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Sending automated birthday reminders, and creating a quiz in ActiveCampaign

Recording of Office Hours hosted by Chris Davis on July 6, 2018.

In this session, we covered:

  • How to send birthday reminders by automation
  • How to create a quiz in ActiveCampaign,
  • An example of how to store contact information for couples

Transcript

Chris Davis: 00:01 Okay. The floor is open. Questions are welcome. As you all queue up your questions, I want to show you some of these automation map enhancements and one is, so if I look at … let me go back. I showed this one on the last Office Hours but I want to … if you go to an automation, now you have an icon over there that goes directly into the automations map, and we’ll see that. It’s radio to pipeline connects with all of these automations. What used to be the case is that unless you’re … let me see here, I don’t want to do all of the scrolling works now without having to click. That’s interesting, let me just select one. There we go. The sidebar is loading, everybody bear with me, just a moment to see it come up. I’m on WiFi so my apologies, a lot of things are a bit slow. Okay.

Well I don’t want to waste time on that but essentially the enhancements were, if you were in a automation, the way for it to show as a green line was to use this action that says enter an automation, and for it to show as a red line, it was to use in this automation. If we added that … not this automation, in other automation, and if we did this, these are what constitutes for a green line, and then a red line. When you start an automation or enter another automation it’s green, when you exit another automation it’s red. So in the automations map, that’s how you can understand that this green means it’s starting all of those automations. I go here I don’t know if I have one that’s red. I don’t have one easily that’s red, but you would see it as a red arrow, and that’s how it starts, so the enhancements to the automations map were this.

So now if I have a tag here that says start an automation, and then there’s another automation that uses that tag to start, which this one does, see. No it doesn’t, so I would do add a tag. Tag is added. That’s I think it will start. Automation. Okay. So now that that tag is added, it should now show as connected on the automations map, because remember, I’m using that same tag right here, start any automation. So when I go to my automations map, it should now show, I forgot the name of … I think it’s automation [inaudible 00:03:27] let’s see. Automation 361 it is, and is my tag right? Oops.

So now we should see Automation 361. All right. I’ll just name it Office Hours July 6th. Now when I go back to my automations and look at what it’s connected to we should see one that says Office Hours July 6th, because the tag that starts that automation is being added in that automation. So the automations map is great for troubleshooting especially once you have a lot of automations in place and you just forget, you’re like, “Where are these going?” Labels help to keep you organized, but there may just be a time where you’re like, 1 day no open, “What does this one connect to?” Now you can easily see that, “Okay. These two, start this automation and then it also starts another automation.” And here we go, my side, the side is now connected on my, what do we call this? The deck I think, the side deck is where you’ll see that these are the automations that start this automation in this … I’m sorry, I said that backwards.

This automation, 1 day no open, is the one to focus. It starts this automation which is that one, and it’s started by these two. The goal for this was to just give you all a visual representation of how everything is connected, because if you’re an experienced user you know that as these automations grow, it becomes a task, it becomes quite the bookkeeping task to keep track of each and every one of them and how they’re interconnected and everything. So there’s the red, that’s the red I was looking for. So look at that, all of the information on the side is easy for you to get to and you can see this engagement trigger start. This one starts the engagement trigger, automation, when any of these emails is opened or clicked. See that?

You can get all of that information from the automations map. You say, “Okay. This one is starting the engagement trigger one, but why?” You say, “Oh, oh, because if they open or click any of those emails, it’ll start.” If I go back now that the sidebar is working, go to its pipeline, it should now show me for Office Hours, where is it? I don’t see it, it should show me Office Hours and why it starts it. I don’t see it. Let me refresh. Please don’t make me to a liar live on Office Hours. All right. Office Hours, and it shouldn’t even matter that it’s not active. That’s fine. All right, there we go.

Look at this. So if we go the other way and I select Office Hours, it started by its radio to pipeline when this tag is at it, see that? So you can see it, you see if it’s updated now that I refreshed, and Ed’s did update and here’s Office Hours. This one in Office Hours starts when this tag is added, so you can see all of that from the automations, that really exciting stuff, this is why we added these enhancements to the automations map. Continuing on with some other updates that have dropped in June, expanding the deal CRM, tasks filtering and win probability now show in the iPhone app for the deal CRM. So before, you could see all of your tasks as one view, so now can you can combine them based on task assignments. So filter through those tasks and more easily see them as well as seeing win probability. Your device, your functionality from the palm of your hand, is getting stronger, and stronger as the days go by.

