Client Marketing: Sets

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1 Client Marketing

2 Client Marketing: Sets Purpose Client Marketing Sets are used for selecting clients from the client records based on certain criteria you designate. Once the clients are selected, you choose how you want those clients presented to you either through Mailing Labels, or by exporting the client's information into files for you to print or use with other programs and/or third party marketing software. You can even send out your own marketing events by subscribing to the Marketing portion of the Online Services STX offers. To access the Client Marketing & Notifications screen, go to Clients: Client Marketing. Adding a New Set To create a new set, click the New Set icon in the upper left corner of the screen s toolbar. 2

3 Name the Set according to the type of clients you want to select from the client records. Once you have named the Set, but wish to change the name, doubleclick the name and make your changes using standard text editing techniques. Select the Frequency from the popup menu, which determines how frequently you wish to use this particular marketing set. If this set will be used for selecting clients with a Birthday each month, you would choose Monthly from the popup menu. You can change this at any given time if the Frequency ever changes. This information is for your viewing purposes only, so you can easily see when each set should be generated. The Last Generated: date will appear each time the marketing set is generated. Once you have established what the Set will be, click the Save icon, located in the upper right corner of the screen s toolbar. Making a Set Active/Inactive Each Set will have a checkbox next to the left-hand side of the screen. This is the Active checkbox. Only the active sets will appear in the screen. To view Inactive sets, click the Show Inactive checkbox above the list of sets. All inactive sets will be listed in gray. 3

4 To make a Set inactive, simply uncheck the Active checkbox and it will no longer show in your list of sets. To make a Set active again, check the Show Inactive box and re-check the Active box for the Set you wish to make Active again. Removing a Set Highlight a set you wish to remove and click on the Delete icon in the upper left corner of the screen s toolbar. The following alert will appear. Click the Delete button if you are sure you want to delete the Set. Click Cancel to leave the Set intact and return to the Client Marketing & Notifications screen. NOTE: Deleting a set from the list will completely remove that set from the database forever. If you will be using this Set again in the future, you should make this set Inactive instead. See Making a Set Active/Inactive. Click the Save icon in the upper right corner of the screen s toolbar to save your changes. 4

5 Client Marketing: Client Filters Purpose Client Marketing Filters are used to "filter" clients out of the existing client records. If no filters are added to the Set, ALL clients will be selected. If more than one filter is added to a Set, each secondary filter works only on the clients already passed through the previous filter. After the first filter, each additional filter added to the Set will narrow down the client selection even further. For example, you are asking for clients whose Birthday is in August, whose Last Service Visit was between the start of this year and yesterday, and whose Occupation is Doctor. STX will first look for all clients whose Birthday is in August. It will then search through those clients selected to look for any clients whose Last Service Visit was during the specified time period. Out of those clients, it will then search for the clients whose Occupation is Doctor. The more Filters you add to the Set, the more the Client records are being "filtered" down to a specific group of clients, which may not produce very many clients at the end, if any at all. STX looks for clients matching ALL of the filter criteria you have established. Check the Include clients with missing postal codes box if you want to select the clients without a complete address on file. You will want to check this box if you are selecting clients because they have an Address. You may want to leave this box unchecked if you want to print Mailing Labels for the clients so you do not waste labels. You can change this at any given time depending on whether or not you need all clients, even if they do not have a postal code. Filter Definitions Appointment Status: Will select clients based on what the Status of each appointment is set to. An example would be to find everyone who has an appointment Booked in the next 2 weeks. Birth Date: Will select clients with a specific date or within a specific date range. Dates must include month, day and year. An example would be to find everyone turning 60 this year. The Birth Date filter would be set for Between the dates 1/1/1949 and 12/31/

