Campaign Manager Cheat Sheet 2010-13 COPYRIGHT ALL RIGHTS RESERVED Page 1
Thank you for downloading the ClubWise Campaign Manager Cheat Sheet. This document is a quick reference guide to all the features available through the Campaign Manager marketing tool and how each of them are useful to you and your business. Ready-made design templates make the visual process quick and easy - all you need to do is add your content and images. A wide array of colour schemes and fonts to choose from allow you to best portray your message. Amend email and SMS campaigns you have already created. Started to create a campaign but were not ready to send it? No problem. You can go back to it at any time for editing and broadcast. Copy existing campaign templates to ensure continuity in the messages you send. This feature is particularly useful if you have several messages to send on the same topic or promotion. This will ensure that those who were interested in the first email will pay attention again second time round. Create brand new templates for communications that require a specific layout. None of our layouts take your fancy? Not an issue. Sometimes you require something bespoke, Campaign Manager caters to this and gives you the option to start a template from scratch. Add images to suit the company branding and effectively portray the message you want to share with your customers. Insert links to your social media sites to increase traffic and encourage recipients to follow or likes your page. Merge fields from CRM to ensure a personal touch. Preview your campaign before it's sent - see what your customers will receive within your web browser. Test your campaign - a test will give you the most accurate display of what your customers will see (some browser settings can sometimes skew the view of an eshot). Review your lists before you send. This is a marketing best practice. Whilst you may have hundreds of contacts, it's best to give your list a quick once over to check for anomalies. Monitor and analyse your campaign. How successful was it? Did it deliver to all recipients? How many opened? Analytics can provide in-depth insights into how well your communication was received. Numerous bounce backs could mean an unfriendly subject line, spam filters can sometimes block phrases such as "FREE", "PRIZE" or "WIN". It's important to find a subject that is both compelling and spam-friendly. (Guides on how to do this can easily be found online). Read more on how to put each of these features into action in the Campaign Manager section of the ClubWise manual inserted in the following pages. For more information on Campaign Manager and the ClubWise web based package as a whole, please contact us via: sales@clubwise.com or call 0800 072 6411 Page 2
Accessing Campaign Manager Go to back and select the Campaign Manager icon Creating a New Campaign To Create a New campaign 1. Click on Create new campaign at the top 2. Enter a description for the campaign 3. Select the method of delivery from Email or SMS and click Save 4. Select an appropriate design template from available icons 5. Choose your desired colour scheme (please note that you can edit this later) 6. Your blank campaign template has now been created and you can edit each field by clicking in it, which opens the editor 7. You can now add the content and fully personalise each of the available fields (more details in the next chapter called Editing a Campaign) 8. To visualise the campaign use the Preview button at the top 9. Once you re satisfied with the design press Save and Close, you ve just created your first Campaign Editing a campaign To edit an existing email campaign follows these steps: 1. Open the Campaign Manager in Back. If you haven t created a campaign yet please read the previous chapter called Creating a New Campaign 2. Locate the campaign you want to edit. You may use Next page or the search function to quickly navigate to the required campaign 3. Select the Amend link in bold under Edit Options to open the campaign for editing You are now in the ClubWise Editor which will allow you to edit your email campaign, each editable block of the document (the green boxes) are saved every time the Apply button is clicked, the whole document is saved only after the Save and Close button is clicked. To edit the content of a box simply click on\in the green box to open up the design window. Page 3
A quick overview of the Campaign Editor (Email) Clicking in the white area in the middle will allow you to type your text and add pictures, there are various formatting options available for your text (font style, size etc), to confirm the changes click on the apply button and you will be taken back to the main campaign document where you can now select another box to add content in. Once you have finished, or you wish to save the document to resume editing at a later stage, click on Save and Close to be returned to the header page. Adding An Image To add a picture click on the add image icon, this opens a new window displaying all available images for the club. To upload new images to the library use the Upload a file option. Click on browse and navigate to your image and confirm you wish to upload the image (all uploaded images are stored in the Club image library). Page 4
To place an image in the document right click on an image and select copy (or Ctrl+c) and use the Edit >> Paste menu option from within your Chrome browser. Note: The add image window does not auto-close, so manually close it once you are finished adding images. Copying External Text into ClubWise campaign Editor You may want to copy external content from a text file into the campaign Editor. To do so: 1. Locate and select the text you wish to use and copy it using right click copy (or Ctrl+c) 2. Click on the field where you want the text to appear and right click and select paste 3. A popup window will now prompt you to paste the content within that window using Ctrl+v. 4. To complete the operation select OK. Your content will now appear within the campaign Other Formatting Options Other useful formatting buttons are adding a horizontal line, a link to a URL (webpage), a page break for printing and also Twitter and Facebook icons which are linked. Insert page break for printing Insert a linked Twitter icon Insert horizontal line Insert a Facebook icon Merge Fields You are able to add in various merge fields which will look up data direct from the database to personalise the message. Previewing a campaign Once your campaign is saved, you will able to preview the campaign at any stage of the design process. You can preview the campaign using the Preview option above the campaign editor or from the main campaign page by selecting the preview option next to a particular campaign. After you ve finished editing and are happy with the preview, you are ready to go. Page 5