Those were a couple of other ones. If you’ve got an iPhone, you can go to the marketplace right now and download this app from ActiveCampaign for no charge, no charge at all. Then lastly was tasks assignment for our deal CRM. Now how it used to work in the past is that whoever the owner of the deal was, those tasks were automatically assigned to the owner, and there was no way to reassign them. Well now we have the ability to reassign tasks to anybody on your team and when you do that, they’ll get a notification via email and they’ll be able to log in and act on that task.

Definitely look forward to this deal CRM, be it having more and more added to it as well as the entire platform. That is actually, as far as demo, that’s all I have for demoing. So I would like to invite you all to ask any questions whether it’s how to send campaigns to a list, how do I send to a segment, how do I make a segment, how do I create a form, how do I tag based on someone’s submission to a form, how do I get a form on my website? These are very common questions that are frequently asked, but if you know the answer to every single one of those questions then def, you’re fine. If not, please ask away and get the help that you need. I hope everyone had a good 4th of July here in America. We celebrated that on Wednesday, so hope that went well for you.

If there are any questions around features, if this is your first time seeing the deal CRM, what is the deal CRM? We can go over that, we can go over … let me show you all because some of these things you may not have seen depending on your plan types or conversions. Conversions are tied to attribution. These are events that we create, and can trigger them based on a website visit, or within an automation. Save responses, I hope you all have the deal CRM and are using save responses.

Save responses allow you to easily respond, and it’s like everything with automation is what you want to do is, do stuff and then once you realize, “Look, I keep doing the same thing, or the same action is required for this output,” then it becomes something that you say, “Okay. How can I automate it?” That’s what we did with save responses, is that we give you the opportunity if you’re always sending a particular email out, well you shouldn’t have to type it or have it copy and paste it in some text file, or trying to keep it that way, now you can just simply select it here and save responses and it will populate the text of that email for you.

There’s just so many features in ActiveCampaign, and I’ll tell you what, the goal is this, ActiveCampaign is going to continue to be the most flexible platform on the market, and what we’re seeing is that how do you take that flexibility, all of the power that we provide, and customize it down to the needs of your specific business? Part of that is having the insight to understand how to do it, and the other part is having the willingness to also come to the realization that you’re not going to use every feature in ActiveCampaign for your business. That’s fine. If we’re giving you 101 features and you only need five to be successful, those are the five that you take and customize to your business. Okay? Just some best practices.

Like I said, the floor is open, there’s quite a few of you on today, which I was a bit surprised. I mean, given it’s a holiday week, so I want to thank you all for attending. I’m just going to call a few people out. Nicole, great to see you. William. When do you [inaudible 00:12:23], William, Eric, there are a few names here that I’ve never seen. Actually there’s at least four names I haven’t seen on Office Hours before. I want to welcome you all to Office Hours and thank you for attending, my apologies if greeting you by names is a little embarrassing but I just did it to a few of you that I hadn’t recognized the name as frequently as others.

However, if there’s no questions, no harm, no foul, I will not hold you all longer than I have to. I know it is the weekend, the weekend is upon us and a lot of you may be anxious to get to your family, or just have some transition time for the week. That’s perfectly fine too. Office Hours is here as a resource every Friday at 1:00 PM to make sure that if you have a question, or if you’re stuck, or if you’re trying to figure something out, we are here. I have one. This is a good … Nicole, this is a really good one. Okay. Ready. All right, so Nicole, I’m going to put your question up here, and thank you for asking. All right.

So Nicole’s question is, “I have an automation set to remind me and my client of upcoming birthdays. It worked fine at first, but now we get more than one of the same reminders, and sometimes they do not go out on the right day. We’ve got something going on there, it worked great at first, but now it’s gone rogue and I’ve tried to fix it but can’t figure out how.” All right, here’s automation. The goal is set for it to send me, and my client every one or two days before a contact’s birthday, and then one more on the day of, and then it sends the contact an email, great.