6 Birth Day: Will select clients with a Birthday occurring a specific day of the month. An example would be to find everyone who has a Birthday on the 14th day of any given month. Birth Month: Will select clients with a Birthday occurring within a specific month of any given year. An example would be to find everyone who has a Birthday in the month of August, regardless of what day of the month or year they were born. Booking Restriction Reason: Will select clients with a Booking Restriction set on the client record, based on the Reason for the restriction. An example would be to find everyone who has a booking restriction because of No Show. Booking Restriction Type: Will select clients with a Booking Restriction set on the client record, based on the Type of restriction. An example would be to find everyone who has the booking restriction set to Do Not Book. Client Flag: Will select clients checked with one or more Client Flags on the individual client record's marketing tab. Each Client Flag is defined through Setup: Marketing. An example of a Client Flag would be Do Not Mail. The Client Flag filter would find everyone who has the Client Flag of Do Not Mail checked on their client record so you can eliminate them from your mailing list. Address: Will select clients with an address on the client record. First Service Visit: Will select clients who had a first visit to your company for any specified date and/or date range. An example would be to find everyone who had their First Service Visit last week to send a Thank You card, thanking them for visiting your company. 6

7 Gender: Will select clients from client records marked as Male if you want to contact just the Male clients, or Female if you want to contact just the Female clients. Or, you can ask it to select both. House Charge Balance: Will select clients with a House Charge Balance, whether a positive or negative balance, or between a specific balance amount. Initial House Charge Balance: Will select clients with an Initial House Charge Balance, whether a positive or negative balance, or between a specific balance amount. Initial Promotion: Will select clients with a New Client Promotion set on the client record. The New Client Promotion is basically how the client came to your company the first time. An example of using the Initial Promotion filter would be to find everyone who came to your company because of your newspaper ad. Last Service Visit: Will select clients who had their last visit to your company for any specified date and/or date range. An example would be to find everyone who had their Last Service Visit 2 months ago and have not been back since, so you can contact them about booking another appointment. New Referrals: Will select clients who have X number of New Referrals to their name, meaning they have referred X number of new clients to your company. When using this filter, you will have the choice of subtracting the New Referrals from the Total Referrals or actually setting the number of New Referrals back to zero. Of course, you also have the option to do neither of those and leave the New Referrals number untouched. Number of Product Visits: Will select clients who have had X number of visits where products were purchased for any given date or date range. This is not the number of products purchased, but how many times they came to purchase the products. 7

8 Number of Total Services: Will select clients who have had X number of services for any given date or date range. This is not the number of times they came in for services, but the actual number of services the client has purchased. Occupation: Will select clients connected for just a single Occupation or a multitude of occupations. Occupations are connected to the client's record on the Marketing tab. Points in Default Reward Account: Will select clients with certain values and a Default Reward account on their client card. Service Appointment: Will select clients who have an appointment for a specific service or a multitude of certain services. Service Group Appointment: Will select clients who have an appointment for services within a specific Service Group or a multitude of certain groups. Spending on Products: Will select clients who have spent X amount on products for any given date or date range. Spending on Services: Will select clients who have spent X amount on services for any given date or date range. Total Referrals: Will select clients who have X number of Total referrals to their name, meaning their overall referrals, not just the new referrals. This is a running total of referrals and cannot be manually changed. 8

9 Adding Client Filters To add a filter to the set you are working on, you must first highlight the name of the Set, and then click the New Filter icon in the screen s toolbar. The New Filter icon will not be activated unless a marketing set is highlighted first. Your screen should look like the following. The Filter popup menu will automatically show the first filter choice in the list. Use the Filter popup menu to choose one of the filters shown in the following list. Appointment Status Birth Date Birth Day Birth Month Booking Restriction Reason Booking Restriction Type Client Flag Address First Service Visit Gender House Charge Balance Initial House Charge Balance Initial Promotion Last Service Visit New Referrals Number of Product Visits Number of Total Services Occupation Points In Default Reward Account Service Appointment Service Group Appointment Spending on Products Spending on Services Total Referrals Enter the applicable filter parameters/criteria and click the Save icon. 9

