Marketing Guide Detailed Overview of The Reports in The Envision Software
I Marketing in Envision Cloud Table of Contents Part I Introduction 1 Part II Creating Client Filters 1 1 Client Options Tab... 2 2 Membership Options Tab... 4 3 Appointments Options Tab... 5 4 Sales Options Tab... 6 5 Loyalty & Referral Options Tab... 8 Part III Sending Email Marketing 9 Part IV Sending SMS Marketing 13 Part V Automated Marketing 16
Introduction 1 Introduction Envision Cloud offers a variety of marketing options to suit your business. This guide will review the following steps for marketing with Envision Cloud: Create a customer filter for targeted marketing Send email marketing Send SMS text message marketing Use automated marketing Creating Client Filters Marketing filters allow you to choose which clients you wish to reach via email marketing. Targeting specific clients is an effective method for reaching clients that will be interested in the information that you are sending and they will be more likely to respond to your marketing attempts. To create Filters, click on Marketing in the Tool Bar of Envision Cloud and select Client Filters from the drop down menu.
2 Marketing in Envision Cloud Client Options Tab The Client Options tab will allow you to filter clients by information that is stored in each client record. You can use one filter or a combination of filter options to return the results you want. 1. Enter a name for the filter you are creating in this field. It is best to enter a very specific description of the filter so that when you choose to use this filter again, it will be easy to determine which clients the filter is capturing. 2. Select the applicable box(es) for any limitation you want to apply to your client database. First Visit Date Filter The First Visit Date Filter will allow you to filter clients by the date of their first sale in Envision Cloud. This filter can be used to find new clients. Check the "First Visit Date " check box and select a date range to the right of this filter option. Last Visit Date Filter The Last Visit Date Filter will allow you to filter clients by the date of their last sale in Envision Cloud. The filter can be used to find clients that have not visited the business in a while. Check the "Last Visit Date Filter" check box and select a date range to the right of this filter option. Birthday Filter The Birthday Filter can be used to filter clients by their Birthday. All clients that have a birthday in the month selected will be selected with this option. Check the "Birthday " check box and select a month from the drop down menu to the right. Email Filter The Email Options can be used to filter clients that do not have an email address if you select the "No Email" option or the "Has Email" option can be used to get a count of the clients with email address. The Email Filter may be used with the "Email Export" option to the left to export client emails for use with a 3rd party marketing service.
Creating Client Filters 3 Client Type Filter The Client Type Filter will filter clients based on the client types that you have set in the software and applied to clients. Check the "Client Type" check box and select a Client Type from the drop down menu to the right. Lead Source Filter The Lead Source Filter allows you to filter clients by their Lead Source. The Lead Source is how the client heard of your business. This filter can be used to target clients that learned about you through promotions, advertising or even referrals. Check the "Lead Source" check box and select a Lead Source from the drop down menu to the right. Check Client Count Clicking this button will display the number of clients who match the filter created. This number may not be the same as the number of emails sent in a marketing campaign, as the campaign will remove any clients without an email address. Email Export When "Has Email" is selected in the Client Options section, selecting this option will allow export of the client information to a.csv file.
4 Marketing in Envision Cloud Membership Options Tab Membership Filter Options are available in the Ultimate edition of the Envision Cloud program. You can upgrade your account on the Account Subscription page. The Membership Options tab allows you to filter clients based on the memberships they have purchased. You can use just one filter or a combination of filter options to return the results you want. Description Enter a name for the filter you are creating in this field. It is best to enter a very specific description of the filter so that when you choose to use this filter again, it will be easy to determine which clients the filter is capturing. Membership Filter Check the box and select which membership program to filter clients. Membership Status Check the box to filter clients by the selection you make in the drop down box. The options are: Active Cancelled / Deactivated Frozen Does Not Have Membership Past Due or Current Check the box to enable filtering by the client's membership being current or past due.