Everybody, Nicole is getting a couple of reminders for herself and her team that there is a birthday coming up, and then on the day of the birthday the contact received an email. From what I’m understanding, Nicole was what was happening is you’re getting a lot of these and more than one of the same reminders sometimes and they do not go out on the right day. Something’s off, something has shifted, as Nicole has eloquently stated her automation has gone rogue. Let’s bring it back in, let’s bring that automation back home. Let me see what you have here.

Send to. All right. Of course it did not [inaudible 00:15:09]. There we go. All right. Then you’ve got one more because these are the two reminders that you said you sent, and then there’s the email. All right. So, at a specific time … I’ve got a couple of questions up here too. Okay. William, I see yours as well. Okay. Yep. I see your question, so William I will get to you in a second.

Nicole, tell me this, what’s the start trigger? What’s the start trigger? Okay. “My trigger is two days before,” okay. Is there another automation that’s checking for that date, in order for it to trigger, because I’m just trying to identify how they know. You’ve got a separate automation, so here’s what I would do, here’s exactly what I would do Nicole. I’m assuming you have the date, their birth date in a date field. We can simplify it. Okay. Nicole said yes. So you could simplify this by instead of using a separate automation, because my estimation is that other automation is what’s throwing things off, and probably adding them to this automation more than once at the wrong dates.

If you use a start trigger that’s date based, check this out, you can say when it’s two days, two days before their birthday, the birthday field. I don’t know if I have a birthday field. I do, there it is. So two days before the birthday, before the contact’s birthday, and check every day around, I would say 12:00 AM, right? Right when that day starts, at 12:00 AM, check to see if it’s two days before their birthday. If so they’re going to start this automation. What you want to do is run it when the month and date will … essentially run it for your birthday.

This first option is for things that happen once a year, and that’s why we have birthdays, annual contracts and whatnot. This [inaudible 00:17:33] was actually configured specifically for this use case that you’re using. If I hit start, now remember what’s going to happen, every day this means this is going to check 365 days at 12:00 AM to see if the contact’s birthday is two days away. If it is, so let’s say my birthday is July 8th, it’s July 6th here in America right now, and this at 12:00 AM today it would have saw, “Oh, two more days it’s your birthday,” and it would have triggered this automation.

Of course since we’re checking at 12:00 AM, you may not want to send this notification until … wait. You may not want to send until the morning. Maybe you don’t mind getting it at 12:00 AM, but I’m just going to show you … what was I going to do? Current time is, I’ll just say 7:00 AM. Just in case you wanted to have this email go out and say, “We haven’t forgot, your birthday is two days away,” I know right now it’s an internal notification, but remember, I just want to point this out because since this is at 12:00 AM, it will trigger, and it’ll enter the automation at 12:00 AM. So it’s good to have a wait state to say when you want your communication to start going out. Two days before, actually how you have it set up, it’s three days. Okay. So it’s going to look three days ahead of time and send you a notification, and this notification is essentially going to say, “Yeah look at that. There is a birthday coming up in two days.” Well, I guess I should do, because then you wait two days and then you send it, all right. So I should … about there was another, I thought you’re sending two reminder emails. On two days before the birthday, at 7:00 AM you’re going to get this reminder and say, “There’s a birthday coming up for … Chris Davis has a birthday, their birthday is coming up in two days.”

You may even want to add some description here on action to take, “Make sure you log in, and verify they are still active in the account,” something like that. Just in case, I’m future proofing it if someone else was to get this notification. Then you’re going to wait for two days and by that time it will be 7:00 AM on their birthday, and you’ll notify yourself and send them a happy birthday message.

Let me give this back to you, let me give this automation back to you, Nicole, so you can see. Great. Great Nicole. You’re very welcome. I’m glad it made sense for you. Let me give it right back to you, and thank you for asking. You are very, very welcome. It’s my pleasure to help you out Nicole. Copy that. All right. I’m putting it in the chat, there you go. It’s in the chat. If you run into issues just come right back and let me know. Like I said, I’m here every week for you, so all right. Yes, you are very welcome. You are very welcome.