10 Filter Parameters Depending on the filter selected, various filter parameters will be activated for editing. A Filter Parameter is criteria you establish for each filter being used in the marketing set. Filter Parameters include criteria for Operation, Amounts, Dates, and Employees. Depending on the filter you are working with, you will also see Filter Specific Parameters, which do not remain constant from filter to filter. These Filter Specific Parameters are explained a little later in this chapter. Operation Parameter The Operation parameter will be activated on each of the filter choices. Its use will determine whether or not you want the clients who MATCH the other parameter criteria you set, or whether or not you want the clients who DON'T MATCH the other parameter criteria you set. Only clients who MATCH the filter s parameter criteria will be selected. Only client who DON T MATCH the filter s parameter criteria will be selected. This is used when you want to have all of the clients who match the filter s parameter criteria removed from the list, and all remaining clients chosen. For instance, you would like to retrieve a listing of clients who do NOT have a Booking Restriction set for them. Your filter choice would be Booking Restriction, and you would set the Operation popup menu to Remove Matching Clients. This will find all of the clients with a Booking Restriction, remove them from the output, and retrieve all other clients for you. Another example of when to change the Operation parameter would be if you want all the clients who have had Haircuts in the past but never had a Spa Service for as long as they have been a client. In this example, you would use the same Filter twice, Service Group Appointment, each time with different parameters set. Please see the last section of this chapter titled Client Marketing: Examples for a more complete explanation of this example. Amounts Parameter The Amounts parameter will be activated for the following filters: House Charge Balance, New Referrals, Number of Product Visits, Number of Total Services, Points In Default Reward Account, Spending on Products, Spending on Services and Total Referrals. 10

11 Only clients with an amount Less Than the entry will be selected. Only clients with an amount Less Than or Equal To the entry will be selected. Only clients with an amount Greater Than the entry will be selected. Only clients with an amount Greater Than or Equal To the entry will be selected. Only clients with an amount equal to or Between the entries will be selected. Dates Parameter The Dates parameter will be activated for the following filters: Appointment Status, Birth Date, First Service Visit, Last Service Visit, Number of Product Visits, Number of Total Services, Service Appointment, Service Group Appointment, Spending on Products and Spending on Services. Yesterday Today Tomorrow Today plus Two Days Today plus Three Days Today plus Four Days Today plus Five Days Today plus Six Days Start of This Week Start of This Month Start of This Quarter Start of This Year End of This Week End of This Month End of This Quarter End of This Year Start of Last Week Start of Last Month Start of Last Quarter Start of Last Year End of Last Week End of Last Month End of Last Quarter End of Last Year Start of Next Week Start of Next Month Start of Next Quarter Start of Next Year End of Next Week End of Next Month End of Next Quarter End of Next Year 11

12 You may enter actual dates in the Dates fields, or choose relative dates from the popup menu choices listed above. Relative dates offer the advantage of generating one or more recurring filters without having to enter actual dates each time the filter set is generated. Only clients with a date Before the entry will be selected. Only clients with a date On or Before the entry will be selected. Only clients with a date After the entry will be selected. Only clients with a date On or After the entry will be selected. Only clients with a date Between the entries will be selected. Only clients with a date On the entry will be selected. The Today plus Two Days choice would indicate the day after tomorrow. Filter Specific Parameters These parameters will differ between each filter selected and are specific to the individual filter(s) chosen. You can choose to either Include or Exclude the selected items. 12

13 You can choose All items, Multiple items, or one individual item from this popup. If you chose Multiple items, a selection sheet will appear containing the available choices. Holding down the Shift key on your keyboard and selecting two items will select those two and all items in between. All selected items will be highlighted. 13

14 Holding down the Command (Apple) key on your keyboard allows you to select multiple items by single clicking on each item you wish to select. Each selected item will be highlighted. Choosing either Include selections below or Exclude selections below, shown at the top of the window performs the same function as the Include/Exclude popup discussed at the start of this section. Changing Include or Exclude in this window will change the popup to reflect your choice here. EXAMPLE: The two screens in the following example will cause the filter to select the exact same set of clients. The first window says to Include the months January through June. The second window says to Exclude the months July through December. By choosing to Exclude those particular months, you are essentially asking for it to Include the other months. Either way, you are asking the filter to select clients for the months January through June. Choose to Include the months from January through June. OR Choose to Exclude the months from July through December. 14

