So [00:27:30] I’m assuming I’m in July’s automation. Then I’ll do something like this. Start an automation. And the automation I would select now would be the August. Right? Then I go into the August, receive all of those automations at the end of all of those emails. At the end of that automation, I say start another automation and it sends them to September. So they enter this once. This is kind of … I like to call these controllers. This is a controller. So [00:28:00] the contact comes here, and it determines where they go. Right. So if it’s September they don’t say no no. September, yes and start in September. Once they’re in the flow of the months, the months are just going to chain link to each other. But we need to know where to start.

Okay. She said, “I have a client who’s sending daily inspirational videos, so it could continue year after year. I do like to ask them to do signup too.” Yeah. So absolutely. [00:28:30] A very similar case. Bear with me. Can I do this? Because I just had a visual and you all cannot see my visual because it’s in my brain, and I would like the opportunity [inaudible 00:28:42] I’m going to show you all something. I think I can illustrate this better with some text. I think this is an important, really important case to understand for you all. [00:29:00] Because you may not be doing yearly, but you may use this type of sorting activity. So let’s make it thicker. Hey Mark, the reason why some of my writing looks better too is I realize, and for those of you who do maybe like some white boarding, some visual white boarding, the thicker the pen the less of the jagginess you see. I did that on purpose. But if I make it thinner, it looks more jagged. If I do it thicker, it looks smooth.

So anyways. [00:29:30] So let’s say we’ve got July. Okay August. Sorry. September. October. November. Okay. We’ve got all of these months in their automations right. And we’ve got so forth. [00:30:00] And each one sends out a lot of these emails. They all send out the monthly emails. Okay. So on and so forth. And the thing about it is, once you enter one automation, at the end of this one [00:30:30] it’ll add you to the next. Then at the end of this one, add you to the next. And at the end of this one, it adds you. At the end of this one it adds you. And at the end of this one it adds you. Okay. And this green function is a start an automation. I think that’s what it’s called in ActiveCampaign. Or start [00:31:00] another automation. So you’re using that function at the very end. So once they’re in, now the question becomes, how do they enter? Their entry point.

So the entry point is going to determine where they start. Okay. And what you’re using [00:31:30] is a form. So for Susan, the entry point is a form. And once they’re in there, they just keep going. So what I would do Susan, is right here … What’s before … Let’s just say June is here so we can keep it in line with your example. And so [00:32:00] this is May. Right? May, Jun yes. Okay. And so what we want to do is a the end of May, we can do two things. At the end of May we can take them all the way back … We can just automatically have them assigned to June and let them keep going. Right? If I hard coded it, it would [00:32:30] do exactly that and it would just automatically … I don’t know how to do this [inaudible 00:32:35] Automatically do that. If I hard code it. But, excuse me, perhaps we want to give them the opportunity to say, “Hey …” Susan. “Want to know how to handle February.”

Yeah yeah yeah. Hold [00:33:00] on. Hold on. Absolutely. Yeah yeah yeah. This green, you’re absolutely right. Is the month … Two month automation that green line? Yeah. So Sonya, as far as February what we’re saying is … Yes. Yes Mark. When I say hard code … Mark says, ” [00:33:30] By hard code do you mean not give them a choice?” Absolutely. I mean that it just functions that way all the time. So Sonya you mentioned, “Doesn’t Susan want to know how to handle February?” What I’m saying is that would either be manual, or it’s a no issue. Because in the leap year I can’t remember if you an extra day or it takes away a day. But whatever that case is … Yes. Yes Sonya. [00:34:00] It’s 28 versus 29 days. So what we’re saying is the maximum impact on a leap year is that they get one less motivational email. That’s the impact on that one.

So if we wanted to … What you could do … So let’s do this. Sonya I’m going to take what you’re saying, combine it with Mark and Susan’s issue and say Susan, “Let’s build this out for [00:34:30] 28 days. And in a leap year we’ve got 29.” I think that’s how it works. Right? So this … And a leap year’s only once every four years. Right everybody. Test of my science. I believe it’s once every four years. So we know one time every four years, there’s going to be an extra day. So what we can do is on the 28th of February, we can do a mark mention. We can have in the automation, we can have it send an internal notification, [00:35:00] or maybe we want to do this on the 27th, and say, “Hey check for leap year.” That’s all it does. If it is leap year, we need to add an extra email to this automation. And after the email has been sent, make sure you delete it. That’s what the internal notification would say. Right.