William, I am going to get to your question now. William. There we go. Boom. Hello William. ” I’m a new user here,” great, “I have my clients and prospects take a lot of surveys,” that’s a good one. “Is there a way to accomplish this in AC, or do I need to use another application to do this?” Ideally, I would be able to store the responses to the surveys, to the client profile in ActiveCampaign, the surveys are typically 10 to 20 questions that they answer on a scale of 1 to 10.

You know what? Actually with that being said, you could. You could do that in ActiveCampaign William. Some of the things that I kind of think about if whether I need to … if I can use ActiveCampaign for a survey, or if I need to use third-party tools, sometimes people have conditional content, so if someone were to give it a low rating of zero, then another additional block would appear and say, “Can you tell us a little bit more about your experience?”

So conditional content is one way. If you wanted to show a score afterwards, that’s another reason why you would use third-party tools. If you wanted to show a conditional thank you message after they submit their results, on the next page if you wanted to say, “Hey, thank you for rating us so highly,” or another one could be, “Hey, sorry that you had such a bad experience, how can we help?”

If you wanted the confirmation message to be conditional, that’s another reason to use a survey tool. Then probably the most compelling is that a lot of survey tools give you analytics, on the back end of how people have answered. Then you could see, “Okay. 80% of the people rate me a five in customer support. 90% of the people rate me a 10 on product.” If those are things that you need, then I would recommend a third-party tool. But, you can do exactly what you’re asking ActiveCampaign.

If I do something like a radio button, because that’s what I would use, is saying, and I’ll call it survey, “How did you enjoy our service?” I’ll just say that. I said survey. Zero needs a lot of improvement. Then I could do one, two, I’ll just do three. I’ll go to five. Four, no. I’m not. I’m going all the way William. I’m going to the finish line for you man. Seven, eight, nine, ten. It was amazing. I’m indifferent. Okay. Hit add and now I have a custom field called survey and we could do that … you can create as many of those as you need. Where am I at? I should be on my last page ANC, survey. All right.

So now when I go to my form, we’re going to create a new form for you William. William – Survey, you’re going to select what list they’re … when they fill the form out they’ll be added to, and then I’ll go to my fields and type in survey. That’s why I put survey at the beginning, because if you have 10 of them, all 10 will display just by typing the word survey, and you can easily just drag each one of them over. See that? Okay.

So how did you enjoy your service? How did you enjoy our service? Please take … provide feedback on your experience with our business below. Do something like we value your opinion, and please let us know how we are doing. Okay. Now they can do their name email and you can have multiple questions that they just fill out, which actually is something else I hadn’t thought of. If you want to use multiple pages for your survey, like for here all 10 will be displayed and one of the people will just scroll and then check which one is them or not. If you wanted to use multiple pages, that would be another option.

So one thing that you’ll want to make sure you do is before you hit publish, is since this is a survey, I would recommend going here, clicking on the gear of the list that they’re subscribing to, and turn off confirmation opt-in, because it doesn’t really make sense to have that on for a survey response. Then here you can either send them to a page or just say, “Thank you. Your survey results have been received.” Okay. Do something like that. Then we’ll go to integrate. So now I can embed this form on my website by using this … this is the code that I would use if you’re going to embed it on your website, just copy that and paste it on your website, or I can just provide a link. This link, if I put it in my browser, the link goes straight to the form.

So now I can have this link sent out in an email, I can post this link on social, I can do whatever I want with this link if I want to send them directly to there. So, William says, “So is that in an email or on a website?” Yeah. This would definitely be an email … not an email. This will definitely go on your website, but like I said, if that makes it harder, depending on your website, if it’s harder to get this form up, I would just use the link. Grab this link from here, and now you can have it as a link in your email or like I said, you can just post it. You can send it directly to people, things of that nature, yeah. Okay.

William says, “Cool. How would I make it look nice? Do I need to get a developer?” I don’t think so. You could do some styling to it. Maybe you want to change, you can turn off the ActiveCampaign branding, you can change the background of the button. Maybe you want to make it match your colors. If you go to fields and go to standard, you can add an image to the top like a logo, see do I have any logos? I got this, just use this for now. All right. Now I’m at least … you see it’s starting to really take shape, just adding those two things make it look totally different honestly. Let’s see if I can match up the green. Close enough.

