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SCG Salesforce training: campaigns


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SCG Salesforce training: campaigns

  1. 1. Salesforce Training 2 Topics: Campaigns & Campaign Members Agenda 1. Overview: Campaign Types 2. Events and Meetings a) Views b) Campaign Types c) Fields d) Related Lists 3. Campaign Members a) Fields 4. Adding Campaign Members 5. Opportunities & Events 1. Registrations 2. Sponsorships 6. Fields to Add (and what we can’t change) 1. Hosting? 2. Special needs/Dietary restrictions 7. Questions 8. Next Steps
  2. 2. Campaigns Campaigns and Campaign Members: Campaigns = Programs or Mailing Lists or General or Projects Campaign members = participants or mailing recipients or general or participants (respectively)
  3. 3. Campaigns Campaigns will be created on the website. The website will sync everything to Salesforce. ALWAYS KEEP ACTIVE BOX CHECKED! This is what allows it to show up on a contact’s record. Fields that integrate with site: • Status: planned, in progress, etc. • Default from website = planned • Start date and time/End date and time • Summary Fields (update automatically) – RSVP’d # = Attended after program date Other fields to notice: • Current participant list • Budget options Parent Campaigns: For series-style programs (like In Focus: Healthcare Reform) create a parent campaign for easier tracking. Parent campaign then summarizes “child” campaigns for quick overview.
  4. 4. Campaigns Related Lists • Campaign Hierarchy (see at Leadership Exchanges – use for campaigns with parent campaign) • Campaign Members: when someone registers online they are automatically added as a campaign member. • Opportunities: If there is in opportunity (cost) associated with the event registration, an opportunity is automatically created and added to the campaign (and campaign member). • Engagements & Benefits Questions?
  5. 5. Campaigns Other Types: 1. General: 2013 Membership Dues 2. Mailing Lists Questions?
  6. 6. Campaign Members Status RSVP’d Yes (default from site) • Changes to attended after event date • This is where you would reconcile attendance after the event Opportunities • Attached opportunity if there is a cost associated with event (from site; can be created manually) • Fee and Paid fields update from OPPORTUNITY (so you won’t need to edit these fields on the campaign member record) • No cost event: fee = $0.00 and Paid = No • Don’t update membership status field (pull information from contact’s account)
  7. 7. Manage Members: Three Different Ways to Add Campaign Member Way #1: Go to the Contact • Step 1: Scroll down to Campaign History – Add to Campaign – Type into the Search Field and find the campaign – Add Organization (of contact) – Registration Type: enter SCG members, Eligible non-members, etc. – Status: Enter status (sent, RSVP’d, Attended, No show?) – Enter fee (if applicable) – Enter if Paid (yes/no or n/a) • Step 2: Click Save Use this technique for adding individual contacts to a campaign. For example, if someone calls and asks you to register him/her for an event.
  8. 8. Manage Members: Three Different Ways to Add Campaign Member Another Way to Add them: Go to the Campaign • Step 1: Choose Member Type to Search – Select Contact (not Leads) • Step 2: Specify Filter Criteria – Field = What you want to search for. So if you want to search by name, select Name; if you want to search by title, select Title, etc. – Operator = tells Salesforce what you want to include in your results. Generally, use “contains” to add by contact name. In the Value box, type what you are looking for. • Important Note: if your Operator = equals, you will not get results because it will only search for exactly what you type into the Value box. • Step 3: Hit “Go!” • Select anyone you want to add to the invite list. Use this technique for adding members from a specific organization in one step or for adding members with similar titles, etc.
  9. 9. Manage Members: Three Different Ways to Add Campaign Member Way #3: Go to Reports • Step 1: Select a Report • Step 2: Choose a report you want to use. For example, if this is a corporate event and you want to invite both SCG members and eligible non-members, select the “Corporate – All” report. – We will have a training on reports. For now, just know that these report will all be previously set up. A list will be provided explaining commonly used reports to help you select the right list. • Step 3: Click “Run Report”: This refreshes the report results • Step 4: Select “Add to Campaign” • Step 5: Enter Campaign Name (partial is ok) and click on “search” tool. Select the campaign. • Step 6: Enter Member Status (Sent/RSVP’d/etc?) • Step 7: Keep default selected “Do not override the member status” • Step 8: Click “Add to Campaign”  Use this technique for adding all members or large segment of membership to a campaign.
  10. 10. Reconciling Campaign Member Attendance 1. Go to campaign 2. Manage Members 3. Edit Members 4. Two ways to proceed: 1. Select (with checkmark) contacts that did not attend (all that have same status)* 2. Search for contact by selecting first name/equals/[enter name] + GO 5. Click Update Status button 6. Select new status 7. Automatically reloads page & saves information Note: after the event each campaign member’s status is automatically changed to “Attended”. You do not need to update contacts from “RSVP’d-Yes” to “Attended”. *No-Show vs. Cancelled
  11. 11. Opportunities & Events Event Registrations & The New Site: when someone registers through the website the opportunity is automatically created if money is involved. If no money is involved there is no opportunity just a campaign member. 1. Campaigns with Opportunities: SCBIP, SP2P and FFIX 2. How to add an Opportunity to a Campaign Member (for event registration) 1. Go to Campaign 2. Click “new opportunity” 3. Select type = event registration 4. Add Opportunity Name: [Campaign Name] Registration Fee 5. Add account name 6. Add Event Registration Contact Name 7. Add dates, payment info, etc. 8. Stage (paid, pledged, etc) 9. Amount 10. Make sure Primary Campaign Source is correct 11. Leave membership detail fields blank Or use Walkme Tool.
  12. 12. Opportunities & Events: Sponsorships 1. Campaigns with Sponsorships 2. How to add a Sponsorship Opportunity & a Campaign Host 1. Go to Campaign 2. Link Host Contact 3. Go to Opportunities tab 4. Type = Sponsorship 5. Create new opportunity with [Program Name] Sponsorship 6. Add account (sponsor) 7. Add check for current member 8. Add dates, payment info, etc. 9. Stage (paid, pledged, etc) 10. Sponsorship type and Amount 11. Add Main contact (who should the thank you letter go to?) 12. Add sponsor benefits 13. Make sure Primary Campaign Source is correct 14. Save 15. Go back to campaign 16. Link Related Opportunity (field on campaign) Note that the opportunity will be linked to the campaign in the related list.
  13. 13. Engagements: Partnerships & Speakers - Will show up in related list on campaign, account record and contact record - Can link opportunities - Partnership Descriptions and Partner type - Example 1: Ben Goldhirsh (speaker) - Example 2: David Greco, NFF (partnership) Too add speaker: 1. Go to event 2. Click “new engagements and benefits” 3. Type = speaker 4. Fill in all details available 5. Make sure account, contact, campaign fields are filled in These details should be filled in by the programs team.
  14. 14. Fields to Add/Tracking Needs Hosting/Partnerships? Dietary Restrictions? How much accounting do you want to do in Salesforce? - program budgets, actual cost etc. Other fields to add?