Creating Client Filters 5 Appointments Options Tab The Appointment Options tab will allow you to filter clients by appointment activity. You can use just one filter or a combination of filter options to return the results you want. Appointment Filter The Appointment Filter allows you to select clients if they have had an appointment between a specific date range or with a specific employee. You can select only a specific date range, only an Employee or both. If you are trying to filter clients that have had an appointment within a specific date range AND with a specific employee, use the date range selection and the employee selection together. Check the "Appointment Filter" check box and select either the "From" and "To" dates, the "Employee", or both. No Appointment Filter The No Appointment Filter allows you to filter clients if they have not had an appointment between a specific date range or with a specific employee. You can select only a specific date range, only an Employee, or both. If you are trying to filter clients who have not had an appointment within a specific date range AND with a specific employee, use the date range selection and the employee selection together. Check the "No Appointment Filter" check box and select either the "From" and "To" dates, the "Employee", or both. The Short Notice Filter is available in the Ultimate edition of the Envision program. You can upgrade your account on the Account Subscription page. Use Short Notice Filter The Short Notice filter allows you to filter clients who have not had an appointment in the past, nor has an upcoming appointment, in a number of days that you designate. You may optionally select an employee that the client has not (and will not) have an appointment scheduled for.
6 Marketing in Envision Cloud Sales Options Tab The Sales Options tab will allow you to filter clients by sales activity. You can use just one filter or a combination of filter options to return the results you want. No Sales Activity Filter Click this box to return clients who did not purchase in a number of days. The number of days is set in the field below. Sales Filter Check this box to capture clients who meet the sales criteria entered below. Sales Option Choose here if you wish to reach clients who did purchase or clients who did not purchase. From / To Enter a date range to narrow when clients did or did not purchase. Not selecting a date range will return the clients who match the criteria for all time. Sold By Select the employee ID who made the sale (or performed the service). This is optional. Leaving this field blank will return sales (or performance) by all employees.
Creating Client Filters 7 Inventory Type Choose from this drop down to narrow the sales results. Top Sales Clients Enter a number here if you want to only return this number of clients with the highest sales. This can be used with other selections. Purchased Specific Products Select items from the drop down box to only return clients who did (or did not) purchase this item. You may add additional items in each box below. Purchased Specific - Department Choose an inventory department from the drop down selection box to capture clients who did (or did not) purchase from that department.
8 Marketing in Envision Cloud Loyalty & Referral Options Tab Loyalty & Referral Filter Options are available in the Ultimate edition of the Envision Cloud program. You can upgrade your account on the Account Subscription page. The loyalty and referral options tab will allow you filter clients based on the loyalty plan assigned, the number of loyalty points the client has or referrals made. You can use just one filter or a combination of filter options to return the results you want. Use Loyalty Program Filter Select this box to enable filtering the client based on a loyalty program. Select the loyalty program from the drop down selection box to the right. Use Loyalty Point Range Select this box to filter clients based on the number of loyalty points that they have. Enter the numbers in the boxes to the right. Use Referral Filters Select this box to enable filtering clients based on one or both of the referral filter selections below. Total Clients Referred Range Filter clients by entering a beginning and ending number of referrals that have been made. This may or may not be used with the date range below. Referred New Client Between Dates Enter a date range for a referral to have been made. This option only works with the numbers entered in the Total Clients Referred fields.
Creating Client Filters 9 Sending Email Marketing Access this screen by hovering over Marketing on the toolbar and choosing Automated Marketing. You may go back and forth between the steps to make changes and updates at any point. Step 1: Name your campaign When adding a new campaign, you will be taken to the first step. Give your campaign an easily identifiable name as you may want to use this campaign again in the future. Step 2: Create or choose a client filter This is to identify which clients you wish to target for this campaign. You can create a filter in this step or select a filter previously made to be applied. The "Check Client Count" button will display the number of clients that meet your filter selections. If the fields are left blank, all clients with an email address will be targeted.
10 Marketing in Envision Cloud Step 3: Select a template Select a template from the previews that you wish to use. The layout headers and footers will match the image, but the words and formatting will be customizable. Step 4: Customize the template text The text is customizable. It will be displayed in the main body of the template. You can change the position, size, font, size, and color of the text. You can use Merge Fields from the available drop down to include fields that will insert client or business information when sent.
Sending Email Marketing 11 Step 5: Preview the email template A preview of the text within the selected template will be displayed. Take time to check the text and placement. Step 6: Confirm and send your campaign Enter an email subject line to be used for your campaign. The number of clients that will be emailed will be displayed. You can choose to send a preview email to an email address of your choice via the "Sample" button. You may also hide any merge fields that reference company information, which can be helpful for businesses with multiple locations. The "Send" button will confirm and send your campaign to your clients.