So now I’ve got like a branded form essentially and remember in fields, if you go standard you can also use HTML code. So if you want to use that code to do something, I actually don’t know. I think you could do it here and make a … you can make a divider I would say <div style=, Watch this, border-top: 3px solid … something like that. If you wanted to add a divider or something like that maybe, but yeah.

You could definitely use the styling and the standard fields to really customize it, but honestly like from ActiveCampaign, this is actually a solid form. This looks good, just by adding those two things, and I think it goes to show just how much doing just some small simple branding can really make it easier on the eyes. Also where do the results go, good question.

The results right here, what you’d want to do is click add an action and then say email results, and you’ll want to send the email … you can email the results to anybody that you want to receive them, that’s where the results will go. So you’ll send the email to, maybe it’s William@toner.com, and then the from name and subject, I would just make sure that the from email is not the same email that you used for the account. In fact, the best practice for using the email in this is using something like noreply@ yourdomain.com, and just use the name of your company for the first name and then the subject can be whatever it is. But when you use a real email address in there, sometimes the email service providers look at that, and they see that ActiveCampaign sent it and say, “Wait a minute, but you’re using your personal email. You didn’t send this,” and they’ll flag it as spam. So if you do noreply@yourbusiness.com, you’ll avoid the spam traps and you’ll ensure that you’re getting the reminders. Then William says, “How would they need to hit submit for each question if there’s like 10 for example?” They wouldn’t. They wouldn’t. They would essentially answer all of these questions, so like I would type my information in here then I’ll type my information in there, and then I would hit four and then I’ll just go to the next one and hit four or whatever, and when I’ve completed all of these forms, when I’ve completed all these fields I would hit submit. So I wouldn’t submit after each question. There is some quiz software out there that does that, but this is not … ActiveCampaign, you don’t go from page to page. You just put all of your information in at once and hit submit.

What you could do, just to give you something to think about William, you can also go here and automate some stuff, and you can have this automation trigger when someone submits that survey form. When they submit that form what we can do, what we can do is look and see what score they gave us, custom fields. Survey is … if they gave us a 10, yes, if they gave us a 10 then we want to send them something special, right? Just hit save and exit. So now you can see the power of coupling that survey data with automation. Yep, and you can even … instead of sending them something special, you can do an internal notification like Nicole did and it could send you a notification and say, “So-and-so just gave you a 10 star rating.”

That’s how you could pull off on surveys within ActiveCampaign, and then follow up specific to their feedback. Can you imagine having this to where it says, let me delete this. Did they answer number one, a 10? Yes, and then I go and ask, did they give answer number two a 10? I can essentially check if they gave us five 10s in a row or how many of our questions you have, they gave us 10 on every single question, to me, that’s showing that they’re a prime candidate for being like an evangelist or I should reach out to they’re really satisfied. Like give them a coupon, give them something, give them some appreciation. The only way that they will be able to do that is to fill out a perfect 10 on the survey and be totally satisfied with everything. This automation would now be up and just always looking, always working for people who fit that criteria. Just something to think on, but yeah, that’s how you do it.

Okay. William says, “The surveys are more of self-assessment purposes to make the most out of our meeting time,” yep. So you could do a flip William like if somebody rates it low, like it was a total waste of my time, that would give you immediate feedback on, “Okay. Let me improve that presentation, or let me shorten it up next time,” or whatever the case may be. The important piece is you can collect data quickly and then run … excuse me. You could execute some automation on it. I think a lot of people settle for just getting the feedback but like I said, if you could automate some of the responses based on their feedback, you may go a long way in your business. All right. Any other questions.

Let’s see here. Okay. William says, “Will that info be tied to the contact’s profile?” Let me show you. The quick answer is yes. So let me do this. In fact, let me do this entire automation. Truly satisfied. There. If they give me a 10, they fill out that form and give me a 10, I’m going to tag them as truly satisfied. So here’s where the information resolves. I’ll do Phil Davis, activecampaign.com, I’m going to rate a 10, hit submit. I hope it submits. My internet’s slow and it slowed everybody, my apologies. Let’s see if it’s submitted though. Okay. It is submitted.