So I’ll pull that up quickly. So yeah. So in here … I’m not going to modify this but I’m just saying like, here [00:35:30] we could go here and notify yourself and say, “Check if it’s a leap year. If so you need to activate the 29th email in February. Don’t forget to remove it or [00:36:00] to draft on March 1st since we won’t need to send it for another three years.” Or four years. Whatever that is. Right? This is exactly how I would have the internal notification look. Very descriptive. Then I can go in there and add the email [00:36:30] there. If we combine it with what I was showing you earlier, we could have in our campaign templates, an email that says, “Leap year email. February 29th leap year email.” And then we just pull that in, throw that in there. It’s manual. Handling leap year will always be manual in a sense.

All right. So David says, “Can you add the if else after the 28th email in February? If date [00:37:00] equals 29th then send this email if not then start March automation.” Let me put that up there. That’s a good idea. Good idea. Let me think it through. The problem is … Okay. So after the 28th. You could do a wait until. That’s what you would do. You could do a wait until February [00:37:30] 29th. And … Okay, so let me build this out really quick because David may have given us a way to automate it using a wait until. Everybody check my logic please. Check my logic here. Let’s say I was sending out these emails, [00:38:00] and this email was February 28th. Okay. And just imagine all of these emails are before all right everybody. I’m glad we’re talking this through.

And what I could do is this. So remember you said you’re sending them at 3:00 AM. So let me put that in here too. So wait until. [00:38:30] So the date, month. February and the day is the 28th. And when the time … [inaudible 00:39:03] [00:39:00] Current time is 3:00 AM. Okay. So now Susan has a goal configured like this, which is great because now they can opt in anytime and make sure they progress to the right placement. But I just did this for visual purposes. And she’s sending it at 3:00 AM. So essentially what I would want [00:39:30] to do is in how many hours will it be … If I’m sending it at 3:00 AM then it’s 21 hours would be when I know if it’s the 29th or not. Right? And the math that I’m doing is three hours after 12:00 AM, there’s 24 hours in a day. So [00:40:00] 24 minus three would put us at 21 hours. So I can wait for 22 hours just to be safe. So I can say, “Wait until …” Oh I have to … Yes. Okay. [00:40:30] Come on. Come on buddy. Okay.

So all I want to do now is wait until … I don’t even need all of these current to current month. All I need is wait until [00:41:00] the day. No, I’ll keep February and the day of the 29th. I don’t need this. And save. And then I’ll have a time limit up to 22 hours. Okay. All right. And then I need to follow that with … [00:41:30] Because I need to which condition was affected. We’ll get there everybody. I promise I’m almost done here. All right. [00:42:00] If it is, that means it’s a leap year. Man that was kind of deep. I think right, you have an extra day. If not … I’m just adding these notes so we can see. [00:42:30] Right. All right. Now let’s talk through this. I think this does what … David thank you. Actually this was a collective effort of everybody today. We all got here and I think we all learned something major today. [00:43:00] We can apply this in many different ways.

So when Susan sends out the February 27th, we’ll just act like 27th went out. And then now it’s waiting. It’s waiting until it’s February, so it’s already done that. Now it’s waiting until it’s the 28th. Okay. At 12:00 AM it does that. And then it waits until 3:00 AM and says, “All right. Here’s your February 28th email.” That goes out every year right? [00:43:30] Now, we’re going to wait until it’s the 29th for up to 22 hours. If it’s never the 29th, guess what’s going to happen? 22 hours later, I’m going to proceed. But if it is the 29th, 21 hours I’ll proceed. Does that make sense? Do you see how that wait until works? So if it’s a leap year with an additional date, I will know that because at the 21st [00:44:00] hour is 12:00 AM. Right? That’s 21 plus 3:00 AM equals 24. So that’d put me at 12 AM the next day. 21 hours puts me at 12:00 AM the next day. At that point I should know if it’s the 29th or not. If it’s not the 29th it will be the first. Right? It will be the first of March.

