Contactually

How to create a program

Last Updated: Jan 06, 2017 02:01PM EST

Automate your work flows so no task is overlooked

Think of a Program as a virtual assistant. Programs enable you to automate a series of steps, or alternatively, to set up a series of specific reminders so that you're alerted to take specific actions over time. Pre-schedule important best practices so you don't run the risk of something slipping your mind. No need to manually set individual contact tasks for broadly-applicable follow-up actions. Create a Program in advance and easily enroll contacts in the Program as they reach the point in your relationship when the Program applies. Then simply execute on prompted steps.

Whether you want to schedule a series of emails, automate an immediate follow up for a new lead, or set several specific tasks, you can relax knowing your Program will keep you on point. Stuck on where to start? Check out Contactually's library of Programs and download some into your account.



How to create a program

1. Go to the Programs tab and click Create Program at the top right.



2. A window will open. Enter the program name and goal.

3. The "+ Add bucket" option under Triggers is optional. Attaching a bucket to the program will automatically enroll contacts in the program when they're added to the bucket. This only applies to contacts added to the bucket from this point forward. Contacts already in the bucket will not be automatically enrolled in the program.





3. Add the steps (actions) you want the program to trigger.


How to create a step

Click on "+ Add step."



Under Delay (Days), type in the number of days you want the program to wait before executing the step. A delay of 0 will trigger the program to execute the step immediately after the previous step is completed.

Skip the Action section for now.

Under Options, decide if you want to "Reset delay if we interact." Unchecking this box will ensure the step is executed regardless of any other communication you have with a contact. Ticking the checkbox will tell the program to monitor for any communication between you and the contact. Any time you're in communication with the contact and that communication is logged in Contactually, the program will restart the waiting period (the number of days indicated under Delay) before executing the step.





Now select the action you want the program to trigger.

Remind me to follow up generates a follow-up reminder on your Dashboard.




Send Message tells the program to send an email to the contact. You won't be able to simply trigger a reminder to send an email (to do this, use the Custom Task action). You must use an email template, so be sure to create the templates you need in advance of creating the program.

If you have multiple email accounts connected to Contactually, you can select from which email address you want the template to be sent.

You can also set a specific time of day to send the email and enable tracking options so that you can see when an email has been opened or a link within the email has been clicked. Enabling the tracking option for replies will trigger a Dashboard notification if the recipient does not respond.

"Require approval before executing" allows you to modify, further personalize, cancel, or simply approve the message before it's sent to a contact. Unchecking this box sends the email automatically.







Add to Bucket adds the contact to the bucket you select.

Remove from Bucket removes the contact from a specific bucket. If you remove the contact from the bucket associated with the program, the contact will also be removed from the program. For this reason, Remove from Bucket is often used as a final step.

Follow on Twitter follows the contact on Twitter if the contact's Twitter handle has been imported or added via FullContact to the contact's contact record in Contactually.

Sync  To syncs the contact with an integration app, such as a mailing list. To add or remove integrated apps, go to Contactually's Settings and Integrations.



Custom Task generates a custom notification on the Dashboard. You can use this to remind yourself of general tasks (For example, to send an email you don't have a template for or to call the contact) or miscellaneous tasks (For example, to invite the contact to coffee).

Move to Program removes the contact from this program to another program. Any steps that follow a Move to Program step will not be executed because no contacts will be enrolled in the program beyond that point.

Click Save when you have added all the steps you need.

To delete a step, click the trashcan icon to the right of the step.

To rearrange a step, use the double vertical areas to the right of the step and drag it to the desired position.



Adding contacts to a program

To add contacts to a program, see here.


FAQs

Is there a limit to the number of steps a program can have?

No, you can add as many steps as you need.

Can a contact be in more than one program?

No, a contact can only be in one program at a time.

How can I set it so that a program is triggered automatically for a new lead?

Create a bucket for new leads and attach that bucket to the program, either via the 
"+ Add bucket" option under Triggers, which you can see when creating or editing a program, or via the small Integrations & Programs tab for that specific bucket, which you can access by going to the Buckets tab and clicking on the name of the bucket. Any time you place a new lead into the new leads bucket, the lead will automatically be enrolled in the program.

How can I trigger an automated, immediate email for lead follow up?

Create an email template. Create a program where the first step has a delay of 0 days and select Send Message as the action. Select the template you created for immediate lead follow up. Set a specific send time if desired. Be sure to uncheck "Require approval before executing" and "Reset delay if we interact."

Can I create an indefinite program that repeats monthly or annually?

No, you can only create a program with an end time. A program's timeframe can be as long as needed. You can create a multi-month or multi-year program.

Can I use a program to send a monthly newsletter?

Because a program doesn't run indefinitely, it's recommended to use MailChimp or Mad Mimi for newsletters. Both MailChimp and Mad Mimi directly integrate with Contactually. You can automatically add a contact to MailChimp or Mad Mimi via a Sync To program step.

Is there a limit to the number of emails a program can send each day?

Yes. For Professional plan users, the limit is 300 emails per day. For Real Estate Accelerator plan users, the limit is 400 per day. For Enterprise plan users, the limit is 1,000 emails per day. These limits include any emails sent via the ScaleMail feature. (For example, if you are a Professional user and you send 150 emails via ScaleMail, you can only send 150 emails via Programs that same day.) Individual follow ups don't count toward the email limit.



Related articles

How to add contacts to a program
Mass adding contacts to programs
How to delete a program
Removing contacts from programs
MailChimp and Contactually
Mad Mimi and Contactually
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