So now what I could do is I could go to contacts, and I could search Phil, since I know he submitted the form, Phil Davis, and here’s where it will show. See this, these are all of your custom fields on the contact record, and right here, survey, how did you enjoy your service, and you see that my answer was 10, it was amazing. Since it was 10, I’ve got William‘s survey automation, and when I view it, check this out, it shows that when I came here, did I give you a 10? I absolutely did, so I got tagged with truly satisfied and I didn’t even really need to look at the automation because if I just look at my tags down here, I’ll see that I’m truly satisfied. Okay. That’s where the information would exist on a contact record. All right. Cool.

If you all have any other questions, I am all ears. Just let me know. Let me see, let me check my phone line. Looks like an all clear, yeah, and if not, that’s fine. Thank you for asking the questions that you have asked. I hope they brought another level of understanding. There’s still 15 minutes left for you to ask the questions, but if a question … but if you’ve asked all the questions that you had and there’s no further issues, that’s fine as well. We can end a little early today, give you a jump start on your weekend. Just know like I said, I’m here every Friday at 1:00 PM for ActiveCampaign Office Hours. You can attend as many of these as you need to or would like to. If you want to just kind of sit back and kind of watch what happens, that’s fine. If you want to jump in and engage, that’s fine, but we are here for you as a resource. With that being said, looks like all mines are clear, and we’ve answered all the questions.

I want to thank you all again for attending Office Hours and hopefully you have a very, very relaxing rest of the day and a great weekend. I’ll see you all next week hopefully on Office Hours, until then, automate responsibly. Wait a minute, wait a minute. Almost. Good one, William. That was, my finger was on the button man. You have, that’s a good one. Got it in just in time my friend. All right. William says, ” As a new user, I just figured I would load all my available contacts in ActiveCampaign. What I found is I have a lot of contacts, 4,000 which need cleaning up.” Yes, actually it’s true, 4,000 is quite a bit to clean up, or to import without having cleaned, “Many of whom I have lost touch with and do not contact frequently or ever. Do you have any advice on how I should clean up contacts over time?”

I absolutely do William. I absolutely do, and I created, thank God for this. Where am I at right now. I created a guide for you here. What was it called. I believe, what was it? Migration, there it is. Importing contacts and transferring workflows. In here, what we recommend doing, is … where’s the transferring workflows? There’s a form, set of emails, flip the switch, set up your CRM, maybe this wasn’t … No. This wasn’t the one. Let me see where, where was it? There it is. How to maintain good deliverability when you migrate to the ActiveCampaign. This right here William, this is what I recommend.

This is the migration process for you that I would recommend, is to send out whatever platform your current contacts exist on, send out some type of email, we prefer, we recommend that it be some free offer, something of value, and when they click this email, they click the link, it would essentially go to a form like this in ActiveCampaign. Then they will fill out the form to get what you’re offering or to be updated or to stay connected, however you want to phrase it, and right there they would be now input into, if they fill out this form, they’re now in ActiveCampaign as engaged, as an engaged contact.

So 4,000 people come here and 2,500 fill this out, you’ve just did a great … you did your first step in cleaning up the list, because you know now that out of that 4,000, 2,500 of them did engage because they opened up the email, and the reason why we send it from the previous platform or your current platform if it’s not ActiveCampaign, is because you want to borrow its deliverability to get in the inbox. The contacts are already in here, so email them from here, when they click the link, they’ll then go to an ActiveCampaign form and be able to fill that out and that’s how you can migrate them over instead of just importing all of them without knowing who’s engaged and who’s not. But let me read through this article, this help guide. Well you might put it in the chat and that’s what I would recommend, that is exactly what I’ll recommend to clean up. Then over time, you’ll want to make sure you have your engagement frequency automations in place. I highly recommend reaching out to our success team activecampaign.com/training, and they’ll work with you in getting this set up, but if you go into automations and select new automation, and from here you just type in engagement, you’ll see engagement tagging part one and two, and even one that’s triggers by disengaged. Excuse me. Essentially you can import these as is and they’ll always run in the background, and what they’ll do is they’ll monitor who’s inactive. So you’ll never be in the dark again. You’ll always know who’s inactive and who’s engaging and who’s not engaging, you’ll always know. So I recommend importing these two. They come with all of the tags that you need and everything you just have to import them and activate.

