CONTACT SET-UP INSTRUCTIONS FOR AUTOMATIC E-CARD & E-NEWSLETTER PLANS

Transcription

1 CONTACT SET-UP INSTRUCTIONS FOR AUTOMATIC E-CARD & E-NEWSLETTER PLANS STEP 1: ADD YOUR CONTACTS TO MAIN STREET In order for your contacts to receive the e-cards or e-newsletter, they first must be entered into Main Street, with an address. Contacts can be added manually (one at a time), or they may be imported from another program such as Excel. Prior to adding new contacts, we suggest you first review the contacts you already have in Main Street to avoid entering duplicates. To see ALL of your active contacts, use the My Contact List link from the Shortcut menu on the Home Page. The search results will display the address(es) you have for each contact, if any. Remember, there are many ways contacts can be added to your data base (i.e. your office AA enters your listing Sellers, you enter Buyers from your Closing Worksheets, prospects can be added from the CMA module, web leads, etc.), so many of your contacts are likely already in your database. NOTE: Managers and Admins do not have the My Contact List shortcut. Instead, click on Contacts on the Home Page, then click on the Detailed Search link on the left menu. On the Contacts: Detail Search page, choose your name from the User menu and click Search Contacts. TO ADD A NEW CONTACT MANUALLY: Choose Contacts from the left menu of the Home Page Click the Add Contact tab at the top of the page Enter the First and Last Name of your contact (be careful to spell and capitalize correctly as the name will appear in the ) Select your name as the Marketing Entity Enter the address, and be sure the flag is set to Yes Enter any other information you d like to for this contact, and then click Add Contact; you will receive confirmation Add Successful NOTE: Managers and Admins must take one additional step to assign the contact to themselves. After receiving the Add Successful message, click on Assign Contact on the left menu. Leave Company, Office and Team blank; choose your name in both the User and Marketing Entity menus; and then click Assign Contact.

2 To add another contact, click the Add Contact tab at the top of the page and repeat the above steps Consider adding yourself as a contact; this way, you will also receive a copy of each E-card or E-newsletter, and know when it has been sent. We recommend using address for this rather than a personal address. Each contact will receive a personalized from you, with a link to the newsletter, as pictured here. Each is sent individually and addressed with their name exactly as you entered it into their contact record, so carefully check your spelling and capitalization. IMPORTING CONTACTS It is also possible to import a group of contacts into Main Street from another program such as Excel. This can be a complex process, so some users may prefer to contact the IT training department for assistance. More advanced users may perform the import process themselves. DELETING CONTACTS Agents may only delete contacts that are assigned solely to that agent; if the Assign column on the Summary page also says First Weber Group and/or your office name, you cannot delete the contact. This includes web leads, or contacts that your office Admin has associated with a listing or transaction (past or present). See the next section Inactive Contacts to learn how to manage the contacts you cannot delete, and no longer wish to work with. INACTIVE CONTACTS You may find you are unable to delete certain contacts from Main Street that you don t want to keep in your database. This happens when the contact record is associated with a listing or a transaction, or the contact originated from the web site. You do have the ability to inactivate or hide those contact records so they will no longer be visible in you personal database. Here s how: Search for the Contact Record you would like to hide: From the Contacts: Summary page, click the Quick Edit link. In the pop up window, change the Active Flag to No and click Update to save the change, OR From the Contacts: Detail View page, scroll to the Additional Information section, change the Active Flag to No (you can also indicate the date you made this contact inactive if you wish) and click Update Contact to save the change

3 You may wish to categorize your contacts, such as Sphere or Mailing List, for easier searching later (this is not required). To do this, first create the Category Name using the Maintenance Tab in Contacts. Then, as you add contacts, highlight the category name in the Personal Category box at the bottom of the Add Contact page. You may also bulkcategorize contacts using the Assign Category link from the Contacts: Summary page. STEP 2: ASSIGN PLAN This is the final and most important step of the set-up process: if you forget to do this, your contacts will not receive the E-cards or E-newsletter (whichever Plan(s) you are setting up). Search for your contacts On the Contacts: Summary page, click Assign Plan on the left menu Review the list of contacts for addresses and correct spelling & capitalization. If a contact is missing an address, click on the Last Name to add it to their contact record don t forget to select = Yes and click Update to save. To return to the Assign Plan page, on the left menu select Summary, and then Assign Plan. You may exclude a particular contact from receiving the Plan by unchecking the Select checkbox next to their name prior to applying the Plan When you have verified all of your contacts have an address, and only those you want included have the Select box checked, choose the Plan you wish to apply from the Plan Name menu. You can apply only one Plan at a time.