15 Filter Specific Parameters - Definitions You must select the Filter before the pictured parameters will be activated. Appointment Status All Appointment Status options will appear in the popup menu. Status items are Booked, Called, Confirmed, Checked In, No Show, Cancelled, and Complete. Day of the Month The Birth Day filter offers this popup menu and will show the numbered days of each month. Choices are from 1 to 31. Month The Birth Month filter offers this popup menu and will show each Month of the calendar year. Choices are from January to December. Reason The Booking Restriction Reason filter offers this popup menu and will show the 3 reasons for a Booking Restriction on a client card. Restriction Type The Booking Restriction Type filter offers this popup menu and will show the 2 choices for a Booking Restriction on a client card. The 2 types are Alert Only and Do Not Book. Flags The Client Flags filter offers this popup menu and will show all of the Client Flags you have created in Setup: Marketing: Client Flags. Has Address The Address filter offers this popup menu. Select to Include Yes from the menu if you want all clients who HAVE something entered in the address field on the client card. Selecting Include All will generate ALL address fields, whether something is entered in there or not, which could produce blank addresses. Selecting Valid will generate only valid addresses entered into the address field on the client card. You also have options of including No and Invalid. 15

16 Service The following filters will offer this popup menu: First Service Visit Last Service Visit Number of Total Services Service Appointments Spending on Services The Service popup menu will show each individual Active Service you have set up in STX. Gender Choose either Male or Female from the Gender popup menu. Leaving the menu set to All will select all clients, regardless of which Gender is marked on the client s card. Promotions The Initial Promotion filter offers this popup menu and shows all Promotions you have set up in STX. The Initial Promotion is set on the client s card (under the New Client promotion) to show how it was the client first came to your business. Go to the Client Info tab of the client card and set the New Client promotion. The Initial Promotion filter will retrieve the information from there. Product The Number of Product Visits and the Spending on Products filters will both offer this popup menu. The Product popup menu will show each individual Active Product you have set up in STX. Occupations The Active Occupations you have set up in STX will appear. Reward Program The Active Rewards programs you have created in STX will appear. Service Group The Service Group Appointment will offer this popup menu. All of the Active service Groups you have set up in STX will appear. Groups are the categories you have entered your services under. 16

17 Employees Parameter The Employees parameter will be activated when one of the following filters is chosen for use with your marketing set: Appointment Status Last Service Visit Number of Total Services Service Group Appointment Spending on Services First Service Visit Number of Product Visits Service Appointment Spending on Products You can choose to either Include or Exclude the selected employees. You can choose All employees, Multiple employees, or one individual employee from this popup menu. If you choose Multiple employees, a drop-down sheet will appear, containing the Active employees from which you can make your selection(s). 17

18 Holding down the Shift key on your keyboard and selecting two employees will select those employees and all employees in between. Selected employees will be highlighted. Holding down the Command (Apple) key on your keyboard allows you to select multiple employees by single clicking on each employee you wish to select. Selected employees will be highlighted. Choosing either Include selections below or Exclude selections below, shown at the top of the window performs the same function as the Include/Exclude popup discussed at the start of this section. Changing Include or Exclude in this window will change the popup to reflect your choice here. EXAMPLE: The two screens in the following example will cause the filter to select the exact same set of clients. The first window says to Include the highlighted employees. The second window says to Exclude the highlighted employees, which are the exact opposite of the employees highlighted in the first window. By choosing to Exclude those particular employees, you are essentially asking it to Include the other employees, who are not highlighted in the second window. 18

