Automate your workflow
A Program is a sequenced (drip) campaign of automated Messages, Tasks, and other activities that can be used for repeatable processes like qualifying leads, staying in touch with past clients, or completing a transaction. A contact can be added to a Program directly, or adding a contact to a Bucket or a Deal can trigger the start of a Program.
Create a Program once and 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 email for a new lead, or set several specific Tasks, your Program will allow you to efficiently repeat the process for different contacts at different times.
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 page 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.
4. Add the steps (actions) you want the Program to trigger.
How to create a step
1. Click on "+ Add step."
2. 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 (or when the contact starts in the Program).
3. 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. Checking the box 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.
4. Now select the action you want the Program to trigger.
Available Program actions
Remind me to follow up generates a Follow-Up Reminder on your Dashboard.
Send Message tells the Program to send a specific email template to the contact. 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.
"Require approval before executing" allows you to modify, further personalize, cancel, or simply approve the message before it's sent to a contact. A Prompt will appear on your Dashboard asking you to review and approve the message when the step is due. Unchecking this box sends the email automatically without the ability to review.
"Notify me if opened" alerts you when a message is opened.
Add to Bucket adds the contact to the Bucket you select. If you wish to remove from a Bucket and add to another, you must do the Add step before the Remove. A Remove step will end the Program, if that Bucket triggers the start of the Program.
Remove from Bucket removes the contact from a specific Bucket. If you remove the contact from the Bucket that triggers the start of the Program, the contact will also be removed from the Program. For this reason, Remove from Bucket is often used as a final step. If you wish to remove from a Bucket and add to another, you must do the Add step before the Remove.
Follow on Twitter follows the contact on Twitter if the contact's Twitter handle has been imported or is publicly searchable, and your Twitter account is connected to 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 call the contact) or specific 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 trash can 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.
Is a Program the same as an email drip campaign?
A Program can be used to create an email drip campaign into which you can enroll contacts so that they receive pre-written email templates at preset intervals. However, you can also add non-email steps (like Tasks) to a Program.
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, via the "+ Add Bucket" option under Program Triggers. 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." You will not be able to review the email before it is sent.
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 time frame 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?
Is there a limit to the number of emails a Program can send each day?
Yes. For all plans in Contactually, there is a limit to the number of automatic emails that can be sent per day. This limit varies by plan.
How do CAN-SPAM and CASL laws affect Programs and Contactually?
It is your responsibility to make sure you abide by local laws regarding electronic communication. Remember, Contactually is designed for efficient and effective personalized communication, not mass or cold emails.