4 For the Plan Start Date, use the calendar and select the current date Click Assign Plan; a window will pop up asking if you are sure, if so click OK. BE PATIENT. Depending on the number of contacts you are assigning and the number of users in Main Street at the time, this could take a few minutes. Do NOT click the Assign button again. You will receive a message Contacts Processed Successfully when the Plan assignment is complete. All of these contacts are now set up to receive the Plan contents, automatically. IMPORTANT: When adding new contacts, you must remember to complete the Assign Plan process (Step 2) to set them up to receive future E-cards or E-newsletters. Keep this in mind for the contacts that your office AA enters for you. REVIEWING & MANAGING YOUR PLAN RECIPIENT LIST(S) Agents have the ability to review a list of Contacts who are set up correctly to receive the various Plans, with just one quick click! On the Shortcuts menu of the Home Page, click on the Plan Name for the contact list you to want to create; be patient while your list is created On the Contacts: Summary page, you can: Verify the total number of contacts you have set up for this particular Plan See the date of the most Recent Activity Edit a contact s name, address, or address using the edit links Remove duplicate names from your list: if a name appears on your Summary more than once, you likely applied the Plan multiple times. To remove the duplicates: click the Edit Activities link, check the Delete checkbox next to each of this particular Plan s activities except for one, and click Delete Selected Activities This list will only show contacts that are set up correctly; if you believe you have others set up but they do not appear on this list, locate the contact record and then check the following four things: (1) they should have a valid address (no spaces, etc.) and the flag should be set to Y. (2) Your name should be in the Marketing Entity field. (3) Their Active Flag should be set to Y. (4) There should be an Activity containing the particular Plan name on the View Activities page make sure the status of that activity is In Progress.

5 UNSUBSCRIBING FROM A PLAN Recipients will have an unsubcribe link in the E-newsletter and E-cards. You will receive an notification if they choose to unsubscribe. You do not need to do anything; Main Street will automatically turn off the delivery. Unsubscribing from one plan does NOT unsubscribe the recipient from any other plans. CAUTION: if you manually send an E-card or E-newsletter (not as part of a Plan), and the recipient clicks the unsubscribe link, you will receive a different notification. It is your responsibility to discontinue ing to that contact. TO MANUALLY UNSUBSCRIBE A CONTACT FROM A PLAN Search for the contact record On the Contacts: Summary page, click the Edit Activities link Locate the activity Type, and check the Update checkbox next to that activity Change the status to Unsubscribed Insert the date you are unsubscribing (optional) Enter comments about the change (optional) Click Update Selected Activities LOCATING CONTACTS WHO ARE NOT ASSIGNED TO A PLAN To create a list of contacts who are NOT set up to receive a particular Plan: From the Home Page, click Contacts on the left menu Click Detailed Search on the left menu On the Contacts: Detail Search page Select your name in the Marketing Entity box Select the Plan name from the Contacts Without An Activity Type Of menu Click Search Contacts From the resulting Contacts: Summary page, choose Assign Plan on the left menu and follow Step 2 above.

6 STEP 3: SET UP/UPDATE YOUR AGENT WEB SITE The links on the E-cards and E-Newsletter will link to your First Weber Agent Web Site, so it is important to keep your site current. If you don t have your site set up, the links will go to KEEP YOUR NEWSLETTER WORKING FOR YOU 24/7/365! Why not post the link to your E-newsletter on your website, Facebook page, or Signature? You only have to post it one time; the link never changes, so it will automatically be updated every time we send out a new issue! Copy the URL from your E-newsletter and create a link on your website, Facebook page, or signature Rev. 10/21/2011