19 Choose to Include the highlighted employees. OR Choose to Exclude the alternate employees, highlighted in the second screen. Either way, you are asking the filter to select clients for the employees Barb Smith, Cheryl Hamm, Tammy Jones, and Susan Williams. Checking the Show Terminated checkbox will allow you to select a terminated employee from the listing of employee names. Uncheck the Show Terminated checkbox to only select from the Active employees. Changing a Filter Click on an existing filter to either change the filter to a different filter or to make changes to the parameters you have set for the existing filter. Once your changes are complete, click the Save icon to save the changes. Removing a Filter Click on the existing filter you wish to remove and click the Delete Filter icon in the screen s toolbar. Once you have removed all desired filters, click the Save icon to save the changes. 19

20 Client Marketing: Output Settings Purpose Output Settings determine the type of output you prefer for the clients selected through the Client Filters. In other words, you are telling STX how you want those clients presented to you and what information about those clients you wish to receive. The Type of output can be mailing labels, or exported information for each client selected. If you subscribe to the Marketing portion of the Online Services, you will have the ability to create and send your own marketing events. The Output Settings also determine the Order for mailing labels and the pieces of information about each client selected for exporting. Output Type Click on the Type popup menu to view your output options. Complete Address outputs mailing labels. *TreAura Confirmation Report is no longer a valid option. Comma Separated Values, Tab Delimited Values and XML output client data into a file format. Comma Separated and Tab Delimited are industry standards, and XML is the emerging standard for sharing data between modern web enhanced applications. NOTE: These output options allow you to export your client data for use in other programs, or for use by third parties, such as a marketing firm. The output type you choose will be dictated by the other programs or the third party company to which you are giving the client data files. Online Mailing outputs your own custom designed Marketing event. This is part of the Online Services subscription. To subscribe to this service, please contact your STX Software representative, or call our Sales Department at

21 Choosing Output, Sort Order and Columns If your Type is Complete Address, click on the Order popup to view your sort options. The Order popup menu is only available when Complete Address is chosen for the Type of output. Your mailing labels will be sorted in the order you select. The sort order has nothing to do with how the names will be printed on each label. The labels will be printed as follows. Note: the Postal Code sort option may save you money on bulk mailing, depending on your location and the number of pieces mailed. Please contact your postal facility for further information on bulk mail rates and how to obtain a bulk mail permit. There are 3 types of Output allowing you to export specific information about each client selected through the Client Filters. If your Type is Comma Separated Values, Tab Delimited Values, or XML, you will need to add a new Column for each piece of information regarding each individual client you wish to export. Click on the New Column icon in this screen s toolbar. Select an item to export from the Column popup menu choices. Repeat this process for each item you wish to export about the clients selected. Your Column choices are as follows: 21

22 First Name Last Name First and Middle Name First and Middle and Last Name Address Line One Address Line Two Address Line One and Two Combined City State / Province Postal Code Birth Date Address Gender (Abbreviated) Gender Evening Phone Number Daytime Phone Number Cellular Phone Number Fourth Phone Number Name of Fourth Phone Number Fifth Phone Number Name of Fifth Phone Number Client Since Referred By Emergency Contact Name Emergency Contact Phone Occupation House Charge Balance If you need to rearrange your columns, click the Order number and drag it to the desired position. The Order of the columns determines how each piece of information requested will be exported. By dragging the Last Name above the First Name, it will switch the two column's order. You can sort the columns in any order you choose by simply dragging each column to the desired position in the list. Deleting Columns If you need to remove a column, highlight the column s Order number and click the Delete Column icon in the screen s toolbar. The following alert will appear. Click the Delete button to remove the highlighted Column. Click the Cancel button to keep the Column intact. 22

23 Saving Output Settings When you have finished with the Output Settings, click the Save icon to save the changes. Changing Output Settings You may change the following items in the Output Settings tab: Output Type Output Order (for mailing labels only) Output Columns These changes may be made at any time. Once your changes are complete, click the Save icon to save the changes. 23