Changing the Template or Colour Scheme If you wish to change the template or colour scheme, you need to have your campaign open and select Change You can also select Change Template or Change Colour Scheme from the top of the screen. Then simply confirm the new template\colour scheme you wish to apply. Copy an Existing campaign Template You can copy an existing campaign template to create a new campaign to avoid unnecessary duplication. This can be useful when you are running the same campaign for several months and you are only changing some small detail whilst the design and majority of the content remains the same. You may also use this method to base a new campaign on an existing design to provide you with a good starting point. In order to copy an existing campaign template: 1. Go to Campaign Manager in Back 2. Locate the campaign you wish to copy 3. Select the Copy option from the edit options on the right hand side 4. Give this copy a name and Save 5. The copied campaign will now open in the campaign editor where you can personalise it Amending An Existing SMS or Email campaign Go to Back and select the Campaign Manager. If you know the name (description) or part thereof, of the item you are looking for then type this in the description box and click on search this will take you to the first instance of an item found with those letters. If you don t know the name, or if the search has yielded many results use the Next page>> link to browse forward (once on second page a <<Previous Page option becomes available). Once you have located your campaign item click on Amend, under the Edit options on the right hand side, to open an existing SMS or Email campaign Deleting An Existing SMS or Email campaign If you wish to delete an Existing SMS or Email campaign: 1. Go to campaign Manager and locate the campaign you want to delete 2. Select Delete from the campaign Edit options to the right hand side 3. You will be asked to confirm by clicking Delete a second time Page 6
Creating a New SMS campaign To create a new SMS campaign using the Campaign Manager: 1. Select Create New campaign and select the SMS radio button 2. Enter a title or description for this SMS campaign 3. Enter your message (max 160 characters including opt-out message) and when finished select Save and Close Note: The SMS editor will allow you to add in a Merge Field. Please note however the maximum length of a SMS text is 160 characters, which is reduced to around 135 characters to accommodate for the opt out message which will be added to the end of your text. Details of the opt out message and the number of characters left for you to use will be shown on screen. Once you have finished, or you wish to save the document and resume later, click on Save and Close to return to the contact item list. Page 7
You can amend and/or preview an SMS campaign as you did with an email campaign, the only difference is that SMS is text based only and limited to 160 characters. Sending a Test campaign Before you send your campaign to all, it would be a good idea to send a test Email\SMS to yourself so that you can see what the finished item will look like once received. You can send a test Email/SMS directly from Campaign Manager: 1. Go to Back and select Campaign Manager 2. Locate the Email or SMS campaign you want to test 3. From the menu options to the right of the SMS or Email campaign select Test 4. Enter the email address or mobile number where you want to send the test to and click Send 5. Wait for the Email or SMS to arrive for proof reading If you are happy with the finished article then you are ready to send the campaign. Reviewing a List Before Sending the Live campaign Once you are happy with the Email or SMS campaign you are ready to send your campaign. However it is best practice to check this list before sending out the live campaign: 1. Select Campaign Manager in Back and locate the SMS or Email campaign 2. Select Review list from the Steps to Send a campaign menu 3. You will be presented with the following options: 4. Select the relevant report and apply filters if required 5. You now have the option to send this list to an email of your choice or simply press Forward to have it sent to the Report Inbox 6. The following message will now appear: Your report request is being processed, on completion it will be posted to your report inbox (see top right hand corner) 7. Go to the report inbox and click on the report to open and review the intended list Page 8
Sending The Live campaign Once you are happy with the Test Email or SMS campaign and reviewed the List you are ready to send your campaign out to all member or prospects of your choice. 1. Select Campaign Manager in Back and locate the SMS or Email campaign you want to send 2. Select Send from the Steps to Send a campaign menu 3. You will be presented with the following options: 4. Select the relevant report 5. You now have the option to select the period (where applicable) 6. You may use the Show Filters option if you wish to further filter this list 7. Your campaign is selected by default but you can change it if you have made a mistake by selecting the correct one from the drop down menu 8. Use Preview if you wish to ensure it looks right before sending 9. Press Forward and confirm all the details are correct then press Send Campaign 10. You are now taken directly to the campaign section of the report inbox where you can view the progress status of the campaign being sent Tip: The results of the campaign sent will be displayed and if it has failed you may press retry here to resend it. Review a Campaign in the CRM Dashboard Once your campaign has been sent, you are able to review this in the CRM section of the Dashboard. 1) From the Campaign section of the Report inbox click on the completed campaign to view the delivery performance 2) Or you can go to Back and select Campaign Manager 3) Click on Review Campaign Delivery Performance at the top 4) Using the drop down selection boxes you can define which method (Email or SMS) of campaign you wish to view and for when, once specified click on Run report 5) You will now be presented with your results, click on the line (date) you are interested in. 6) You have now drilled down to all campaigns sent on that day, select the actual campaign you wish to view. 7) You are now presented with a list of all members\prospects that your campaign was sent to, the far right column Delivered Status will confirm to you if the campaign was delivered or not, and if not a reason why will be given. 8) If desired you can drill down further to the individual members record. 9) You can view the campaign item by clicking on the item under the Contact item column. Page 9