William says, “So if some contacts have more than one email or cell phone number, what should I do?” As far as the email, use their primary email. You could create a custom field that says secondary email. If I go to list, manage fields, and go hit new custom field, text input and say secondary email, you could store it in here, but what you need to make note of is that you won’t be able to send to that email. You’re only able to send to the primary email address that we create for each contact, but if you want to keep it for records sake, then you could do it like this, by creating a custom field. Same with the phone number, exact same with the phone number. So you won’t be able to send text messages or anything like that to a secondary phone number in ActiveCampaign as of now, but that’s reserved for the primary phone number. But this is a way to at least store the data in the contact’s record.

I don’t know if you guys have any other questions? These are all good questions by the way, every single one of them, and I’m glad, especially you William I’m glad you’re taking the time to ask these now instead of like trying to figure it all out on your own and wasting time. William says, here, let me put this up, I like that. ” If some contacts have more than one email or cell phone, what should I do? Any advice on working with couples i.e. two phone numbers as a client.”

If they have two emails or two cell phone numbers, you just need to identify which one is the primary, and whatever the primary email address is, that’s the one that you need to use in terms of importing or just have them do it. Like I said, when you send that email out and they click the link and go to the form, let them put in whatever. I took the form away. Let them decide what the email address they want to use is. But ideally you should know what their primary email address is and then as far as working with couples, that’s an interesting one. I need to know more about the use case because there may be a way to manage it. If they’re couples, it would depend.

What I would do is I would use this. This is exactly what I would do, okay. I will go to manage fields and I will create a text input field, one called primary, and then the other called … no, no, no, no. Here it is. Relationship. I’ll just say, “Here, how about this.” All right. Couples status. All right. Nope. I’m sorry. I want to do a radio button. Couple status, they are either the primary or the spouse. Okay. That leaves it global enough to where you don’t get too caught up in the technicalities of everything.

So now, okay, let’s make this full circle, not saying you would do this but let me leverage what we’ve already got in place. So now, what you could do, because we also have this on there. So now when they fill out the form, they get to select if they’re the primary person or if they’re the spouse of the primary. So now when you’re working, if you want to email all the spouses and say, “Hey, spouse is just a heads up. This is something that I’m working on with your partner,” your spouse or whatnot, or if you will ever want to email the primary person, which the difference between the primary and the spouse is the primary would be the one who is taking the lead on everything and the spouse is the one that they’re saying, “Hey, I signed up and here’s my spouse. Here’s my plus one,” and whatnot.

William says, “A good use case would be scheduling a meeting between say three people for every four months. I’m sending out reminder emails and then maybe something to coordinate between the three people the right time to meet.” Yeah. Now if you do that, I definitely would use scheduling software. Scheduling software that can easily find open time between people’s schedule. I know Acuity does that. Acuity Scheduling allows you to do group scheduling. I’ll put this in here, and it’s something that’s interesting too, is you can have it … like you’re saying, you’re emailing people every four months and maybe you’re sending out reminder emails to, all of those emails can go to the person who’s the primary contact and then if they don’t sign up you can send a reminder email to the spouse. Because like for me, if I get a few emails and I don’t act on it, and someone’s like, “Okay. I’m just going to email his wife,” and you email my wife, there’s a great chance that she’ll act on it faster than me.

What’s nice about it is you wouldn’t even have to worry about it because it will be set up in automation where it’s like, “Are they the primary? Yes, send an email, wait two days. Have they opened or clicked the email? No. Send a reminder to the primary. Have they clicked or opened? Wait a couple of more days, send it to the spouse. Just to let you know I sent your spouse this information. I was hoping that maybe you would see it and could take action on it for them. We need to schedule our time, please select some time that work best for you,” and whatever it is. That’s exactly how I would recommend doing it at this moment with this understanding, I have a real business.

All right. With that being said, we are at our finish line here. We’re right at 2:00, so it’s my quitting time. Everyone, again, thank you all for attending Office Hours. The replay will be up. The replay will be up on the learn site afterwards, so if you want to walk through this at your own pace, pause, get some understanding on your own, that will be available for you. This is Chris Davis signing off on Office Hours. Thank you all, every single one of you for attending and I hope that this was extremely helpful for you all. I’ll see you next week.