24 Client Marketing: Matching Clients Purpose The Matching Clients tab shows a listing of all clients who MATCHED the filter criteria for the marketing set. It is all clients retrieved from the database based on the filter criteria for the marketing set. The total number of clients retrieved from the database is shown, as well as the percentage (%) of the client database the retrieved clients represent. The client s Address will show. If the address is Invalid, the address will appear in RED. If there is not an address on file for the client, (none) will show next to the client s name. Double-clicking on the client s name will open the client card. If you fix or add an address, then Save the record, the Matching Clients screen will automatically show the new information. Uncheck the Include checkbox for each client you do NOT want to include with the output. For instance, if you are printing mailing labels and you do not want certain clients to be included, simply uncheck the Include checkbox and a label will not be printed for them. Re-check the Include checkbox if you would like the client to be included in the output. Note: It is not necessary to Generate the marketing set in order to see the Matching Clients information. You will be able to see the information just by saving the filter set. 24

25 Client Marketing: Generating Output Purpose Generating the Output of your Marketing Set will provide you with the Type of output you requested for the specific clients chosen through the Client Filters. This is the final step for retrieving information from the Marketing Set you started with. To Generate your output, click on the Generate icon in the screen s toolbar. Depending on the Type of output you chose, one of the following chapter sections will apply. Each of these sections is found in the remaining pages of this chapter. TYPE OF OUTPUT Complete Address TreAura Confirmation Report Comma Separated Values Tab Delimited Values XML Online Mailing GO TO SECTION Sending Output to a Printer Working with Mailing Labels No longer a valid option Sending Output to a File Sending Output to a Printer Sending Output to a File Sending Output to a Printer Sending Output to a File Sending Output Online 25

26 Working with Mailing Labels If your selected output is Mailing Labels (Complete Address), the label sheet will appear. The label sheet shows what types of labels are needed to print the mailing labels on to. Choose the starting row and column for your first page of labels. The First Page of Labels area allows you to set a starting row and a starting column for the first sheet of labels going into the printer. If your first page of labels is a half sheet where some have already been used, count where the first label starts on the row number and column number. Enter these numbers into the appropriate fields. The label sheet shows how many additional pages of labels are required to complete the job. Click Cancel to return to the Client Marketing & Notifications window. Click OK to accept the page information and continue with printing the mailing labels. A print dialog box will appear. Choose your print options and click either the Preview button to view the labels on your screen, or the Print button to print the labels on the printer. 26

27 Sending Output to a Printer If your selected output will be printed, a print dialog box will appear. Choose your print options and click either the Preview button to view the output on your screen or click the Print button to send the output to your printer. 27

28 Sending Output to a File Choosing the output types of Comma Separated Values, Tab Delimited Values, or XML indicates you would like to export the information generated into a file format. Once you click the Generate icon, the following drop-down sheet will appear. Change the name of the file, if desired, and choose the location you wish to save the file to. Click the Save button to save the file to the selected location. NOTE: It is easiest to find the output file if it is saved to the desktop. If you save the output file to another location, you must remember where you saved it so you can find it later. The file will be saved in the location you chose. To print this file, double-click on it. It will open in TextEdit. Go to the File menu to Print. You can also import this file into another program, copy it to a CD or other removable media, or it to a third party. If you chose Tab Delimited Values as your output type, you can easily change the exported file into an Excel spreadsheet. By changing the file extension from.txt to.xls, you can have it open immediately in the Excel program without having to do anything extra. Click ONE time on the name of the file you just exported. Click ONE MORE time on the name of the file to highlight just the name. 28

29 Click the mouse just behind the last letter, at the end of the.txt, and remove just the txt, leaving the period. Type an xls after the period and hit the Return key on your keyboard. The following alert will appear. Click the Use.xls button. Now your file is in Excel format. Simply double-click the file to open in Excel. You will need to adjust your column widths, but everything will appear there for you. Note: You will only be able to do this if your exported file was in Tab Delimited Values to begin with. Excel requires information in that format. Using Comma Separate Values or Tab Delimited Values will allow you to import the saved export file into an Address Book, and for use with a Mail Merge program, as well as many other uses. You must know which file type your third party software and/or vendors are requiring for data to be imported correctly. 29