12 Marketing in Envision Cloud This completes the creation and distribution of your marketing promotion. Once a campaign has been sent, you may view statistics about the campaign. The statistics are updated in real-time, so choosing to view these at a later time will show updated statistics. After a campaign has been sent, it cannot be re-sent. You must create a new campaign to send, or you may duplicate an existing campaign by selecting the "Duplicate Campaign" button on this page.
Sending Email Marketing 13 Sending SMS Marketing SMS text messaging is an optional add-on available in the Envision Cloud program. You can upgrade your account on the Account Subscription page. Important Note: The program allows up to 300 characters in a text message. Any text messages over 160 characters will send as 2 messages. Using merge fields may change the character count. Step 1: Name your campaign When adding a new campaign, you will be taken to the first step. Give your campaign an easily identifiable name as you may want to use this campaign again in the future. Step 2: Create a client filter This is to identify which clients you wish to target for this campaign. You can create a filter in this step or select a filter previously made to be applied. The "Check Client Count" button will display the number of clients that meet your filter selections. If the fields are left blank, all clients with a mobile phone number will be targeted.
14 Marketing in Envision Cloud Step 3: Customize the template text The text is customizable. It will be displayed in the main body of the template. You can change the text. You can use Merge Fields from the available drop down to include fields that will insert client or business information when sent. Important Note: The program allows up to 300 characters in a text message. Any text messages over 160 characters will send as 2 messages. Using merge fields may change the character count. Step 4: Preview the SMS template A preview of the text within the selected template will be displayed. Take time to check the text. You will need to check the box to confirm that the text shown is what you wish to send.
Sending SMS Marketing 15 Step 5: Verify and send your campaign The number of clients that will be emailed will be displayed. If the message uses merge fields, the Text Message Length will show an approximation of the number of characters in the message. The "Send" button will confirm and send your campaign to your clients. Important Note: The program allows up to 300 characters in a text message. Any text messages over 160 characters will send as 2 messages. Using merge fields may change the character count. This completes the creation and distribution of your text messaging marketing promotion.
16 Marketing in Envision Cloud Automated Marketing Automated Marketing is available in the Ultimate edition of the Envision Cloud program. You can upgrade your account on the Account Subscription page. Automated marketing allows you to create a marketing template once and send it to clients on an ongoing basis when specific conditions are met. Open the automated marketing screen by hovering over Marketing on the Toolbar and choosing Automated Marketing. The options available for automated marketing are: o Birthday Sends the email or SMS the number of days you choose in advance of the birthday entered on the client profile. o First Visit Sends the email or SMS the number of days you choose after a new client visits the business. o No Visit Since Sends the email or SMS the number of days you choose after the client's previous appointment. o Referral Thank You Sends the email or SMS within 24 hours of the new referred client visit. Enable Automated Birthday Emails Check this box to enable automated email messages for this automated marketing type (birthday, first visit, etc). Enable Automated Birthday SMS Messages Check this box to enable automated SMS text messages for this automated marketing type (birthday, first visit, etc).
Automated Marketing 17 Number of days in advance of Birthday to send message Enter the number of days before or after the day of for the message to be sent. This field will vary per message type. Birthday Enter the number of days before the birthday you wish the message to be sent. First Visit Enter the number of days after the client's first visit you wish the message to be sent. No Visit Since Enter the number of days after the client's last visit you wish the message to be sent. Email Template Tab Birthday Email Subject Enter the subject of the email here. Reset to Default Select this button to remove any existing information and set the template to a default. The default will be different based on the type of automated marketing you are configuring. Birthday Email Enter your email images and text here. Format the images and text how you wish them to appear for viewing when the marketing is sent. Merge Fields Select from the drop down box a field to add it to your template. This will enter a placeholder such as {FirstName}, which will fill with the selected field for the client per message when they are sent.
18 Marketing in Envision Cloud SMS text messaging is an optional add-on available in the Envision Cloud program. You can upgrade your account on the Account Subscription page. SMS Template Tab Important Note: The program allows up to 300 characters in a text message. Any text messages over 160 characters will send as 2 messages. Using merge fields may change the character count. SMS Message Text Enter the text of the SMS message to be sent. Any message over 160 characters will send as two messages. First Name / Last Name Buttons You may use these buttons to enter a merge field into the SMS text message. This will enter a placeholder such as {FirstName}, which will fill with the selected field for the client per message when they are sent.