If it is the 29th. Then this is going to execute and down here it’s going to say, “Hey is it the 29th?” And we’ll say yes. [00:44:30] But if it’s the first, we’re going to wait 22 hours because at the 12:00 AM mark it changed from 28 to the first, so we’re going to wait an extra hour and say, “Hey is it the 29th?” And we’re going to say no. And it’s just going to start the next automation. All right? All right. With that type of note, typically add a note [00:45:00] to the … Oh yes. Yes it would David. I actually just put it there for visual. A visual for me to show you all what’s happening. But usually yeah it will display this note on the contact right here. Yep.

Okay. Yep. Yeah. Yeah. So I do use notes like this display data on the contact record that I want to see. I teach people when [00:45:30] I do onboard, think of your CRM as your top level reporting and your automations as lower level processes. And depending on who’s using your account or your specific use case, you may be logging into ActiveCampaign just to access the top level CRM information. Right? So you may not want to have to dive deep into the lower level automations to know what’s happening. That’s where notes become very very helpful. It gives you insight on what’s happening in the lower level [00:46:00] without having to go down there. And then as your company grows you may have people who have access to the CRM but don’t have access to the automations. So they can know what’s happening in the automations, by notes and things of that nature. Yep.

So yep. All right. Susan. Susan’s got a followup here. And this is [00:46:30] a good one everybody. My brain is literally like fatigued. I’ve really been thinking about this. I thank you all for your inputs. Yep. Thanks for clarifying. Yeah yeah yeah. Nope. No problem at all David. Can we just take a look at how I would finish the month to month automation. Yes. How will I continue the videos from year to year. All right, great. So we have this leap year. Can you all do me a favor? Let me share this. [00:47:00] Great. Mark says, “Add to leave your automations in the help section.” I think I will. And I’ll do it after this. If you have time, I’m going to try myself, but I would love … I’m going to share this automation. If you all could break it that would be great. If it stands the test of time, then we have just built an official leap year automation. Okay.

So leap year automation. [00:47:30] I’m putting it in the chat. If you all have time just try to break that. And by break it, I mean we can set it up for … Are we approaching the end of the … I guess the end of the month will be the greatest time maybe. Yeah. Because we don’t have 31 days so maybe we can try like 30 and 31 and emulate the leap year situation. Or maybe there’s another way to test it. But I would [00:48:00] love for you … I’ll test it myself too. Don’t get me wrong. I just want some extra eyes on it. All right. Yes yes yes. What was I going to do. Oh, your month to month automation. Yeah. I need to change the name of this to Susan two. Got to keep the naming convention consistent. All right. So Susan, they get to the last month. What do I [00:48:30] want to do at May 31st? May 31st, what I want to do is give them the option to keep going.

But that’s only if they did not start at May 31st. Right? Because if they started in May, the essentially get the whole year. Right? Well all right [00:49:00] this is a little tricky because what happens is if they start it … And let’s go back here. If they started in October, then in October is when they would need to be asked if you want to start again. She says, “I think that’s what my client will want anyway.” Hm. Yeah [00:49:30] I think you just got … I think for this case … Yep. Yep. Is you got to keep it going. You got to do what we’ve shown. You just have to link every month to each other because like I said, we’ve got this entry point that they can start off at any day, and the live version of this, we were building month to month. So we know … You and I Susan, we know that May is the end of it. But they don’t.

Somebody probably came [00:50:00] in in August, or somebody came in in September. So now May just becomes the fourth month for them and they didn’t get an entire year until September comes around. So in that respect, yes. I would say keep it going is the safe route. There may be a way … Let me think about it. We could do some lead scoring. Ooh everybody. We [00:50:30] could do … Oh we could do some lead scoring. Or we could … We would want a counter. Right? If we had a counter, and … Okay. All right. How much time do I have? Three minutes. I think I can do this in three minutes. I think I can do this in three minutes. Go go go. Come on come on come on. [00:51:00] We’re going to name this, “Monthly motivation.” This is going to be our monthly motivation score.