30 Sending Output Online Choose Online Mailing as the output Type. Enter a Subject for the Online Mailing piece. Click the Choose Template button to select a template for the Online Mailing piece. NOTE: If you are not subscribing to Online Services, the following alert will appear before you will be allow to select a template. Click OK to continue planning an Marketing piece. 30

31 Fill in the different text fields, import pictures, place client specific information on the , insert web links, change font sizes and colors, as well as change the colored bars. Most importantly, enter an appropriate Subject for the client to see when they receive the Marketing event. Note: You must subscribe to Online Services in order to accomplish this type of output. Only subscribers to Online Services will be able to utilize this feature. For more information about Online Services, please contact the Sales Department at or by ing Click the Save icon and then click the Generate icon on this screen s toolbar. Please note you must click Save before the Generate icon will become active for you to click on. If you are not subscribing to Online Services, nothing will actually generate for you. You will receive the following alert. Click OK. If you are subscribing to Online Services, please see the following information. Once the clients are selected, the following message will appear. The statistics mentioned in this screen shows us how many out of the original clients selected had either missing addresses or had invalid addresses. Typically, any address consists of type> which would look like When looking through the client records for valid addresses, if we find one that does not follow the rules of a valid address, we consider it to be invalid. Maybe the address is missing symbol. This would be considered an invalid address. Click the Cancel button to not send the piece to the clients selected. Click the Send button to continue with the piece. 31

32 Mailing Statistics Once the Marketing event has occurred, you will be able to see the statistics of that event by going under Client to Mailing Statistics. Each Marketing Event is listed here. Highlight an event and see the bar graph indicating how many clients read the , unsubscribed, opened a link, all compared against the number sent. Once an event is highlighted, an image of the marketing campaign will appear on the right. The image shows how the highlighted marketing campaign appeared when it was sent to clients. Any client listed under Error Sending is a client with an address that won t allow our to go through. Maybe the service provider has a strong firewall in place to prevent mail such as this from being delivered. Note: You must subscribe to Online Services in order to view Mailing Statistics. Only subscribers to Online Services will be able to utilize this feature. For more information about Online Services, please contact the Sales Department at or by ing 32

33 Client Marketing Examples Purpose To show how to create some marketing sets with specific clients in mind. The following examples take you through setting up the filters, with explanations as to why they are set the way they are. They will not take you through the Output Settings, Matching Clients, or through the generating process. Example 1 I would like to select all of my clients who have addresses, who are not flagged with the Do Not Mail client flag, and who do not have any kind of a Booking Restriction. I want to send an to all clients with an address, but not to the ones who have said they don t want to receive mail or the ones who have a booking restriction. In this example, because we are not concerned with whether or not the client has a full address, we check the box for Include clients with missing postal codes. There are 3 different filters used for this one set. Address Client Flag Booking Restriction Type 33

34 Address Filter Operation: Keep Matching Clients Has Address: Include: Yes This will retrieve all clients with an address on their client card. Client Flag Filter Operation: Remove Matching Clients Flags: Include: Do Not Mail By setting the Operation to Remove Matching Clients, the filter will find all clients flagged with the Do Not Mail client flag and remove them from the search, which in turn will retrieve those who do NOT have the Do Not Mail flag connected with their client card. 34

35 Booking Restriction Type Filter Operation: Remove Matching Clients Restriction Type: Include: All By setting the Operation to Remove Matching Clients, the filter will find all clients flagged with a booking restriction, regardless of the type, and remove them from the search, which in turn will retrieve those who do NOT have a booking restriction connected with their client card. In this example, we will get all clients with an address, who are NOT flagged Do Not Mail and do NOT have a Booking Restriction. And, the clients retrieved may or may not have a complete address on file. It doesn t matter if they do because we want to make sure we get every client matching our filter set, regardless of what the status of their physical address is. 35

36 Example 2 I want all the clients who have had Haircuts in the past but never had a Spa Service for as long as they have been a client. I want to eliminate any clients that have a future appointment for a Spa Service and I want to send a postcard through the mail. In this example, because we want to send postcards in the mail, we do NOT check the box for Include clients with missing postal codes. There are 3 of the same filters used for this one set Service Group Appointment. Service Group Appointment Operation: Keep Matching Clients Dates: Before: Today Service Group: Include: Haircuts & Styling Employees: Include: All This will retrieve all clients who have past appointments for services in the Haircuts & Styling service group. 36