This number represents the number of months they have received emails. Okay. And [00:51:30] at this point what do I want to do? I got to have at least one rule. One condition. And I’ll say … Oh. When they fill out that form. When they fill out the form … Where is it? Where is it? Where is it? Submit a form. Then that one. I’ll just use that for now. Come on come on come on. Add. I’m going to do one point that never expires. Okay. Then we turn [00:52:00] on … All right. So at the point of coming into the automation, they fill out that form Susan … At this point right here, where they come in, they’re going to get one point. And this one point means what? Means that they’ve received one month’s worth. So now what we can do is every month, either [00:52:30] at the end … Yeah. I would say at the end. I don’t know yet. Oh geez I don’t know yet.

So I don’t know if I want to go in the beginning and say … Oh I want to do it on the contacts. Adjust score. Monthly motivation add one point. Expires never. When they enter in the next month add a point. Right? So now if it says two, [00:53:00] that means they’ve received two months. And then so on and so forth. So if I have at the end of my communication, I can say this. Oh wait a minute. Wait a minute wait a minute. There may actually be a more elegant way instead of doing this 12 times. We may be able to add them to an automation. At the end of this we can wait until we [00:53:30] have to reset or proceed. We can add them to an automation that checks for their score and says proceed or give them opportunity to reset. We can do this. Okay. No problem Katrina. Let’s pick this up. Let me make my notes.

I almost have it Susan. I almost have it. There’s a way to do [00:54:00] this to where … This is what I’m thinking. This is what I’m thinking. You have your monthly … Your month and then you have at the end of each month … Times 12. At the end of each month you wait [00:54:30] to proceed … Oh what is that? Proceed and then depending on what we report back, yes or no, send the email to restart. Yes. Next month. [00:55:00] Okay. And so right here we would add them to another automation that checks the score. If the score equals 12, then we set something that says proceed. So maybe we have like a status. [00:55:30] We could have like a custom field that says proceed or restart.

And depending on the score, which lets us know how many months they have, if it goes to restart then we would … All right. So I’m close. [00:56:00] Got to think about it some more. Yeah. Yeah. So Mark says, “There may be value in knowing how many months they were in before leaving.” Exactly. So that’s what this score would do. Because every time they enter into a new month, the point gets added. So now I’ll be able to look at this lead score, and say, “Oh four months? You’ve been in here for four months.” So what would trigger the restart Mark? [00:56:30] Here’s what I’m thinking is that at the end of every month, you’d have to have like … So let’s say the end of May. Let’s say May had 30 days, the 30th day after that email is sent out, then we would send them into this check automation. This automation that essentially checks the status. It’s going to check what their score is. Which is essentially saying how many months have you had/

And as long as the status is green to [00:57:00] proceed, what this is going to do … We can have like a wait until … I don’t know. Wait until … I haven’t figured this out yet. But we have a second automation that would essentially check if it’s 12 months. And if it is 12 months, guess what? What will happen then is we could send an email from the check and say, “Do you want to restart?” And if it restarts, [00:57:30] then we could select proceed, and then they would continue going here. So maybe this is not a yes or no. This is a wait until the status has been updated to keep going. And every time this checks, it toggles something. I have to figure it out. But we’re close. Susan, we’re close. For now I will say there’s no harm in just looping it and they can always unsubscribe when [00:58:00] they’re done with it. But I need to think this through a little bit. And perhaps on Friday I’ll have this built out to all fleshed out.

Yep. So all right. I missed a couple questions. I will add them and address them on Friday. We’re five minutes over and I want to honor you all’s time. Thank you so much for attending. Can’t express how much it means to me that you spent an hour with me walking through automation. I hope your week, [00:58:30] your day, your business is better because of it. And we do it all over again Friday. Friday at 1:00 PM Central. I’m going to try to carve out some time to flesh through this example, and on Friday we’ll pick up right where we left off. So until then, automate responsibly my friends, and thank you and hopefully I’ll see you later.