37 Service Group Appointment Operation: Remove Matching Clients Dates: Before: Today Service Group: Include: Multiple Employees: Include: All By including multiple service groups, we were able to select all Spa groups. By setting the Operation to Remove Matching Clients, the filter will find all clients who have received spa services and remove them from the search, which in turn will retrieve those who have never received spa services. Service Group Appointment Operation: Remove Matching Clients Dates: After: Today Service Group: Include: Multiple Employee: Include: All 37

38 By including multiple service groups, we were able to select all Spa groups. By setting the Operation to Remove Matching Clients, the filter will find all clients who have a future appointment for spa services and remove them from the search, which in turn will retrieve those who do not have a future appointment for spa services. In this example, we used the same filter 3 different times. The first time we asked for all clients who have received services from the Haircuts & Styling service group at some point before today. Next, we asked for all clients who had NOT had any services from the 3 Spa Services groups at some point before today. Lastly, we asked for all clients who do NOT have a future appointment for any services from the 3 Spa Services groups. We are sure to get clients who have NEVER booked appointments, whether past or future, for any of the spa services we have to offer. 38

39 Example 3 What I want to do is get a list of clients that haven't been in for three months, for each stylist, so we can send them a MISS YOU letter and/or . In essence, I want all overdue clients per each employee. In this example, because we are not concerned whether or not the client has a full address, we check the box for Include clients with missing postal codes. You will create a new Marketing Set for each employee, naming it to include the employee s name. There are 4 different filters used for this one set. Last Service Visit Allows us to select the clients who haven t been in for at least 3 months Address Allows us to select clients with a valid address on file Number of Total Services Allows us to set a specific number of services by an individual employee Appointment Status Allows us to eliminate any overdue clients who have a future appointment 39

40 Last Service Visit Operation: Keep Matching Clients Dates: Between: Start of This Year & Start of Last Quarter This gives us clients who haven t returned to the salon between these dates. Services: Include: All Employees: Include: All We are not concerned with who the client visited the last time they were in the salon/spa at this time. Here we are asking for any client who had their last service visit between 1/1/2008 and 7/1/2008, which is about 3 months ago. Address Operation: Keep Matching Clients Has Address: Include: Valid* Here we are asking for the clients who match the 1 st filter with a valid address on file. *You can also set the Include popup menu to Yes, but you will get clients who have an address, whether it is valid or not. 40

41 Number of Total Services Operation: Keep Matching Clients Amounts: Greater Than: 5.00 (or any number you deem appropriate) Dates: Between: Start of Last Year & Today Service: Include: All Employees: Include: Barb Smith (the employee s name is selected) Here we are asking the program to find clients who match the 1 st 2 filters and who had at least 5 services between the start of last year and today with Barb only. We are looking for clients who pretty much only go to Barb for services. If you feel the number 5 is too low, set the number higher to increase the odds that the client pretty much only goes to Barb for services. You can also change the date criteria if you want the program to search further back than the start of last year by changing the Start of Last Year to a manually entered date. Or, if you want the program to search closer to the present, you can set the dates to be between the start of this year and today. Appointment Status Operation: Remove Matching Clients Dates: On or After: Today Appointment Status: Include: All Employees: Include: All Here we are asking for any client who has an appointment on or after today to be removed from the selection. What we are left with are the clients who match the criteria of the previous 3 filters used, and who do NOT have a future appointment. 41

42 The way the filters work is that they build upon each other, but are not dependent on which order the filters are used or appear in the list. So, if you break it down from the 1st to the last filter, here is what you are asking the program for: All clients who had their last service visit between a specified date range. AND who has a valid address on file. AND who had at least 5 services with Barb between a specified date range. AND who does NOT have a future appointment, on or after today. 42

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